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Building a Document Management System using Microsoft

Finding the right system to manage your documents is crucial to the success of any business. Using a Microsoft document management system can help solve the typical challenges businesses face when trying to create a scalable workflow. 

What is a document management system?

A document management system is for managing digital files such as Word, Excel, PowerPoints and more. In this era, we need secure, robust and customizable software that gives a great user experience. Switching from a legacy document management system to a newer system has the potential to improve performance and cut costs.

Typical Challenges with Legacy Document Management Systems

Does Microsoft have a Document Management System?

Yes, it does. Microsoft Office 365 provides various software solutions including SharePoint, Microsoft Dynamics and OneDrive for document management. Any of the above can be used depending on the needs of each organization. This system helps us to store, collaborate, and share the documents around different platforms. There are also different ways we can analyze the performance of the system.
  1. Security and Permission Management Many document management systems don’t offer a way for users to set restrictions on who can see certain documents. Some documents should only be able to be viewed by specific users. Members from one department may not want another department to be able to access their files. Or, one department or group of users should be able to have add/edit permission while another group has read-only permission.
  2. Search and Filter When there are a lot of folders and documents, it can be difficult to find the specific document you’re looking for. Many document management search systems aren’t configured to solve this problem.
  3. Notification and Approval Some documents, like HR policy or invoices, need approval before they can be viewed by all users. Unfortunately, most document management systems do not offer this feature.
  4. Document History Ever make changes to a document, only to need to restore the last version but were unable to? Many users cite the inability to keep the document history and restore past versions a pain point with legacy document management systems.
  5. Team Collaboration There typically isn’t a way for teams to maintain project-specific documents. Projects should be able to be assigned a team that is able to manage the documents among the team members.
  6. Maintain the Folder Structure and Naming Most document management systems will keep the same folder structure and naming conventions across the entire space. This means users aren’t able to organize or name folders in a way that makes sense to them, as those changes are reflected to every other user.

Document-Management-Office365-Hinge-Point

How Core Microsoft Applications Work Together to Support Document Management

SharePoint 

SharePoint gives your team a collaborative workspace with dashboards, calendars, tasks, notifications and updates. The SharePoint platform keeps these located in a central portal associated with company sites. You can set up a SharePoint site for each of your teams to access, with dashboards that give team and company notifications. You can also set up a corporate portal where searchable company-wide libraries and notifications live. Assign each employee a security level to allow access. 10 years ago, businesses used SharePoint for document consolidation, Skype for instant communication, and Outlook for messaging and planning. SharePoint has evolved into a robust document sharing center, with shared workspaces, storage, and presentation.

Document-Management-Sharepoint-Hinge-Point

OneDrive 

  OneDrive is an online document/file storage platform. It’s typically used by individuals and business teams who need a central location to store and access files. OneDrive’s versioning and sharing features make it easy to work together, so it’s more than just an online filing cabinet. Microsoft distinguishes between personal and business versions of the tool. OneDrive (for Business) now contains all of the original SharePoint document offerings, including workflows, auditing, templates and version control. What it does not include are your marketing resources, such as website and social media connections. The business owns the account, and each user is assigned a personal account under the business’s account. This is where individual documents can be produced and stored before they are shared with the wider company audience. OneDrive doesn’t offer the ability to publish your content on the web. While you can email links to documents, you cannot publish those documents directly to a web page from the OneDrive platform. You can make documents discoverable to your team, but you’ll need Office 365 or another CMS/website platform to publish your work publicly.

Document-Management-Onedrive-Hinge-Point  

Azure

Take advantage of fully managed file shares in the cloud that are accessible via the industry-standard Server Message Block (SMB) protocol. Mount file shares concurrently in the cloud or on-premises on Windows, Linux, and macOS. Plus, cache Azure file shares on Windows Servers with Azure File Sync for local access performance. Use premium shares for performance-sensitive, IO-intensive workloads and standard shares for reliable, general-purpose file storage  

Dynamics 365

Dynamics 365 is a cloud-based solution that offers everything you need for CRM and ERP in a single package See business and customer data in one place—across hundreds of sources—for a single, 360-degree view of your organization. Document-Management-Dynamics-Hinge-Point

Microsoft Teams 

Microsoft Teams is designed to consolidate every aspect of collaboration -- not just document management and sharing. Through Microsoft Teams, employees are able to track their instant messaging, email, calendars, projects and more.   Document-Management-Teams-Hinge-Point

