What is a SharePoint Hub Site?

What is a SharePoint Hub Site?

By Bryce Finnerty

Microsoft has officially released SharePoint hub sites and is gradually rolling them out to Office 365 customers. The first announcement of SharePoint hub… Read More

Benefits of Using SharePoint & Office 365

Benefits of Using SharePoint & Office 365

By Bryce Finnerty

With the seamless integration of Office 365 and SharePoint Online, Microsoft has breathed new life into SharePoint, one of the most used platforms for collaboration,… Read More


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                    [post_content] => Construction managers will learn how to use SharePoint online out of the box tools to manage all their critical project data. We will show in the video demonstration how to:
  1. Manage all your new projects estimating is bidding on in one SharePoint list
  2. Hand off new projects from Sales to Operations after the deal closes
  3. How Construction managers can see all their project data in one SharePoint project dashboard
  4. How to assign project team resources such as Project Managers, Superintendents and other team members automatically with automated email notifications
The Benefits  of SharePoint and Office365 to Construction Managers?
  • Store all the projects in one simple location. no more scattered project data
  • Speed up the hand-off process for new projects, no more forgetting to tell the team about the new project
  • Automate notifications and project information as it goes out to new team members - no more errors and omitting people from the project communications
  • Eliminate wasted time in communication project information - it is automatically sent out to everyone
  • Works on Mobile for field teams and field-to-office collaboration with construction job sites

The 7 SharePoint Lessons in the Demo Video Are:

  1. Create a SharePoint site for Construction Projects
  2. How to Create a New Construction Project set up form in SharePoint
  3. Track new construction bids and estimates coning from business development
  4. Create automated email notification in Office365 from Estimating to Operations
  5. Construction Work log Dashboard of all active projects
  6. Assign Senior Managers, Project Managers, and Superintendents and notify everyone in real time
  7. Constructions teams manage and update their project data to everyone knows accurate status
We will give you step by step instructions and you can watch the steps in the video below:  

Step 1 - Create a Construction Management Site in SharePoint

We like to create a nice SharePoint site for the construction team, where they can easily manage all their projects. A good intranet page for the company can be used as the starting point for construction projects. On the screen below you see a link on the home page to all the Projects. This links to a site for both estimating to track pending jobs and construction managers to track active projects.  This example is built in SharePoint online with a communication site template. SharePoint Project Home Page When you click on Projects image, you link to the Work log site here: Project Management SharePoint Home Page

Step 2 - Estimating and Bidding Construction Project SharePoint List

Sales, estimating, and bidding can work on all prospective projects here. You can create  a new project data list in SharePoint.  Manage key metrics that drive business such as
  • Track new construction projects
  • Manage key revenue and client information
  • Notify construction and field teams of new projects that are starting or pending
  • Automate project hand offs between estimating, contracting and construction management
To get there Click the New Project Setup link: New Project SetUp SharePointLink That links you to this SharePoint List of all pending projects or New Construction Projects. Use this information to coordinate and plan team resources and who will be key resources on the projects. When resources are scarce and teams are busy, it is not easy to find the right leaders for all the work coming up in the pipeline. New Project SharePoint List View Master  

Step 3 -Track Pending Construction Projects

We demonstrate here all the data we track for a construction project. You configure any data your company needs in your SharePoint List. From the navigation bar you can do the following items with the project data: SharePoint List Navigation Functions 1. Search all the construction jobs, by data field 2. Log a new job 3. Quick Edit allows you to edit all the project data all at once. Many users love this feature. 4. Flows - allows you to make "code-less" workflows in SharePoint Online, so no real code needs to be developed To start a new construction job clink the New Button. See the form pop up below you fill in: New SharePoint Project form For Construction these are some recommended data fields you may want to track. You may add more or less, depending on how much info you like to collect. Typically we want the "minimum" amount needed so we don't slow down or over burden the construction teams with data entry and data management. Just the key metrics to make sure we are:
  1. On Schedule (this is everything in construction. Typically if you can stay on schedule, things are going well).
  2. On Budget (everyone wants to know if we are on budget and who's been paid)

Recommended Construction Project Data

  • Project Name - create a good consistent naming scheme that will allow you to search and sort on projects
  • Project # - get a good numbering scheme, one that ties to customers, projects, and financials
  • Job Address - a location you can later use to plot on a map
  • City/Zip
  • Owner Entity - owner of the project
  • Customer
  • Customer PO Reference # - authorizing document from accounting and client
  • Customer Contact
  • Contact Email Address
  • Contact Address
  • Contact City/Zip
  • Project Billing Date - we like to have a day the client committed to getting billed, and payment terms
  • Booking Date - date project closed the sale
  • Start Date - the date the client wants to start
  • Completion Date - day project ends or is planned to end
  • Division - if you have divisions in your company
  • Job Type - we like to have categories of projects (small, medium, large. Or; software project, constructions project, marketing project)
  • Billing Type
  • Architect - who was the architect of the solution
  • Job Size - some clients like to sort on job size
  • Contract Amount (Pre-Tax) - total revenue
  • Estimated Profit - make sure your plan for profitable work before it starts
  • Full Time Supervision - does the project need full time or part time attention
  • Project Difficulty - some clients rank projects on difficulty, either we need senior resources or junior resources, or a tough client
  • Client Interaction - client notes
  • Estimator - person that estimated the job so we can validate any assumptions they made on the job
Does this article seem like a lot of work? If you want us to walk you through it in a meeting, click the Get SharePoint Help button and Request a Meeting

Step 4 - Email Notifications

Outlook Email is a great way to quickly share project information. SharePoint can send a "notification" email to anyone you want when you "trigger" that notification within SharePoint. In this video demo, estimating sold a project and wants to notify construction teams about the new job. We walk you through a series of emails where we:
  1. Notify the construction manager of the new job
  2. The manager "confirms" they know about it
  3. Manager gets a confirmation email with a link to all the project information
  4. Estimating gets notified the construction team is ready for the kickoff
If you Click Save from the New Project Set Up Form this triggers Office365 to send an email notification. The first email that goes tells management of the new job. There is a Link to all the information about the project. See the sample email here: SharePoint Email Notification All I have to do is click "confirm" button to respond from within my email inbox. I get a confirmation message from SharePoint and it also sends me a confirmation email that lets me know that it was responded to. SharePoint Confirmation Message New Project Now estimating  and construction know that the hand-off took place, we have record of it, and the next step is to schedule a kickoff meeting. You also get a confirmation email so you know for sure that they got your response and accepted the new project: SharePoint New Project Confirmation EmailThe estimator can meet with the construction project team to go over all the information on the job and collaborate on project planning. Once you are assigned to the project, if anyone other than yourself edits any of the data, we set up a notification that will alert you to any changes so you don't need to have a meeting or loose any changes, you are always notified, in real time, and fully in the know of all information about your project. See a sample notification about changes to information here: SharePoint New Project Changes Notification  

Step 5 - Active Construction Project Work Log Dashboard

Part of the workflow is to move the pending projects from Estimating over to Active projects on the Work Log for construction. We actually move all the data over to a  new data SharePoint List called WorkLog. The project is also still back on the New Project List where you can delete it or treat it as an archive. Once it is active you want to notify all the construction team and they can click a Link back to the project to get all the information they need stored in one place in SharePoint. You can access the list from the Home Page under Manage Your Projects: Active Project List SharePoint Link The image is linked to the Project Dashboard Work log of all active construction jobs on this new list here: Project Dashboard SharePoint List View  

