Elevate 365 - SharePoint (creating a document management dashboard)
In this webinar you'll learn how to create a powerful document management dashboard using SharePoint. This session is designed for both beginners and experienced users who want to enhance their SharePoint skills and streamline their document management processes. By the end, you'll have the knowledge and skills to create an efficient and user-friendly document management dashboard that will help you and your team stay organised and productive.
What to Expect
Welcome and Introduction
Understanding SharePoint's Document Management Functionality
Real World Use Cases of SharePoint for Document Management
Creating a HR Policy Library in SharePoint
Approvals and Version Control
Setting Up Notifications and Rules
Comparison of Document Management Features in OneDrive, Teams, and SharePoint
Q&A Session
Welcome and Introduction
The webinar begins with a warm welcome to the final Elevate 365 session of the year. The host expresses gratitude to attendees and hopes the sessions have been valuable. The focus of this session is on SharePoint's document management tools and their practical applications.
Understanding SharePoint's Document Management Functionality
The session highlights SharePoint as a platform for document storage and collaboration. Key features include:
Enhanced security and compliance
Improved accessibility and organisation of documents
Version control, permission settings, and sharing
Check in/check out functionality
Metadata and segregated document libraries
Real World Use Cases of SharePoint for Document Management
Examples from various industries illustrate SharePoint's versatility:
Healthcare: Managing patient records and compliance
Legal: Handling case files and maintaining audit trails
Education: Organising academic records and course materials
Multinational Corporations: Standardising document management across offices
Creating a HR Policy Library in SharePoint
A detailed demonstration of building a HR policy library in SharePoint includes:
Creating a new document library separate from team files
Adding metadata columns such as status, date of adoption, expiry, review dates, policy owner, and department
Formatting columns to add visual cues for document management
New User Experience Enhancements
The update also includes the merging of chats and channels into a single view. This change aims to reduce the need for extensive navigation, making it easier to switch between different communication forms. Fergus addresses initial concerns about the disappearance of the Teams button and reassures that the fundamental functionality remains intact.
Approvals and Version Control
The session covers setting up an approval process and version control:
Requiring content approval for submitted items
Using major and minor versions to track document changes
Restricting visibility of draft items to approvers and authors
Submitting documents for approval and tracking approval status
Setting Up Notifications and Rules
Using Power Automate to create rules and notifications:
Setting up alerts for document expirations and reviews
Creating rules to notify policy owners of changes
Comparison of Document Management Features in OneDrive, Teams, and SharePoint
A comparison of document management capabilities across platforms:
OneDrive: Basic document storage with version history
Teams: Basic metadata and version history but limited workflow integration
SharePoint: Full range of document management features including approvals, versioning, and workflows
Q&A Session
The webinar concludes with a Q&A session, where Fergus and his colleague Chris address participant questions on topics such as permissions, licensing, external approvals, and editing workflows without affecting old data.