Microsoft Planner

Microsoft Planner is a to-do app that comes with Office 365. It’s used for personal and teamwork planning, with a simple card-based interface. Microsoft Planner provides a hub for team members to create plans, organize and assign tasks to different users, and to check updates on progress through dashboards. It also provides a centralized place where files can be shared and visible to the whole team. As an Office 365 app, you can find Planner within your Office 365 home. Planner natively integrates with all of the other Office 365 applications, and using a tool within the Microsoft ‘ecosystem’ is very efficient. Microsoft has created a suite of apps that all complement one another and work beautifully together. Using Planner means you can easily integrate your tasks into Outlook, attach and view task documentation by linking to SharePoint, discuss a project within Teams while having your Planner open, hop onto a video call (with Teams, formerly Skype for Business), and much more  

Benefits of Using Microsoft Software for Document Management

An effective document management solution specifies the following:

  1. What kinds of documents and other content can be created in an organization
  2. What template to use for each kind of document
  3. What metadata to provide for each kind of document
  4. Where to store a document at each stage of its life cycle
  5. How to control access to a document at each stage of its life cycle
  6. How to move documents within the organization as team members contribute to the documents' creation, review, approval, publication, and disposition
Microsoft provides the best solutions for all of the above. The following are the features and benefits of using Microsoft as your DMS partner. It has provided these solutions for many years and is one of the leading companies in this field. With cloud, on-premise, or hybrid, any structure you choose, Microsoft provides a better solution. These solutions and benefits include:
  • 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
  • Compliance-friendly
  • 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
  Plus, migration from legacy servers or other solutions is easy. We 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. We’ll take care of creating libraries with predefined metadata to ensure you find the content you’re looking for every time you search and filter. 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.  

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] => 2020-09-28 13:23:15 [post_modified_gmt] => 2020-09-28 18:23:15 [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 ) [1] => WP_Post Object ( [ID] => 13136 [post_author] => 3 [post_date] => 2017-09-26 08:34:55 [post_date_gmt] => 2017-09-26 13:34:55 [post_content] => Microsoft is starting to break down the development wall between desktop and cloud services with Azure. Azure, Microsoft’s comprehensive set of cloud services for developers and IT professionals, will be able to work in the cloud or in a local server. During Microsoft’s technology keynote at Ignite, it was clear that Microsoft is breaking down the development workflows to be both desktop and cloud integrated with Azure. For example, Microsoft unveiled an integrated management portal that lets you see your whole infrastructure. It means you can see all the servers that are part of the data center, including the ones that are in the cloud and the ones on-premise on the same screen.

Need expert Azure Consulting, Development, and/or Integration Services? We can help.

Microsoft Azure logo Azure also lets you insert and create code snippets right into your app.  Simple right-click options will automatically insert the code into your app. If you need specific functionality you can just right click and get a block of code. Azure Functions is a great solution for processing data, integrating systems, working with the internet-of-things (IoT), and building simple APIs and microservices. Here are some examples of functions:
  • HTTPTrigger - Trigger the execution of your code by using an HTTP request. For an example, see Create your first function.
  • TimerTrigger - Execute cleanup or other batch tasks on a predefined schedule. For an example, see Create a function triggered by a timer.
  • GitHub webhook - Respond to events that occur in your GitHub repositories. For an example, see Create a function triggered by a GitHub webhook.
The robust Azure stack allows cloud functionality to work on your server that is not connected to the Internet. For example, a ship out at sea that does not have the Internet will still have the same functionality as if they are connected to the cloud. You can also develop mobile apps and immediately see the code you're working on. You can sync it with your mobile device and see it live so you can debug.

HingePoint is an expert at Azure Consulting, Development, and/or Integration Services

Microsoft is releasing SQL Server 2017, which has standard performance gains and it runs on Windows Linux. It allows SQL to be used consistently across the cloud and in your personal server to create hybrid environments. Now developers can use R, Python, and Ruby directly in SQL servers, allowing a variety of languages to interact with the server.