Step 6 - Automatically Assign and Notify the Construction Resource Assignment

From this screen the construction manger can assign key resources to the project. We show here how to hand-off and assign the resources of:
  • Senior Manager
  • Project Manger
  • Superintendent
As you assign people they get this email notification automatically. Assign PM Manager Super Email Notice  

Step 7 - Manage Construction Projects Daily from the Work Log Dashboard

Now the Project Manager can see all the data they need about the project, as well as the date it was logged. The PMs can now take over and do what they do best and start to manage the scope, schedule and budget of the project. As they plan the work and "work the plan"  The team enters updates to the budget, forecast and actual hours, etc. If they click the link in the email they go straight to the source of the information in SharePoint so everyone is on the "same page" with project information. We demonstrate how we set up a workflow that will notify the team members by email if there are any edits to the project information. This keeps everyone in synch, singing off the same song sheet, using the most up to date information. This is where the magic happens because SharePoint can elimiante a lot email and coordination meetings since everyone has accurate, up to date information, available from their phones, laptops, and any device, from any where. Here is a screen shot of what the Link in the mails goes to. A screen of all the project information in SharePoint. Active Project Data Link Screen SharePoint   Construction Management in the 21st Century using some simple tools in SharePoint and Office365 were shown in the video demo. We showed how to automate many of the hand-offs, email notices, and sharing of information through the construction job life cycle. The benefits you will receive may include:
  1. Happy Construction Workers
  2. Better relationships between the field and office and between estimating and project management
  3. Less time wasted on busy work
  4. Fewer errors because people had accurate information on jobs
  5. Increased accountability between leadership and on the job teams
  6. Improved communication because of fewer breakdowns in keeping everyone up to date with notices
  7. Greater adoption of SharePoint and tools because they are easy and actually help people succeed
[post_title] => Construction Management with SharePoint - A How to Guide and Video Demo [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => construction-managmenet-sharepoint-how-to-guide-video [to_ping] => [pinged] => [post_modified] => 2018-08-09 17:27:35 [post_modified_gmt] => 2018-08-09 22:27:35 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/blog/sharepoint/7-step-sharepoint-project-management-automation-and-workflow-video-demo-copy/ [menu_order] => 0 [post_type] => post [post_mime_type] => [comment_count] => 0 [filter] => raw ) [1] => WP_Post Object ( [ID] => 14457 [post_author] => 3 [post_date] => 2018-07-31 15:40:28 [post_date_gmt] => 2018-07-31 20:40:28 [post_content] => You are about to learn the 7 SharePoint Online steps you can follow to automate your Project Management workflow in your company. We will show you a real world example and watch the live video demo to see exactly how you can implement SharePoint at your company to manage the projects and hand offs.

The 7 SharePoint Steps are:

  1. Create a SharePoint site for Project Management
  2. Create a New Project set up form SharePoint List
  3. Track new projects and pending projects from sales
  4. Create Workflows that automatically sends email notification to operations for hand offs
  5. Create a Worklog SharePoint List for active projects assigned to Project Managers
  6. Create Workflows that notify Senior Managers and Project Managers as they get assigned to be resources on the project
  7. Let Project Managers and team members update the status of projects for the Project Dashboard
Watch the video demo now and read on below to see the Step By Step guide with screens shots demonstrating how to use SharePoint to manage projects. This article walks you through a live demo of the HingePoint Work Log. It can be used to log and track projects for an entire company. You can track and manage all your projects in two SharePoint list (database). One list is for New projects in Sales and once the project is approved it is moved to the second list for Active Projects in a Worklog.  

Step 1 - Create a SharePoint Project Management Site

We like to create a nice SharePoint site for the users, so they have a good place to start and manage the entire project life cycle. For example, at HingePoint on our intranet home page you can access all the information you need on the job. See the link Icon to the HingePoint Projects that goes to the Project Dashboard. On this project home page you can access all the tools and data you need on the job. We use a SharePoint Communication Site template in this case with access to the New Project Set Up Form and data list as well as access to the Worklog SharePoint list and we also have dashboards built on top of the SharePoint data accessible here. SharePoint Project Home Page Then you click on HingePoint Projects and you arrive here: Project Management SharePoint Home Page

Step 2 - New Project SharePoint List

Here we have a new project data list in SharePoint. This is where Sales or Business Development teams can track all the new projects that the company is working on and manage key metrics such as:
  • Track new projects
  • Manage key revenue and client information
  • Notify Operations teams of new projects that are starting or pending
  • Automate project hand offs between sales and operations
Click the New Project Setup Form: New Project SetUp SharePointLink You arrive here where this screen shot shows the backlog of projects pending form sales. This can be used to plan team resources and who will be working on what projects in the future. New Project SharePoint List View Master  

Step 3 -Track new projects and pending projects from sales

On this screen we are tracking all the needed information about a project. You can set up any data you need in this SharePoint List. From the navigation menu you can do the following items with the project information from the top navigation tool bar: SharePoint List Navigation Functions 1. Search all the projects to find any information you need (this is huge!) 2. Create a New Project (we show that in the demo video) 3. Quick Edit allows you to edit all the project data all at once. Many users love this feature. 4. Flows - allows you to make "code-less" workflows in SharePoint Online, so no real code is required To start a new project go up here and press the new button. You can fill out this form of information: New SharePoint Project form Fill out the project data. Here is a list of the project fields we use:

SharePoint List Columns A column stores information about each item in the list. The following columns are currently available in this list:

  • Project Name - create a good consistent naming scheme that will allow you to search and sort on projects
  • Project # - get a good numbering scheme, one that ties to customers, projects, and financials
  • Job Address - a location you can later use to plot on a map
  • City/Zip
  • Owner Entity - owner of the project
  • Customer
  • Customer PO Reference # - authorizing document from accounting and client
  • Customer Contact
  • Contact Email Address
  • Contact Address
  • Contact City/Zip
  • Project Billing Date - we like to have a day the client committed to getting billed, and payment terms
  • Booking Date - date project closed the sale
  • Start Date - the date the client wants to start
  • Completion Date - day project ends or is planned to end
  • Division - if you have divisions in your company
  • Job Type - we like to have categories of projects (small, medium, large. Or; software project, constructions project, marketing project)
  • Billing Type
  • Architect - who was the architect of the solution
  • Job Size - some clients like to sort on job size
  • Contract Amount (Pre-Tax) - total revenue
  • Estimated Profit - make sure your plan for profitable work before it starts
  • Full Time Supervision - does the project need full time or part time attention
  • Project Difficulty - some clients rank projects on difficulty, either we need senior resources or junior resources, or a tough client
  • Client Interaction - client notes
  • Estimator - person that estimated the job so we can validate any assumptions they made on the job

