July 18, 2024 – Bo – Microsoft 365 Business Consultant
Smart & efficient document management is a real must when your organization deals with many documents and document flows, such as projects, cases or contracts. SharePoint already offers many features, but when combined with WorkPoint, it can really be a game changer. In this blog, we will show you what this powerful combination can offer you.
WorkPoint 365 is a platform that works seamlessly with SharePoint. After installation on your own Microsoft 365 tenant, you can enjoy the benefits WorkPoint adds for document management, project management and even case or quality management.
With features such as online availability, collaboration with remote users and automatic version history, SharePoint offers many benefits to organizations. WorkPoint builds on this strong foundation, adding functionality and offering enhancements that further optimize document management.
We give you 12 examples of how SharePoint and WorkPoint together take your document management to the next level:
Although SharePoint already offers document integration with Outlook, WorkPoint adds additional functionality via the WorkPoint Express add-in. This add-in makes it easier to store and manage emails and attachments in the right place right from Outlook. This significantly streamlines the process of email processing and document management.
SharePoint has advanced search capabilities that allow you to search not only by titles, but also by document content. WorkPoint enhances search functionality by adding its own filters and refiners, allowing organizations to decide what is important and what employees should be able to search on. This makes document retrieval faster and more efficient.
WorkPoint introduces the My Tools functionality, a custom menu bar where documents, actions or workflows are added. This bar is contextual and adapts to the user’s role and location within SharePoint. As a result, users always have the right tools at their fingertips, facilitating the work process.
WorkPoint’s numerator service adds a unique identifier to sites, documents, tasks and emails. These codes can include additional metadata such as project numbers or years, making information easier to retrieve and better organized.
WorkPoint allows you to capture different phases in projects or processes within the document management system. Documents and deliverables can be managed and controlled by phase, which helps keep` projects organized and adhere to deadlines and approval processes.
WorkPoint Automate offers extensive capabilities for automating actions and workflows. Users can easily create and manage processes through a wizard. This ensures efficiency and consistency in work processes, such as automatically archiving sites or setting read permissions.
WorkPoint has its own notification service that centralizes all notifications from the document management system. These can be reminders for expired documents or approval requests. These notifications are accessible within both SharePoint and Teams, keeping users informed at all times.
WorkPoint offers several webparts focused on document management. These webparts give users insight into open tasks, interrelationships between sites and project details. They work alongside SharePoint’s standard webparts, which show recent documents, for example, providing a more complete overview.
WorkPoint introduces the concept of master sites. These sites act as templates for other sites, defining settings such as libraries, lists, appearance, metadata and permission structures. This makes managing multiple sites easier and ensures consistency throughout the organization.
WorkPoint provides a convenient solution with buffer sites, giving users instant access to pre-built, template-filled sites. This minimizes waiting times when creating new sites and promotes an efficient work process.
WorkPoint simplifies establishing relationships between different types of sites and documents. Consider linking organizations to specific projects. Although these are separate sites, WorkPoint provides a structured menu to visualize the hierarchy and exchange metadata effectively between different site categories.
In addition to SharePoint’s robust permissions structure, WorkPoint adds additional security rules that can be set by entity. This involves assigning rights based on specific metadata, such as assigning owner rights to the project manager listed in the “project manager” column.
Whether you’re automating workflows, managing notifications or adding unique codes to documents, WorkPoint is a valuable addition to SharePoint. Together, they offer everything you need for smart & efficient document management.
Wondering how we can optimize your document management or want to see the solution in action? Contact us for a demo with one of our experts; they will be happy to show you how the solution can help you!
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