Quit the Spreadsheet

Use the tools large enterprises use, control your data with SharePoint

Managing Data with SharePoint Will Transform Your Business

Are you managing your entire company from a spreadsheet? How are you going to grow with those document management tools? Does your SharePoint work the way you want it to? 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. HingePoint covers the AEC Industry and is the author of The AEC Industry 4.0 Report and the Autodesk Industry Report 2017. HingePoint helps construction and real estate development companies take control of their company’s information. We combine systems, software, and data so all company information can be seen and accessed from one screen, like a smartphone or computer. HingePoint provides Procore, SharePoint and Saleforce consulting for Commercial Real Estate and Construction companies. HingePoint also helps the AEC industry with development & integration of AutoDesk and Procore products with enterprise systems. We are a trusted partner with over 25 years experience of systems development and integration work in the AEC industry. Our clients range from top hotel brands and restaurant chains to AEC firms and real estate developers and Facilities Management. We provide BIM with ROI. Results Guaranteed…Literally Guaranteed. [post_title] => Microsoft Azure Goes Hybrid with Development, Cloud Services [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => microsoft-azure-goes-hybrid-development-cloud-services [to_ping] => [pinged] => [post_modified] => 2020-01-11 19:22:43 [post_modified_gmt] => 2020-01-12 01:22:43 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/?p=13136 [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] => 15197 [post_author] => 3 [post_date] => 2020-09-24 19:25:49 [post_date_gmt] => 2020-09-25 00:25:49 [post_content] =>

Building a Document Management System using Microsoft

Finding the right system to manage your documents is crucial to the success of any business. Using a Microsoft document management system can help solve the typical challenges businesses face when trying to create a scalable workflow. 

What is a document management system?

A document management system is for managing digital files such as Word, Excel, PowerPoints and more. In this era, we need secure, robust and customizable software that gives a great user experience. Switching from a legacy document management system to a newer system has the potential to improve performance and cut costs.

Typical Challenges with Legacy Document Management Systems

Does Microsoft have a Document Management System?

Yes, it does. Microsoft Office 365 provides various software solutions including SharePoint, Microsoft Dynamics and OneDrive for document management. Any of the above can be used depending on the needs of each organization. This system helps us to store, collaborate, and share the documents around different platforms. There are also different ways we can analyze the performance of the system.
  1. Security and Permission Management Many document management systems don’t offer a way for users to set restrictions on who can see certain documents. Some documents should only be able to be viewed by specific users. Members from one department may not want another department to be able to access their files. Or, one department or group of users should be able to have add/edit permission while another group has read-only permission.
  2. Search and Filter When there are a lot of folders and documents, it can be difficult to find the specific document you’re looking for. Many document management search systems aren’t configured to solve this problem.
  3. Notification and Approval Some documents, like HR policy or invoices, need approval before they can be viewed by all users. Unfortunately, most document management systems do not offer this feature.
  4. Document History Ever make changes to a document, only to need to restore the last version but were unable to? Many users cite the inability to keep the document history and restore past versions a pain point with legacy document management systems.
  5. Team Collaboration There typically isn’t a way for teams to maintain project-specific documents. Projects should be able to be assigned a team that is able to manage the documents among the team members.
  6. Maintain the Folder Structure and Naming Most document management systems will keep the same folder structure and naming conventions across the entire space. This means users aren’t able to organize or name folders in a way that makes sense to them, as those changes are reflected to every other user.

Document-Management-Office365-Hinge-Point

How Core Microsoft Applications Work Together to Support Document Management

SharePoint 

SharePoint gives your team a collaborative workspace with dashboards, calendars, tasks, notifications and updates. The SharePoint platform keeps these located in a central portal associated with company sites. You can set up a SharePoint site for each of your teams to access, with dashboards that give team and company notifications. You can also set up a corporate portal where searchable company-wide libraries and notifications live. Assign each employee a security level to allow access. 10 years ago, businesses used SharePoint for document consolidation, Skype for instant communication, and Outlook for messaging and planning. SharePoint has evolved into a robust document sharing center, with shared workspaces, storage, and presentation.

Document-Management-Sharepoint-Hinge-Point

OneDrive 

  OneDrive is an online document/file storage platform. It’s typically used by individuals and business teams who need a central location to store and access files. OneDrive’s versioning and sharing features make it easy to work together, so it’s more than just an online filing cabinet. Microsoft distinguishes between personal and business versions of the tool. OneDrive (for Business) now contains all of the original SharePoint document offerings, including workflows, auditing, templates and version control. What it does not include are your marketing resources, such as website and social media connections. The business owns the account, and each user is assigned a personal account under the business’s account. This is where individual documents can be produced and stored before they are shared with the wider company audience. OneDrive doesn’t offer the ability to publish your content on the web. While you can email links to documents, you cannot publish those documents directly to a web page from the OneDrive platform. You can make documents discoverable to your team, but you’ll need Office 365 or another CMS/website platform to publish your work publicly.