Step 4 - Workflow Automation

SharePoint is an amazing tool for automating the workflow between roles in a team, department, or between companies or clients. SharePoint can send a "notification" email to anyone you want when you "trigger" that notification within SharePoint. In this video demo, Sales sold a project and wants to notify operations that there is a new project. So you will see a series of emails to people to keep them informed and give them the needed information for them to pass the baton like a relay race. If you Click Save from the New Project Set Up Form this triggers Office365 to send an email notification. If we check my email inbox you can see I just got a new project notification request for your input. This is basically an approval email that is coming from the sales team manager because he's the one who owns the workflow so a new project has been booked and the operations team needs to know about it. There is a Link to all the information about the project. See the sample email here: SharePoint Email Notification All I have to do is click "confirm" button to respond from within my email inbox. I get a confirmation message from SharePoint and it also sends me a confirmation email that lets me know that it was responded to. SharePoint Confirmation Message New Project Now Sales and Operations know that the hand-off took place, we have record of it, and the next step is to schedule a kickoff meeting. You also get a confirmation email so you know for sure that they got your response and accepted the new project: SharePoint New Project Confirmation EmailThe sales and estimator can meet with the project team to go over all the information on the job and collaborate on project planning.   Once you are assigned to the project, if anyone other than yourself edits any of the data, we set up a notification that will alert you to any changes so you don't need to have a meeting or loose any changes, you are always notified, in real time, and fully in the know of all information about your project. See a sample notification about changes to information here: SharePoint New Project Changes Notification  

Step 5 - Create a Project Dashboard Worklog with a SharePoint List for active projects assigned to Project Managers

WorkLog is automatically Set up on a new SharePoint List called WorkLog. The project is also still back on the New Project List where you can delete it or treat it as an archive. Here you can notify all the team and they can click a Link back to the project to get all the information they need stored in one place in SharePoint. You can access the list from the Home Page under Manage Your Projects: Active Project List SharePoint Link The image is linked to the Project Dashboard Worklog of all active projects on this new list here: Project Dashboard SharePoint List View  

Step 6 - Create Workflows that notify Senior Managers and Project Managers as they get assigned to be resources on the project

From this screen the operations manger can assign key resources to the project. We show here how to hand-off and assign a Project Manger, Senior Manager, and Super Entendent. As you assign people they get this email notification automatically. Assign PM Manager Super Email Notice  

Step 7 - Let Project Managers and team members update the status of projects for the Project Dashboard

Now the Project Manager can see all the data they need about the project, as well as the date it was logged and then you can enter your budget, forecast and actual hours, etc. If they click the link in the email they go straight to the source of the information in SharePoint so everyone is on the "same page" with project information. We set up a workflow that will notify the team members by email if there are any edits to the project information. This keeps everyone in synch to the most up to date information and cuts back on having team meetings. Here is a screen shot of what the Link in the mails goes to. A screen of all the project information in SharePoint. Active Project Data Link Screen SharePoint

SharePoint + Email = Team Work

In this demo we have automated much of notifications and manual steps in pushing projects through sales, estimating, over to operations and down to assigning Project managers and staffing the project. Almost all of it was automated. The benefits you will receive may include:
  1. Happy Employees
  2. Better relationships between sales, estimating, and operations
  3. Less busy work
  4. Fewer errors
  5. Increased accountability
  6. Improved communication
  7. Adoption and fans of SharePoint and Project Management tools
[post_title] => 7 Steps to SharePoint - Project Management Automation and Workflow Video Demo [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => 7-step-sharepoint-project-management-automation-and-workflow-video-demo [to_ping] => [pinged] => [post_modified] => 2018-08-09 17:30:40 [post_modified_gmt] => 2018-08-09 22:30:40 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/?p=14457 [menu_order] => 0 [post_type] => post [post_mime_type] => [comment_count] => 0 [filter] => raw ) [2] => WP_Post Object ( [ID] => 14259 [post_author] => 3 [post_date] => 2018-04-03 10:14:11 [post_date_gmt] => 2018-04-03 15:14:11 [post_content] => Microsoft has officially released SharePoint hub sites and is gradually rolling them out to Office 365 customers. The first announcement of SharePoint hub sites was last fall at Microsoft Ignite.

What is a SharePoint hub site in Office 365?

SharePoint hub sites enable you to organize your intranet by associating multiple team sites and communication sites together in SharePoint. Hub sites provide common navigational structure, look and feel, and search across associated sites. You can use SharePoint Online hub sites in Office 365 to organize concepts, teams, divisions, or resources throughout your organization, making it easier to:
  • Search across all associated sites

  • Discover related content, such as news and other site activities

  • Apply common navigation and branding across associated sites
SharePoint hub sites combine news and activities from your different associated sites and display the roll-up on the hub’s home page. This could potentially have a significant impact on the way you construct intranets and departmental sites within your organization. The association can be changed whenever you like, meaning that making changes to the organizational structure will be as simple as adjusting a setting. Desktop SharePoint Hub Sites Mobile SharePoint Hub Sites

Searching for content across the SharePoint hub

When you search from a SharePoint hub site, content on the current hub site, as well as content on any associated sites, is displayed in the results. Users searching for items will only see results for which they have access to. This feature greatly simplifies the process of managing what information users have access to.

FAQs

Q: When can I expect to see SharePoint hub sites appear in my Office 365 tenant? A: SharePoint hub sites with begin rolling out to Office 365 First Release customers in the first half of 2018. Q: Can I join one SharePoint hub site under another hub site? A: No, you won't be able to join a SharePoint hub site to another hub site. Q: Can a team site or a communication site be joined to more than one SharePoint hub site? A: No. It will only be possible to join a site to one hub site at a time. It is possible to link to various unjoined sites in the top navigation. And it will be possible, within seconds, to join and/or unjoin a site as the business changes. Q: Can a hub site replace my current organizational portal? A: Hub sites are designed to let you dynamically organize closely-related sites, bringing together similar projects, binding related assets, and presenting common activity. Customers with portals that include customization beyond the web parts and extensions that the SharePoint Framework currently supports are likely to continue using the SharePoint publishing infrastructure, which continues to be fully supported in both SharePoint Server On-Premises and SharePoint Online. Q: When should I use a team site? When should I use a communication site? A: Your SharePoint team site lets you share content, knowledge, news, and apps with your group as you collaborate on a project. A communication site lets you tell your story, share your work, and showcase your product across the organization.

What's Next

We can't wait to start planning and constructing solutions with SharePoint hub sites in 2018. HingePoint believes hub sites will be most valuable in an intranet scenario because of the navigation abilities of cross-site collections that have been lacking in previous SharePoint versions. If you're trying to customize SharePoint hubs to meet your organization's unique needs, we'd love to hear what you're looking to accomplish! Feel free to start a live chat with our solution consultant on this page, email us, or call us at (214) 301-0000 to get started today. https://www.youtube.com/watch?v=ZgeYRrKB5U8 --

About HingePoint

HingePoint offers cloud and mobile applications for construction and real estate that are easy to adopt and employees love. Specializing in the systems that run the construction and real estate business including SharePointSalesforceProcoreMS Dynamics, and Autodesk. Scale and grow profitably with Financial and Project Management Dashboards, document management, and workflow automation for field to office collaboration. HingePoint 8105 Rasor Blvd. Suite 241 Plano, TX 75024 (214) 301-0000 www.hingepoint.com [gravityform id="1" title="true" description="true"] [post_title] => What is a SharePoint Hub Site? [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => what-is-a-sharepoint-hub-site [to_ping] => [pinged] => [post_modified] => 2018-04-09 14:14:44 [post_modified_gmt] => 2018-04-09 19:14:44 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/?p=14259 [menu_order] => 0 [post_type] => post [post_mime_type] => [comment_count] => 0 [filter] => raw ) [3] => WP_Post Object ( [ID] => 14451 [post_author] => 3 [post_date] => 2018-03-31 06:13:06 [post_date_gmt] => 2018-03-31 11:13:06 [post_content] => Microsoft Office 365 and SharePoint Online updates for Quarter 1, Q1 2018. There are so many updates coming out all the time from Microsoft and we want you to know what they are. We will summarize the big releases for you here and how they might impact you.

