Information EXP provide tried-and-tested SharePoint solutions for your information management. We have developed solutions to address common needs, helping you make the very best of your Microsoft 365 investment. Our proven, 5-Step process starts by capturing your specific needs in a workshop and enables us to tailor our proven solutions in a fixed-price, outcome-focussed engagement.
I absolutely love SharePoint! Let me ask you something please. What are the pros and cons to PowerDMS? I have some coworkers wanting to change. Please give me some good points to make to justify keeping SharePoint. I dont want to move to PowerDMS?
You have multiple levels of navigation within SharePoint. The one that you're interested in is the Hubsite level. This means the navigation will appear on all sites within a hub but not in different hubs. To change the navigation - head to the hubsite - home site, you will see "edit" appear - this how you update this navigation. (If you're in other sites within the hub - the edit does not appear). Hope that helps MsKaryn!
Great video. Awesome use of SharePoint. Could you shed some light on how the policy acknowledgements by an employee from that PowerApp are being stored and tracked? Are you using a SharePoint list for that also? Thanks.
Also, I'd say that with e-signature ... if you agree (at a business process level) that an 'Approval' is the signature. If it needs a *literal* type of signing, or perhaps encryption, then that's another thing ... but internally, I'd say that BOTH the Power Platform AND SharePoint 'Approval' processes are more than adequate.
Agreed - you need typically MFA to prove it's you to log in - but there are scenarios where a digital signature is required by a regulator - so we can integrate with DocuSign / Adobe Sign as needed
I think that a good way to ensure that document owners are simply handled is to ensure that any document owner is not an individual user, but a group. ( _plus, to also ensure that any groups that ARE owners have more than one member_ 😉)
It's an interesting one, we can support more than one owner in the solution - but we often see when that happens that each persons expects the other person to review it - so no one reviews it! We also now have a "Orphan Owners Report" - this identifies Policies that have: = No owner = An owner with no SharePoint licence = An owner which has been disabled So that helps keep on top of things.
@@informationexp Very nice, yeah ... when I build solutions around these workflows I will always try to levee the fact that a group should be involved at high-level ownership of tasks. But you're right, of course, an individual needs to do the work. That is why in a recent build we set the owner of a document as a group, but each time it comes up for review an updater is assigned by the process. Once they have updated, their work is reviewed by a set group of people ... and if all's well the document is then ready to be reviewed by the great unwashed! 😅
The AI assistant feature, is that included in the standard SQList license pricing? or is this an additional feature that needs to be setup and billed separately?
Jumped to project close knowledge capture and found it really useful to see how lists can be used in a real life example to manage ongoing projects etc.
I always struggle to understand what the interaction between online and local files. Sharepoint can be synchronized to my pc for example. What happens when I open a file like this through my synchronized sharepoint folder and change the document?
If you’re online - you’re effectively working on the live document in SharePoint. OneDrive just provides a handy way to point to it. If your offline, OneDrive will save the changes locally until you go back online.
Hi. At minute 31, how do you get to this search view with all those filters, etc? And how do you get to show those many tags underneath each document showing in this page? Thanks.
Hi, This is not out the box, but a free community solution backed by Microsoft. Look for: "The PnP 'Modern Search' solution" Visit : microsoft-search.github.io/pnp-modern-search/
Thank you for the great explanation! 😊 I have one question regarding the Microsoft tenant storage. What if I buy more storage than I would have by the amount of licenses? Could this be a license issue?
Appreciate it - visit our website for the Excel Checklist (no email address required) informationexp.com/microsoft-blog/sharepoint-migration-checklist/
When the approver receives the email with the link to the Policy document and they make changes to the document can it be saved as a redline to show the changes?
Hi Matthew - Redline isn't (and can't be) forced. 2 options for 2 scenarios! 1. They can make the changes (without track changes on) and then the author can compare versions to see the changes (versioning happens automatically). This would be good in the scenario where the approver wants to get the policy published following their amends. (We don't want the redline to appear in the published policy). 2. They can turn on track changes. This would be good where they want the original author to go back make further amends. Before submitting again.
question, i created a site in our company's sharepoint then created a document, i do not see a 'submit as knowledge' option, i have permissions on the site but dont understand why i dont see it
Hi Daniel - this custom button and along the action behind it is something that our genius development team have created (unfortunately it's not available out of the box)! It available to our customers (let me know if you'd like to be one)! If you don't have a developer on your team - but are comfortable with Power Automate - that might be a way forward for you?
