Grip on documents, data and processes thanks to document management in SharePoint. The basis for controlled storage, collaboration and management of organizational documents.
Link SharePoint to systems such as AFAS, CRM or case systems. This way, documents are always in the right context and you avoid double storage or loose files.
SharePoint prevents scattered document storage. Versions, permissions and ownership are centrally controlled, so everyone works with up-to-date information.
SharePoint grows with the organization. Add new teams, processes or compliance requirements without having to completely redesign everything.
Document management is all about effortlessly finding, sharing and managing documents and data. SharePoint within Microsoft 365 is the platform to set this up in a structured way, with centralized storage, real-time collaboration and control of information.
With SharePoint, you collaborate anytime, anywhere, including with external parties. Features such as automatic version history, standard templates, advanced search capabilities and integration with Teams, Outlook and Copilot support daily work processes and prevent information fragmentation.
Standard SharePoint is suitable for organizations that are clear about how their document management should be set up. You determine the structure, metadata, rights and processes yourself, which offers flexibility but also requires conscious choices to maintain overview. Do you want to start faster with a basis that is set up according to best practices? Then WorkPoint is a logical alternative. It builds on SharePoint and offers a pre-arranged structure for document management.
Learn how SharePoint document management helps your organization work smarter, faster and more efficiently with documents.
From central storage to streamlining processes. What else can you expect?
SharePoint provides comprehensive document management functionality within Microsoft 365. Together, these provide centralized storage, collaboration, findability and control over documents and information. Below, we explain some of the key features of document management in SharePoint.
Store all documents centrally in SharePoint so that information is no longer scattered across different locations or systems.
Combine folder structures with metadata to organize documents logically and find them faster.
Every change is automatically saved, with visibility into who modified what and the ability to restore previous versions.
Work with set templates for documents so that everyone starts from the same structure and house style.
Easily archive documents when they are no longer active without permanently deleting them.
Continue working on documents even without an Internet connection, and sync automatically as soon as you’re back online.
Work simultaneously with colleagues on the same document without conflicts or duplicate versions.
Securely share documents with external parties and decide what permissions they will have.
Documents are instantly available within Teams, so collaboration and communication come together.
Open and edit documents in Word, Excel and PowerPoint in both browser and desktop apps.
Easily access and edit documents via mobile or tablet wherever you work.
Changes are continuously saved, so work is never lost.
Search not only by title, but also document content for quick results.
Use filters and custom views to quickly sort and find documents.
Get instant insight into recently used files and work faster.
Find documents regardless of which site or library they are stored in.
Search targeted by properties such as date, owner or document type.
View documents directly from SharePoint without opening them first.
For each document or folder, determine who can read, edit or share.
Control external access and prevent unwanted information sharing.
Gain insight into actions around documents for control and accountability.
Protect sensitive information with additional security settings.
Take advantage of Entra ID, MFA and Microsoft’s security standards.
Lay a solid foundation for compliance with laws and regulations.
Automate approval processes around documents and save time.
Build workflows that fit your processes, without complex custom solutions.
Receive automatic notifications on actions, changes or approvals.
Support the entire document lifecycle, from creation to archive.
Easily link SharePoint with CRM, ERP or other business systems.
Expand document management step by step as the organization grows.
Document management requires not only structure, but also clear agreements on security, access and retention periods. Without governance, there is a risk that documents will be kept too long, shared incorrectly or inadequately protected, with potential compliance and information security implications.
We support organizations in setting up governance and compliance within Microsoft 365 and SharePoint. Think of retention periods, archiving, access structures and demonstrable compliance with laws and regulations such as AVG and Archive Act. This way, document management is not only clearly arranged, but also safe and responsible.
"In practice, we were running into the limits of our document management. AFAS is the source system for us and we wanted to keep it that way, but for document management it fell short. What started as a basis for structured document management grew into a widely supported digital working environment with smart integrations, clear processes, secure data flows and a uniform way of working together. And when a customer or client file is created in AFAS, the corresponding structure is automatically set up in SharePoint, including all relevant customer and file information."
Standard SharePoint offers a lot of flexibility in working with documents and collaboration spaces. However, that freedom can cause structures to blur, workspaces to be created uncontrollably and ownership to become unclear. Without additional guidance, SharePoint sites, Teams and document libraries quickly proliferate.
Workspace Assistant 365 helps ensure structure and governance from the start. Controlled creation, management and clearing of workspaces with fixed naming, templates and lifecycle management keeps document management clear and manageable, even as the Microsoft 365 environment continues to grow.
Standard SharePoint is suitable for organizations that are clear about how they want to set up their document management. It offers much flexibility in structure, rights and processes, but requires thoughtful choices to maintain overview and control.
SharePoint is part of Microsoft 365 by default. In most cases, no additional licenses are required for basic document management functionality, depending on the Microsoft 365 licenses used.
Yes. SharePoint can be flexibly set up with its own structures, metadata, rights and workflows. This allows document management to be tailored to the organization’s processes and way of working.
Avoid proliferation by having clear agreements on structure, naming, rights and ownership. Additional tooling such as Workspace Assistant 365 can help ensure governance and lifecycle management.
Yes. SharePoint is designed for large-scale document management and can large numbers documents and users to, provided the establishment and structure good its set up.
Yes. SharePoint is designed for large-scale document management and can large numbers documents and users to, provided the establishment and structure good its set up.
Yes. SharePoint supports safe share with external parties. Your determines yourself who access gets, up to which documents and with which rights.
Yes. SharePoint offers options for setting retention periods, archiving and automatic deletion of documents, fitting within laws and regulations such as AVG and Archive Act.
SharePoint requires active management in terms of structure, rights, governance and lifecycle. This means IT and information management remain involved in setup and development.
Yes. With Power Automate, workflows can be set up for such things as approvals, notifications and document processes, tailored to the organization.
Yes. SharePoint is part of Microsoft 365 and growing with new features, integrations and additional solutions.
SharePoint can be linked to other systems such as AFAS, CRM-, ERP- and case systems. As a result can documents automatically in the appropriate context are saved and remains information consistently across systems go.