Latest Microsoft Upgrades in 2018

Security! Office 365 is moving to TLS 1.2 for encryption

Note: You Must Take Action by Action by October 31, 2018

Microsoft and any web-based platform has been warning about this upgrade for a while. To get best-in-class encryption, and to ensure Office 365  service is more secure by default, they are moving all of their online services to Transport Layer Security (TLS) 1.2+. Microsoft is closing down TLS 1.0 and 1.1 protocols and requiring everyone and all Apps to upgrade to TLS 1.2 extending the deadline for upgrading to TLS 1.2 or later to October 31, 2018. So Plan on it or contact us to get help. According to Microsoft Read the Following Information: As of October 31, 2018, Microsoft Office 365 will no longer support TLS 1.0 and 1.1. By October 31, 2018, all client-server and browser-server combinations should use TLS version 1.2 (or a later version) to ensure connection without issues to Office 365 services. This may require updates to certain client-server and browser-server combinations. If you do not update to TLS version 1.2 (or later) by October 31, 2018, you may experience issues when connecting to Office 365. If you experience an issue related to the use of an old TLS version after October 31, 2018, you will be required to update to TLS 1.2 as part of the resolution. Please click Additional Information to learn more from Microsoft Support: Additional information
Published On : March 15, 2018

Microsoft Dynamics 365 Business Central – Finally Integrated with Office 365

Why is this important? Because did you know that before this, MS Dynanics really didn’t integrate with O365 Email and other features most of us would expect. This shows that MS Dynamics 365 is finally hitting the core of Office365 Capabilities. This is Big! Here is What Microsoft says about it: Microsoft Dynamics 365 Business Central is a new service designed to work with Office 365. An evaluation version of Dynamics 365 Business Central will be available via self-service signup. Microsoft Dynamics 365 Business Central offers organizations a single, end-to-end solution for managing finances, operations, sales, and customer service. It offers great value because it integrates with other Microsoft cloud services, including Office 365, and can be customized or extended for specific industry needs with PowerApps, Microsoft Flow and Power BI. Dynamics 365 Business Central will be generally available on April 2, 2018 in 14 countries – United States, Canada, United Kingdom, Denmark, Netherlands, Germany, Spain, Italy, France, Austria, Switzerland, Belgium, Sweden, and Finland. Australia and New Zealand will be generally available beginning July 1, 2018.

How does this affect Your company?

As an administrator, you can sign up for Dynamics 365 Business Central through the Dynamics 365 Business Central website. It is not possible to sign up through the purchase services page in the Office 365 Admin center, because the product can only be purchased through our Cloud Solution Provider (CSP) partners. When you sign up for Business Central, you can assign subscription licenses to users who should have access. Additionally, individual users in your organization may be able to sign up for Business Central through the Business Central website. When a user in your organization signs up for Business Central, that user is assigned a Business Central license automatically.

What Can You Do to Prepare for this Change?

You don't need to do anything, but may consider updating your user training, and notifying your helpdesk. There are steps you can take as an administrator to prevent users from signing up for Dynamics 365 Business Central evaluation, if you choose. In this case, users’ attempts to sign in will fail and they will be directed to contact organization’s administrator. You do not need to repeat this process if you have already disabled automatic license distribution. Please click Additional information to learn more. Additional information to learn more.
Published On : March 15, 2018

All New Microsoft Teams Admin Center

In late-March, 2018, Microsoft launched a new Microsoft Teams admin center. The new admin center will give you a single location to manage Microsoft Teams It has new functionality and the ability to manage Teams settings on a user level. This message is associated with Office 365 Roadmap IDs: 24189 and 26982. This feature is only available to members of your organization that have been granted administrator-level permissions.

How does this affect user? It Doesn’t. If you are an Administrator? Read more here. There will be a lot more coming in this area as MS Teams grows.

Additional information on Teams Admin Center.

Microsoft is Consolidating Yammer networks ( probably because they are all integrating into Teams)


Published On : March 31, 2018

Do you Use Yammer to collaborate? If so, read on.

Action required by September 25, 2018

Starting October 16, 2018, Yammer will no longer support multiple Yammer networks associated with one Office 365 tenant.Microsoft will be consolidating your Yammer networks into a parent Yammer network. During this process, content will no longer be available from the subsidiary networks. We recommend you migrate your own networks prior to October 16.

How does this affect me?

On October 16, 2018, all subsidiary networks will be migrated to the parent Yammer network associated with your Office 365 tenant. After migration, the subsidiary networks, and all its content will no longer be available. Please ensure that you have saved and exported all your files and documents before the migration. This change is one of the steps required towards utilizing all the features and benefits of Office 365. Once all steps are completed, all Office 365 groups and tools will be connected to each other. Users will be able to easily access their SharePoint Online, OneNote and Planner tools within each of their corresponding Yammer groups.

What do You Need to do to Upgrade Yammer?

You can take control, and migrate all your subsidiary Yammer networks to your parent Yammer network before October 16, 2018. Click here for instructions on how to migrate your networks. Please ensure that you have saved and exported all your files and documents from your subsidiary networks. If you don’t migrate them yourself, we will migrate your networks on October 16, 2018. Please ensure that you have saved and exported all your files and documents from your subsidiary networks, before October 16. Please click Additional Information to learn more about Yammer networks and Office 365 tenants. If you use Yammer, you need to keep reading, follow the real deal from Microsoft here: Additional information
Published By Microsoft On : May 17, 2018

Updated feature: New Start Page experiences for Office

Microsoft is  updating the Office start pages for Word, PowerPoint and Excel. They begin rolling this feature out soon.

How does this affect me?

Users will see an updated Start experience for both Desktop (Windows) and Web versions of the Office apps (Word, PowerPoint and Excel) These updates will show a new experience that allow you to see documents important to you more easily, create content quickly and get updates on activities in your document. We’ll be rolling out the Office desktop (Win32), in our May2018 update for the Office 365 ProPlus monthly channel. If you are on semi-annual channel for updates, you will receive these at a later date. To determine which channel you are configured for, please read our overview of update channels for Office 365 ProPlus. Want to learn more? Click here: Additional information     [post_title] => Office 365 Feature Updates in 2018 (And Why It Matters) [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => office-365-feature-updates-in-2018-and-why-it-matters [to_ping] => [pinged] => [post_modified] => 2018-08-08 05:11:49 [post_modified_gmt] => 2018-08-08 10:11:49 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/?p=14451 [menu_order] => 0 [post_type] => post [post_mime_type] => [comment_count] => 0 [filter] => raw ) [4] => WP_Post Object ( [ID] => 14234 [post_author] => 3 [post_date] => 2018-03-13 10:00:31 [post_date_gmt] => 2018-03-13 15:00:31 [post_content] =>

With the seamless integration of Office 365 and SharePoint Online, Microsoft has breathed new life into SharePoint, one of the most used platforms for collaboration, document management, team collaboration, IT support, web portals, project management, financial reporting, forms routing, and much more. The problem is very few companies take the time to maximize what Office 365 can do!

