- Ability to easily find/search for the info you need
- Mobile-friendly: Create/edit/collaborate any time, any place
- Overall Security: More secure than an on-premises server
- Folder and file-level security: Grant access to only the people that need it
- Version control so that there are not different iterations of a file floating around
- File history so you can see who made what change, when
- Easy collaboration with coworkers, contractors, and clients
- Quick and secure sharing inside or outside of the organization
- Integration & Compatibility: Microsoft’s solutions easily integrate into many other systems
- Document imaging/scanning lets you save physical space by storing your files online
- Scalable: It easily grows with your organization. You won’t be able to outgrow it as a document management solution
- Cloud-based: You don’t have to worry about the physical security of the servers or losing all of your data when everything is in the cloud. Access the files you need anytime, anywhere you have an internet connection
- Offline editing: if you’re going somewhere without an internet connection, you can easily take your files with you
- Save on human resources: You won’t need as many IT staff as you would for a legacy, on-site server
How HingePoint Helps Our Clients Leverage Microsoft Solutions for Their Document Management NeedsWe can help you implement SharePoint as your document storage solution. We’ll design the Information Architecture (IA) based on your unique business requirements. IA covers the required site collections, subsites, document library, metadata, fields and more. [caption id="attachment_15301" align="aligncenter" width="810"] Project Example: Documents in left navigation with Tasks dashboard[/caption] Organize your files into logical categories to help you stay organized [caption id="attachment_15303" align="aligncenter" width="936"] Project Example: Documents Divided into Categories[/caption] We take care of creating libraries with predefined metadata to ensure you find the content you’re looking for every time you search and filter. [caption id="attachment_15302" align="aligncenter" width="760"] Project Example: Find documents easily using metadata in the search and filter[/caption] We can implement a workflow that makes it possible to set approval and notifications on certain documents. If you need a team site for collaboration, we can create that. We can also turn that site into a template that allows you to easily create separate spaces for each client or project that keep the same basic structure. If you want to take team collaboration to another level, we can help you integrate Microsoft Teams. Your teams will be able to easily manage all documents related to a discussion in one place and find it easily in the future. [caption id="attachment_15304" align="aligncenter" width="936"] Project Example: Using Microsoft Teams to Collaborate on Documents[/caption] Managing documents that relate to project tasks? We can help you add Microsoft Planner to the equation to track the progress tasks. You can easily associate documents from SharePoint with your tasks and tie-in into conversations with Microsoft Teams. [caption id="attachment_15305" align="aligncenter" width="936"] Project Example: Tracking Team Tasks Using Microsoft Planner[/caption] Use custom forms to handle team requests and create tabs with custom reports to monitor the overall progress. [caption id="attachment_15306" align="aligncenter" width="936"] Project Example: Custom Forms and Charts to Manage Support Tickets[/caption] As you can see, there are a lot of ways you can streamline your document management processes using Microsoft tools. You can even utilize SharePoint to manage documents you are using to publish content on your website. [caption id="attachment_15307" align="aligncenter" width="936"] Project Example: Using SharePoint as a Content Management System[/caption]
What Would a Better Document Management System Look Like For You?Does your organization still use a dated legacy document management system to manage your records? Get in touch with Hingepoint today, and see our experienced consultants can make your job easier with a system your users will love! [post_title] => Building a Document Management System using Microsoft [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => building-a-document-management-system-using-microsoft [to_ping] => [pinged] => [post_modified] => 2020-10-30 11:03:42 [post_modified_gmt] => 2020-10-30 16:03:42 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/?p=15197 [menu_order] => 0 [post_type] => post [post_mime_type] => [comment_count] => 0 [filter] => raw ) ) [post_count] => 2 [current_post] => -1 [in_the_loop] => [post] => WP_Post Object ( [ID] => 15261 [post_author] => 3 [post_date] => 2020-10-22 18:25:30 [post_date_gmt] => 2020-10-22 23:25:30 [post_content] =>
Automations, implementation, flexible frameworks with Microsoft Power AutomateAutomations, implementation, flexible frameworks. They all sound great, but how do they actually benefit your business? With Microsoft Power Automate, the possibilities may be endless but the benefits are easy to see. HingePoint is breaking down three key examples of how to supercharge your workflow and improve your organization’s productivity, processes, and bottom line. Grab your notepad and prepare to reimagine your business. Now let’s dive in.
1. Easily integrate with hundreds of software applications
When businesses perform automation, the main barrier we see them face is the connectivity to specific services they already use. For example, integrations that connect data from a SharePoint list or from an Excel sheet to the OneDrive for storage aren’t always available. Power Automation seamlessly integrates with SharePoint project management tools, SharePoint workflows, and other systems that may already be in place within your organization.
Our approach: To resolve this issue, we use SharePoint Designer Workflow, lists, and libraries to perform the automation. We also utilize Microsoft Flow to integrate with thousands of other software and services. Not only does Power Automate easily connect with Microsoft products, but it also communicates with ease with other programs.
2. Automated triggers so you don’t have to lift a finger
In any automation, the most important step is defining what trigger or action signals the start of an automation process. When do you want automation to be sent and what determining factor dictates that initiation?
Our approach: We use the Microsoft Flow Triggers to start the automation process. These triggers specify how and when a workflow gets carried out. We also create custom triggers specifically to collect data and perform further business operation logics.
3. Email automation that actually works
Power Automate can decipher an email’s content and process it according to predetermined filters. For example, an organization can utilize email automation for their invoice approval process. Power Automate takes an invoice as an email attachment and moves it into the library for automatic invoice approval. Simple, easy, and effective.
Our approach: We implement a filter according to specific keywords in an email’s subject line, body content, or by the email sender’s address.