Document-Management-Onedrive-Hinge-Point  

Azure

Take advantage of fully managed file shares in the cloud that are accessible via the industry-standard Server Message Block (SMB) protocol. Mount file shares concurrently in the cloud or on-premises on Windows, Linux, and macOS. Plus, cache Azure file shares on Windows Servers with Azure File Sync for local access performance. Use premium shares for performance-sensitive, IO-intensive workloads and standard shares for reliable, general-purpose file storage  

Dynamics 365

Dynamics 365 is a cloud-based solution that offers everything you need for CRM and ERP in a single package See business and customer data in one place—across hundreds of sources—for a single, 360-degree view of your organization. Document-Management-Dynamics-Hinge-Point

Microsoft Teams 

Microsoft Teams is designed to consolidate every aspect of collaboration -- not just document management and sharing. Through Microsoft Teams, employees are able to track their instant messaging, email, calendars, projects and more.   Document-Management-Teams-Hinge-Point

Microsoft Planner

Microsoft Planner is a to-do app that comes with Office 365. It’s used for personal and teamwork planning, with a simple card-based interface. Microsoft Planner provides a hub for team members to create plans, organize and assign tasks to different users, and to check updates on progress through dashboards. It also provides a centralized place where files can be shared and visible to the whole team. As an Office 365 app, you can find Planner within your Office 365 home. Planner natively integrates with all of the other Office 365 applications, and using a tool within the Microsoft ‘ecosystem’ is very efficient. Microsoft has created a suite of apps that all complement one another and work beautifully together. Using Planner means you can easily integrate your tasks into Outlook, attach and view task documentation by linking to SharePoint, discuss a project within Teams while having your Planner open, hop onto a video call (with Teams, formerly Skype for Business), and much more  

Benefits of Using Microsoft Software for Document Management

An effective document management solution specifies the following:

  1. What kinds of documents and other content can be created in an organization
  2. What template to use for each kind of document
  3. What metadata to provide for each kind of document
  4. Where to store a document at each stage of its life cycle
  5. How to control access to a document at each stage of its life cycle
  6. How to move documents within the organization as team members contribute to the documents' creation, review, approval, publication, and disposition
Microsoft provides the best solutions for all of the above. The following are the features and benefits of using Microsoft as your DMS partner. It has provided these solutions for many years and is one of the leading companies in this field. With cloud, on-premise, or hybrid, any structure you choose, Microsoft provides a better solution. These solutions and benefits include:
  • 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
  • Compliance-friendly
  • 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
  Plus, migration from legacy servers or other solutions is easy. We 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. We’ll take care of creating libraries with predefined metadata to ensure you find the content you’re looking for every time you search and filter. 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.  

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] => 2020-09-28 13:23:15 [post_modified_gmt] => 2020-09-28 18:23:15 [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 ) [comment_count] => 0 [current_comment] => -1 [found_posts] => 2 [max_num_pages] => 1 [max_num_comment_pages] => 0 [is_single] => [is_preview] => [is_page] => [is_archive] => 1 [is_date] => [is_year] => [is_month] => [is_day] => [is_time] => [is_author] => [is_category] => [is_tag] => 1 [is_tax] => [is_search] => [is_feed] => [is_comment_feed] => [is_trackback] => [is_home] => [is_privacy_policy] => [is_404] => [is_embed] => [is_paged] => [is_admin] => [is_attachment] => [is_singular] => [is_robots] => [is_favicon] => [is_posts_page] => [is_post_type_archive] => [query_vars_hash:WP_Query:private] => 44089f79d0358867b032859b6f68fd8f [query_vars_changed:WP_Query:private] => [thumbnails_cached] => [stopwords:WP_Query:private] => [compat_fields:WP_Query:private] => Array ( [0] => query_vars_hash [1] => query_vars_changed ) [compat_methods:WP_Query:private] => Array ( [0] => init_query_flags [1] => parse_tax_query ) )