SharePoint Online improvements over the last year include upgrades that drastically impact users in terms of transporting cloud-based Office 365 capabilities onto the SharePoint platform. HingePoint identifies a few improvements we use to get the most out of Office 365 and SharePoint.

  1. The ability to leverage Office 365 Groups, which deliver a means of group communication, is a solid alternative to popular messaging applications, such as Slack. Using Groups gives your team the ability to view, edit, share all group files, view and schedule group meetings with ease allowing for better communications among team members. Read more about Microsoft Teams here.Microsoft, Microsoft Ignite, Microsoft Teams, Mixed-use Reality, Artificial Intelligence, HingePoint, SharePoint
  2. Using Microsoft Planner to your company’s teams or groups to create multiple task lists associated with different projects or daily to-dos. Microsoft Planner has many of the same filtering capabilities as SharePoint lists, so it is a niche replacement for tools that previously had to be built from scratch or customized from other list templates. Read more about Microsoft Planner here.
  3. The new workflow capabilities of Microsoft Flow feature code-free interaction with hundreds of third-party services such as Salesforce, Zendesk, Facebook, Twitter, OneDrive, SharePoint, Microsoft Dynamics, and more. Microsoft Flow puts real power in the hands of regular users by easily connecting and automating services vital to your business.
  4. SECURITY: Limit who, outside your organization, gets to see your content. Granting external access in SharePoint Online is a breeze and no longer a time-consuming inconvenience. Simply connect a Microsoft account to their company e-mail or create guest links to give users access to folders, individual files, and sites within your environment. Don't want anyone with a gmail account to have access, no problem! Share your content with a specific group of people in your organization by setting permissions through Active Directory Security Groups. Use policies that will allow or block certain user behavior (such as documents with credit card info or employee salaries). Create a policy that blocks people from sharing that kind of information between one another.
  5. A new layout that includes rich text, images, videos, news, highlighted content, customizable dashboard, and recent site activity allows for a more mobile-friendly content display. Mobile SharePoint access used to be a nightmare due to the lack of responsive You can now access SharePoint from anywhere and communicate with your team remotely to get more work done with ease.
  6. Embedding Power BI reports to a SharePoint page - display charts, dashboards, reports, KPIs, etc. on your SharePoint site to make the information readily available to users. Additionally, the analysis/metrics tools are now available within the program instead of having to import them; so significant time is saved on importing data from other sources.

We have guru developers and architects that have ALL the Microsoft certifications. Create your own Web Parts, .Net, Office365 APIs, SharePoint Online and Integration with Microsoft Exchange, Active Directory (AD), and SQL Server.

If you properly implement SharePoint, it will transform your company’s productivity. Employees will be more efficient, you’ll have better access to your company’s data, and you’ll be able to better report on key metrics. HingePoint’s custom SharePoint solutions have helped many companies struggling with unorganized data and manual, multi-step processes. Those same customers have transitioned into a more organized, productive organization through automated workflows and easy-to-search information.

  --

About HingePoint

HingePoint offers cloud and mobile applications for construction and real estate that are easy to adopt and employees love. Specializing in the systems that run the construction and real estate business including SharePointSalesforceProcoreMS Dynamics, and Autodesk. Scale and grow profitably with Financial and Project Management Dashboards, document management, and workflow automation for field to office collaboration. HingePoint 8105 Rasor Blvd. Suite 241 Plano, TX 75024 (214) 301-0000 www.hingepoint.com [gravityform id="1" title="true" description="true"] [post_title] => Benefits of Using SharePoint & Office 365 [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => benefits-using-sharepoint-office-365 [to_ping] => [pinged] => [post_modified] => 2018-03-23 21:15:07 [post_modified_gmt] => 2018-03-24 02:15:07 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/?p=14234 [menu_order] => 0 [post_type] => post [post_mime_type] => [comment_count] => 0 [filter] => raw ) [5] => WP_Post Object ( [ID] => 14212 [post_author] => 3 [post_date] => 2018-03-08 10:22:39 [post_date_gmt] => 2018-03-08 16:22:39 [post_content] => Microsoft Planner logo Microsoft Office 365 is comprised of many tools that can help streamline your daily workflow, while getting your job done more quickly and effectively. An Office 365 project management tool that's been recently updated is Microsoft Planner. Similar to Trello, Planner enables your company’s teams or groups to create multiple task lists associated with different projects or daily to-do checklists. Microsoft Planner helps remove chaos from team collaboration environment.

Review of Microsoft Planner for Project Management

Users can assign tasks, share files, and collaborate through chat to execute a project or plan. Each plan has its own "board" where the user can organize tasks into different buckets, enabling the user to filter on Due Date, Categories, or by Assigned User. The HingePoint Team recreated our daily task lists using this tool and it seems to work like a charm! Microsoft Planner Project Board Example

“Built for Office 365, Planner lets you attach files to tasks, work together on those files, and even have conversations around tasks without switching between apps. With Planner, all your team’s discussions and deliverables stay with the plan and don’t get locked away across disparate applications.” Learn more about Microsoft Planner from Microsoft here.

Microsoft Planner has many of the same filtering capabilities as SharePoint lists, so it is a niche replacement for tools that previously had to be built from scratch or customized from other list templates. Microsoft Planner Filtering Options   The best part about Microsoft Planner is that it syncs directly with the associated Office 365 group. This allows you to embed your team’s plans into your SharePoint Team Site and add value and understanding to what your specified team is working on. Microsoft Planner Integrated with SharePoint Team Site

Read our "Top 5 Integration Features of Microsoft Office 365 and SharePoint Online".


Microsoft Planner provides an out-of-the-box functionality for creating charts for your team's various assigned tasks. It keeps everyone informed about which tasks are in progress, not started, late, or complete.

Because we customize Microsoft Office 365 for businesses, we've even recreated a Microsoft Project plan in Planner to potentially use it as a way to communicate project plans across our organization, without assigning Microsoft Project licenses to all relevant parties. The prototypes track most of the same information that our project managers track throughout a project’s life-cycle and could prove to be a solution for Project Managers across all industries.

Microsoft Planner Details & Updates

Some of the new releases associated with Microsoft Planner include new “Group” and “Filter” options (mentioned above) and integration into the new Office 365 group card that gives you easy access to all the components of a group, such as conversations, calendar, notebook, files, planner, and other collaborative tools. Microsoft is also currently rolling out a new feature that allows a user’s Outlook calendar to sync with Microsoft Planner. Microsoft Planner is currently developing several new updates including:
  • Microsoft Planner Guest User Access (Estimated Release Q3 CY 2018)
  • New Planner SharePoint Web Part enabling users to bring their project tasks directly into a SharePoint page or news article. (Estimated Release February CY 2018. Have we mentioned that we're an experienced SharePoint developer and consultant?)
  • Microsoft Teams and Microsoft Planner integration allowing users to view all of their assigned tasks across plans from Microsoft Teams. (Estimated Release February CY 2018)
  • Ability display and share views of Planner tasks on a timeline (Estimated Release CY2018)
Planner comes standard with each the following Office 365 Plans:
  • Office 365 Business Essentials
  • Office 365 Business Premium
  • Office 365 Enterprise E1
  • Office 365 Enterprise E3
  • Office 365 Enterprise E5
  • Office 365 Education
  • Office 365 Education E5
Overall, Microsoft Planner is a tool that HingePoint believes could be an excellent solution to many of the operational procedures that any company goes through on a day-to-day basis.  Of course, since this is an Office 365 product, users can also access and update their plans on any mobile device with the Microsoft Planner App.

Integrating Microsoft Planner

If you're interested in learning more about integrating Microsoft Planner or other Office 365 tools into your organization, we'd love to hear what you're looking to accomplish! Feel free to start a live chat with our solution consultant on this page, email us, or call us at (214) 301-0000 to get started today. https://www.youtube.com/watch?v=cUt2HwnkXtA

About HingePoint

HingePoint offers cloud and mobile applications for construction and real estate that are easy to adopt and employees love. Specializing in the systems that run the construction and real estate business including SharePointSalesforceProcoreMS Dynamics, and Autodesk. Scale and grow profitably with Financial and Project Management Dashboards, document management, and workflow automation for field to office collaboration. HingePoint 8105 Rasor Blvd. Suite 241 Plano, TX 75024 (214) 301-0000 www.hingepoint.com   [gravityform id="1" title="true" description="true"] [post_title] => Using Microsoft Planner to Manage Project Tasks More Efficiently [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => using-microsoft-planner-manage-project-tasks-efficiently [to_ping] => [pinged] => [post_modified] => 2018-05-30 11:32:34 [post_modified_gmt] => 2018-05-30 16:32:34 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/?p=14212 [menu_order] => 0 [post_type] => post [post_mime_type] => [comment_count] => 0 [filter] => raw ) [6] => WP_Post Object ( [ID] => 14106 [post_author] => 3 [post_date] => 2018-02-22 03:05:11 [post_date_gmt] => 2018-02-22 09:05:11 [post_content] => SharePoint Project Management Solution for Commercial Real Estate With a few simple configurations, SharePoint can be the foundation for a flexible, user-friendly, and affordable Project Management Information System (PMIS). If you are not currently using Microsoft SharePoint and Office 365 to manage your commercial real estate projects… you should be! First, let’s clarify what Office 365 is. Some people think of Office 365 as Word, Excel, and PowerPoint for document creation and Outlook for email. Most are unaware that those are only a tiny piece of everything Office 365 has to offer. We will discuss what these apps are and how to leverage them to their fullest capabilities at a later date (stay tuned to our blog). In the meantime, you can check out the Top 5 Integration Features of Office 365 and SharePoint Online. [caption id="attachment_14105" align="aligncenter" width="850"]Office 365 Apps Office 365 Apps[/caption]

Here are 8 reasons you should be using SharePoint to manage your commercial real estate projects:

1. Chances are you probably already have SharePoint

Microsoft states that they have over 250,000 organizations using SharePoint and that over 85% of Fortune 500 companies now have SharePoint Online. You are already saving money on licensing costs by owning the SharePoint application through your Office 365 licenses.

2. Security

Using groups to maintain a scalable security environment is typically your best option because permissions are applied to the group as a whole, not individual people. So, when adjusting permissions, only one change is needed to a group (as opposed to multiple changes for different individuals). You can define a security permission from a site collection, to a site, to the lowest component of a single item or document. It's very easy to assign these permissions directly to an individual user or a group of users.

3. Collaboration tools everyone will want to use

The ability to leverage Office 365 Groups, which deliver a means of group communication, is a solid alternative to Slack and other popular messaging applications. Using Groups gives your team the ability to view, edit, share all group files, view, and schedule group meetings with ease allowing for better communications among team members. Granting external access in SharePoint Online is a breeze and no longer a time-consuming inconvenience. Simply connect a Microsoft account to their company e-mail or create guest links to give users access to folders, individual files, and sites within your environment.

4. 3rd Party Services Integration

Microsoft Flow puts real power in the hands of regular users by easily connecting and automating services vital to your business. Microsoft Flow features code-free interaction with hundreds of third-party services such as Salesforce, Zendesk, Facebook, Twitter, OneDrive, Microsoft Dynamics, and more.

5. Ridiculously simple reporting tools

SharePoint features powerful reporting tools to quickly view and share data. You can build, configure, and update scorecards and dashboards.

Data visualization with Power BI:

Embedding Power BI reports to a SharePoint page (display charts, dashboards, reports, KPIs, etc.) on your SharePoint site makes the information readily available to users. Additionally, the analysis/metrics tools are now available within the program instead of having to import them; so, significant time is saved on importing data from other sources. You can also use Excel to build your reports and display them within SharePoint. [caption id="attachment_14067" align="aligncenter" width="800"]Example Microsoft BI Dashboard Reports Example Microsoft BI Dashboard Reports[/caption]

6. Mobile/Tablet Friendly

Access to everything, from anywhere, and on any device. This is HUGE for the real estate and construction industry! View and work on documents while on the job site or in the field. With SharePoint Online, you have all the information you need on every device so you can get more work done with ease.

7. Task Management

SharePoint allows you to manage a set of tasks that may belong to a project, a business initiative, or a department. Users can also create customized list views, combined with out-of-the-box workflows to manage personal tasks and assign tasks to their team members or anyone else in the company.

8. Flexibility to make it work how you want

SharePoint is designed to be configured however you want and to provide the most value when managing commercial real estate projects. It can be very intimidating to try and figure out where to start with SharePoint because (by default), SharePoint is installed as a blank site without any content. At HingePoint, we have guru developers and architects that have ALL the Microsoft certifications. We can help you create customized SharePoint Online, Web Parts, .Net, and Office 365 APIs that are integrated with Microsoft Exchange, Active Directory (AD), and SQL Servers.

Conclusion

If you properly implement SharePoint, it will transform your company’s productivity. Employees will be more efficient, you’ll have better access to your company’s data, and you’ll be able to better report on key metrics. HingePoint’s custom SharePoint solutions have helped many companies struggling with unorganized data and manual, multi-step processes. Those same customers have transitioned into a more organized, productive organization through automated workflows and easy-to-find information. Interested? We'd love to have a conversation about what you're working on. Start a chat with our Solutions Architect on this page, give us a call at (214) 301-0000, or contact us here. --

About HingePoint

HingePoint offers cloud and mobile applications for construction and real estate that are easy to adopt and employees love. Specializing in the systems that run the construction and real estate business including SharePointSalesforceProcoreMS Dynamics, and Autodesk. Scale and grow profitably with Financial and Project Management Dashboards, document management, and workflow automation for field to office collaboration. HingePoint 8105 Rasor Blvd. Suite 241 Plano, TX 75024 (214) 301-0000 www.hingepoint.com [post_title] => 8 Reasons to Use SharePoint as a Project Management Solution for Commercial Real Estate [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => using-sharepoint-for-commercial-real-estate-project-management [to_ping] => [pinged] => [post_modified] => 2018-04-24 02:46:32 [post_modified_gmt] => 2018-04-24 07:46:32 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/blog/sharepoint/using-microsoft-sharepoint-as-a-project-management-solution-for-construction-industry-copy/ [menu_order] => 0 [post_type] => post [post_mime_type] => [comment_count] => 0 [filter] => raw ) [7] => WP_Post Object ( [ID] => 14108 [post_author] => 3 [post_date] => 2018-02-20 12:01:55 [post_date_gmt] => 2018-02-20 18:01:55 [post_content] =>

Best SharePoint Blog Posts 2017

Best Posts of 2017 - Microsoft SharePoint

HingePoint takes great pride in being an industry leader for Real Estate & Construction companies when looking for SharePoint Consulting and Development services. 2017 was our most successful year to date and we thought it would be helpful to provide a recap of our most popular SharePoint blog posts from the previous year. Here's a quick overview of our 2017 insights about SharePoint and what’s new in terms of SharePoint updates, best-practices, tips, tricks, and more:

#5. How To Use Office 365 & SharePoint Online To Build A Perfect Intranet

Looking for the perfect intranet solution? Want to maximize your Office 365 investment? This article outlines key tools and features to get you started.

#4. SharePoint Out-Of-The-Box Tips And Tricks From SharePoint Experts

A great read for those looking for some the practical SharePoint tips and tricks from our guru project manager that he learned through first-hand training and heads-down hard-work with our clients.

#3. 4 Ways To Use SharePoint For Company Data Management

Do you consistently find yourself wasting time hunting for files and documents? We detail four areas where SharePoint helps companies become more efficient and have more accurate, accessible information for employees.

#2. 7 Trends In 2017 For Commercial Real Estate: SharePoint Remains Top Collaborative Tool

In the commercial real estate industry, there are trends that can directly influence how companies work and achieve maximum growth. Here you will find HingePoint’s take on the top technological trends for commercial real estate developers.

#1. Top 5 Integration Features of Office 365 and SharePoint Online

Finally, our most popular SharePoint post of 2017. Read up on SharePoint upgrades and improvements over the last year that drastically impact users in terms of transporting cloud-based Office 365 capabilities onto the SharePoint platform. We identify five improvements we use to get the most out of Office 365 and SharePoint. This article was so great that @SharePoint Retweeted it!

Thanks for Reading!

We hope that you found this recap beneficial as we took a look back at 2017. There are big things coming in 2018 that we are extremely excited about. We look forward to keeping you in-the-know with all of our tips, insights, and developments as they unfold! -- About HingePoint, LLC HingePoint offers cloud and mobile applications for construction and real estate that are easy to adopt and employees love. Specializing in the systems that run the construction and real estate business including SharePointSalesforceProcoreMS Dynamics, and Autodesk. Scale and grow profitably with Financial and Project Management Dashboards, document management, and workflow automation for field to office collaboration. HingePoint 8105 Rasor Blvd. Suite 241 Plano, TX 75024 (214) 301-0000 www.hingepoint.com [post_title] => Most Popular Microsoft SharePoint Blogs of 2017 [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => popular-microsoft-sharepoint-blogs-2017 [to_ping] => [pinged] => [post_modified] => 2018-05-28 06:59:27 [post_modified_gmt] => 2018-05-28 11:59:27 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/?p=14108 [menu_order] => 0 [post_type] => post [post_mime_type] => [comment_count] => 0 [filter] => raw ) [8] => WP_Post Object ( [ID] => 13907 [post_author] => 3 [post_date] => 2018-01-30 15:56:14 [post_date_gmt] => 2018-01-30 21:56:14 [post_content] => New features were released this month (Jan. 2018) for Microsoft Teams in what Microsoft states is the "biggest single release of new functionality" since Teams' was released in March of last year. Check out some of the new features below: Ability to include information from an app in a conversation— This is certainly one of the best features of this update. You can now, Microsoft says, “search for a specific task in Trello, a work item in Wrike, or a weather forecast, and include an interactive card with that information into a message." I would not consider the ability to send a weather update as “game-changing” however, I do see many other opportunities for Microsoft to expand this feature. What is pretty cool is the ability to quickly view your apps, view tasks you have been assigned, and easily access recent items such as OneNote or videos from Microsoft Stream. We live and work in a world where every second matters and seconds saved add up to minutes, minutes saved add up to hours – that time saved allows us to spend more time focusing on what is most important. Another great new feature available in the app space is “Who”, which Microsoft says allows you to search for people in your organization by name or topic. This feature is great for quickly finding contact info, viewing organizational charts, and other general information about a coworker or departments. The new apps Store makes finding and searching for available Teams apps a breeze. You can “search for apps by name, category (such as Project management or Analytics and BI), or integration type (such as Bots, Tabs, or Connectors), and then choose to surface in your personal app view or in a specific channel in Teams” Microsoft explains. Lastly, Teams now supports slash commands to quickly perform tasks or navigate Teams. Now it is even easier to change your status, start a call, or view your recent files. Simply type a “/” followed by a specific command and that’s it. This is another small, but very important addition, to Microsoft’s workplace communication platform. You can read the full article from Microsoft here. If your organization has Office 365 licenses then you have access to Microsoft Teams along with all these features and much much more. If you are not currently using Team and all that O365 has to offer contact HingePoint today for more information. We offer turn-key solutions and applications that are easy to adopt and your employees will love.

About HingePoint

HingePoint offers cloud and mobile applications for construction and real estate that are easy to adopt and employees love. Specializing in the systems that run the construction and real estate business including SharePoint, Salesforce, Procore, MS Dynamics, and Autodesk. Scale and grow profitably with Financial and Project Management Dashboards, document management, and workflow automation for field to office collaboration. HingePoint 2300 McDermott Road STE 200-235, Plano, TX 75025 (214) 301-0000 www.hingepoint.com [post_title] => Microsoft Teams New Features and Updates For 2018 [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => microsoft-teams-new-features-updates-2018 [to_ping] => [pinged] => [post_modified] => 2018-02-20 23:46:12 [post_modified_gmt] => 2018-02-21 05:46:12 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/?p=13907 [menu_order] => 0 [post_type] => post [post_mime_type] => [comment_count] => 0 [filter] => raw ) ) [post_count] => 9 [current_post] => -1 [in_the_loop] => [post] => WP_Post Object ( [ID] => 14485 [post_author] => 3 [post_date] => 2018-08-09 13:50:04 [post_date_gmt] => 2018-08-09 18:50:04 [post_content] => Construction managers will learn how to use SharePoint online out of the box tools to manage all their critical project data. We will show in the video demonstration how to:
  1. Manage all your new projects estimating is bidding on in one SharePoint list
  2. Hand off new projects from Sales to Operations after the deal closes
  3. How Construction managers can see all their project data in one SharePoint project dashboard
  4. How to assign project team resources such as Project Managers, Superintendents and other team members automatically with automated email notifications
The Benefits  of SharePoint and Office365 to Construction Managers?
  • Store all the projects in one simple location. no more scattered project data
  • Speed up the hand-off process for new projects, no more forgetting to tell the team about the new project
  • Automate notifications and project information as it goes out to new team members - no more errors and omitting people from the project communications
  • Eliminate wasted time in communication project information - it is automatically sent out to everyone
  • Works on Mobile for field teams and field-to-office collaboration with construction job sites

The 7 SharePoint Lessons in the Demo Video Are:

  1. Create a SharePoint site for Construction Projects
  2. How to Create a New Construction Project set up form in SharePoint
  3. Track new construction bids and estimates coning from business development
  4. Create automated email notification in Office365 from Estimating to Operations
  5. Construction Work log Dashboard of all active projects
  6. Assign Senior Managers, Project Managers, and Superintendents and notify everyone in real time
  7. Constructions teams manage and update their project data to everyone knows accurate status
We will give you step by step instructions and you can watch the steps in the video below:  

Step 1 - Create a Construction Management Site in SharePoint

We like to create a nice SharePoint site for the construction team, where they can easily manage all their projects. A good intranet page for the company can be used as the starting point for construction projects. On the screen below you see a link on the home page to all the Projects. This links to a site for both estimating to track pending jobs and construction managers to track active projects.  This example is built in SharePoint online with a communication site template. SharePoint Project Home Page When you click on Projects image, you link to the Work log site here: Project Management SharePoint Home Page

Step 2 - Estimating and Bidding Construction Project SharePoint List

Sales, estimating, and bidding can work on all prospective projects here. You can create  a new project data list in SharePoint.  Manage key metrics that drive business such as
  • Track new construction projects
  • Manage key revenue and client information
  • Notify construction and field teams of new projects that are starting or pending
  • Automate project hand offs between estimating, contracting and construction management
To get there Click the New Project Setup link: New Project SetUp SharePointLink That links you to this SharePoint List of all pending projects or New Construction Projects. Use this information to coordinate and plan team resources and who will be key resources on the projects. When resources are scarce and teams are busy, it is not easy to find the right leaders for all the work coming up in the pipeline. New Project SharePoint List View Master  

Step 3 -Track Pending Construction Projects

We demonstrate here all the data we track for a construction project. You configure any data your company needs in your SharePoint List. From the navigation bar you can do the following items with the project data: SharePoint List Navigation Functions 1. Search all the construction jobs, by data field 2. Log a new job 3. Quick Edit allows you to edit all the project data all at once. Many users love this feature. 4. Flows - allows you to make "code-less" workflows in SharePoint Online, so no real code needs to be developed To start a new construction job clink the New Button. See the form pop up below you fill in: New SharePoint Project form For Construction these are some recommended data fields you may want to track. You may add more or less, depending on how much info you like to collect. Typically we want the "minimum" amount needed so we don't slow down or over burden the construction teams with data entry and data management. Just the key metrics to make sure we are:
  1. On Schedule (this is everything in construction. Typically if you can stay on schedule, things are going well).
  2. On Budget (everyone wants to know if we are on budget and who's been paid)

Recommended Construction Project Data

  • Project Name - create a good consistent naming scheme that will allow you to search and sort on projects
  • Project # - get a good numbering scheme, one that ties to customers, projects, and financials
  • Job Address - a location you can later use to plot on a map
  • City/Zip
  • Owner Entity - owner of the project
  • Customer
  • Customer PO Reference # - authorizing document from accounting and client
  • Customer Contact
  • Contact Email Address
  • Contact Address
  • Contact City/Zip
  • Project Billing Date - we like to have a day the client committed to getting billed, and payment terms
  • Booking Date - date project closed the sale
  • Start Date - the date the client wants to start
  • Completion Date - day project ends or is planned to end
  • Division - if you have divisions in your company
  • Job Type - we like to have categories of projects (small, medium, large. Or; software project, constructions project, marketing project)
  • Billing Type
  • Architect - who was the architect of the solution
  • Job Size - some clients like to sort on job size
  • Contract Amount (Pre-Tax) - total revenue
  • Estimated Profit - make sure your plan for profitable work before it starts
  • Full Time Supervision - does the project need full time or part time attention
  • Project Difficulty - some clients rank projects on difficulty, either we need senior resources or junior resources, or a tough client
  • Client Interaction - client notes
  • Estimator - person that estimated the job so we can validate any assumptions they made on the job
Does this article seem like a lot of work? If you want us to walk you through it in a meeting, click the Get SharePoint Help button and Request a Meeting

Step 4 - Email Notifications

Outlook Email is a great way to quickly share project information. SharePoint can send a "notification" email to anyone you want when you "trigger" that notification within SharePoint. In this video demo, estimating sold a project and wants to notify construction teams about the new job. We walk you through a series of emails where we:
  1. Notify the construction manager of the new job
  2. The manager "confirms" they know about it
  3. Manager gets a confirmation email with a link to all the project information
  4. Estimating gets notified the construction team is ready for the kickoff
If you Click Save from the New Project Set Up Form this triggers Office365 to send an email notification. The first email that goes tells management of the new job. There is a Link to all the information about the project. See the sample email here: SharePoint Email Notification All I have to do is click "confirm" button to respond from within my email inbox. I get a confirmation message from SharePoint and it also sends me a confirmation email that lets me know that it was responded to. SharePoint Confirmation Message New Project Now estimating  and construction know that the hand-off took place, we have record of it, and the next step is to schedule a kickoff meeting. You also get a confirmation email so you know for sure that they got your response and accepted the new project: SharePoint New Project Confirmation EmailThe estimator can meet with the construction project team to go over all the information on the job and collaborate on project planning. Once you are assigned to the project, if anyone other than yourself edits any of the data, we set up a notification that will alert you to any changes so you don't need to have a meeting or loose any changes, you are always notified, in real time, and fully in the know of all information about your project. See a sample notification about changes to information here: SharePoint New Project Changes Notification  

Step 5 - Active Construction Project Work Log Dashboard

Part of the workflow is to move the pending projects from Estimating over to Active projects on the Work Log for construction. We actually move all the data over to a  new data SharePoint List called WorkLog. The project is also still back on the New Project List where you can delete it or treat it as an archive. Once it is active you want to notify all the construction team and they can click a Link back to the project to get all the information they need stored in one place in SharePoint. You can access the list from the Home Page under Manage Your Projects: Active Project List SharePoint Link The image is linked to the Project Dashboard Work log of all active construction jobs on this new list here: Project Dashboard SharePoint List View  

Step 6 - Automatically Assign and Notify the Construction Resource Assignment

From this screen the construction manger can assign key resources to the project. We show here how to hand-off and assign the resources of:
  • Senior Manager
  • Project Manger
  • Superintendent
As you assign people they get this email notification automatically. Assign PM Manager Super Email Notice  

Step 7 - Manage Construction Projects Daily from the Work Log Dashboard

Now the Project Manager can see all the data they need about the project, as well as the date it was logged. The PMs can now take over and do what they do best and start to manage the scope, schedule and budget of the project. As they plan the work and "work the plan"  The team enters updates to the budget, forecast and actual hours, etc. If they click the link in the email they go straight to the source of the information in SharePoint so everyone is on the "same page" with project information. We demonstrate how we set up a workflow that will notify the team members by email if there are any edits to the project information. This keeps everyone in synch, singing off the same song sheet, using the most up to date information. This is where the magic happens because SharePoint can elimiante a lot email and coordination meetings since everyone has accurate, up to date information, available from their phones, laptops, and any device, from any where. Here is a screen shot of what the Link in the mails goes to. A screen of all the project information in SharePoint. Active Project Data Link Screen SharePoint   Construction Management in the 21st Century using some simple tools in SharePoint and Office365 were shown in the video demo. We showed how to automate many of the hand-offs, email notices, and sharing of information through the construction job life cycle. The benefits you will receive may include:
  1. Happy Construction Workers
  2. Better relationships between the field and office and between estimating and project management
  3. Less time wasted on busy work
  4. Fewer errors because people had accurate information on jobs
  5. Increased accountability between leadership and on the job teams
  6. Improved communication because of fewer breakdowns in keeping everyone up to date with notices
  7. Greater adoption of SharePoint and tools because they are easy and actually help people succeed
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