Normally we'd use it when we're doing a "SharePoint -> SharePoint" migration, but when you're migrating from a file server it's not necessary as we've developed our own tools/scripts combined with the free Microsoft one
Thanks for your video. One downside of creating a knowledge base in SP that I’ve encountered is the lack of user-friendly search features. For example, if we use enterprise keywords, there’s no way to apply a filter and have records with x AND y show up. The results always show records with x OR y. I wonder if your team encountered this issue and if so, how you resolved it.
Using PnP search combines metadata with the filters. So there is a way - just not out of the box. (PnP Search is community created, and free of charge)
Is it as well possible to create an organizational page with all the employees and labeling them per region, department, projects? Eventually you would have per employee a matrix of skills, ongoing projects, location of operation, contact information etc.
This would be possible and sounds an interesting one to explore. There is a "enterprise" option called "Viva Skills" - although that might overkill for some organisations. Also within "Viva Topics" you can be an expert in a certain area - so another area of interest.
This was very informative. I have only one question, how do you retain the SharePoint list as a reference for ISO Audit? I mean the classical way was to code the document master list by example, as a Word document with a reference control number, now how could this list be controlled?
@@informationexp Hi. Thank you for your reply and sorry for the delay, I honestly didn't notice your response. For any management Audit (let's say ISO 9001), the Auditor would use a Checklist tabulated as the 'Audit question' with 'Objective Evidence'. For Example, if it's meant to audit the List of Interested Parties, the audit question would be supported with 'objective evidence' which is the document and its' document code number. (this is the classical way), How could you do this with a SharePoint list? How can the auditor refer to a SharePoint list in my system and label it as a 'controlled' reference to my management system?
@@silex7 If I understand you correctly, you are asking how we can provide a controlled, unique referenced 'document' that summarizes all of the documents in the SharePoint Library, that can be provided as evidence in an ISO Audit. A way of achieving this with our policy solution, would be to "Export to Excel" the Documents library, which would generate a full summary of the policies and their associated metadata. This can then be saved and filed in the Policy Hub with it's own reference number assigned. Having said that, I would question whether this is a requirement for an ISO audit, as it seems this was only a historical requirement where a control spreadsheet would be used to keep track of policies in a file system. If you want to chat further, feel free to book a call via our website,
Hi Derek, that the PnP Modern Search solution. (Microsoft backed, open source) We use it on almost every SharePoint consulting engagement we undertake. Start here: github.com/microsoft-search/pnp-modern-search Rupert
This is a great video. Thank you so much. You present a great system, I have to ask, how much of this system is 'baked in' to SharePoint and how much requires additional apps or outside consultation? 50/50? Just curious.
Hi Arnie - SharePoint is a platform - so it really depends on your skills. Most people could create a document library and add fields to it to collect metadata and fire off a single stage approval. When it comes to setting up multi-stage workflows, converting to PDFs, setting up the search experience - that's when you'll need outside help
A great webinar. Thank you. The licensing you mention at the end is quite a showstopper I think. with a simple calculator it turns out that it will cost you 4 usd per page that Sharepoint syntex is processing. and the amount any user can process per month is 7 pages for a cost of 5 usd. Is that really so?
Not quite, it worked out at 25c a page when we did this this webinar. I believe it's now around 10c after Microsoft revised their pricing. It's still early days and MSFT are still finding out what the market will pay for the service. There's a lot happening this year in Syntex - so the business case for value is changing (and improving) all the time. Rupert
Timestamp: 34.08 - is that view visible only for content admins? Will a user with no admin rights ( who is not a document publisher) will see this ? If no, then what what view will he see?
Hi Rhea, technically speaking, users with no admin rights would be able to see this view if they knew how to navigate to it. However, it would be more useful for content admins so that they know what content needs to be reviewed. Users would be presented with views that are more user friendly and help them find the content that they need.
Hi, can you update a section centrally in multiple documents in SharePoint? For example we have a same section in several policies but want to update that centrally? Is it possible?
Not when we recorded this webinar - but we think there is a solution on the horizon. Microsoft Loop components are coming (or may have arrived depending when you read this) in Word Online. These are reusable collaborative components. The challenge would be the governance of the content - it would be difficult to push these components through a formal review process.
@@informationexp Thank you for getting back to me! Another question, do you think there is any other publishing and authoring tool out there which is best for policy maintenance?which might also have this feature too.
Hi Marius, we did this using Power Automate, combined with SharePoint lists for the look up to convert document type to a code to hold the current incremental number value. If you wanted basic numbering you could unhide the ID column but it’s quite restricted and not configurable.
What a great setup! Maybe you tell me wat is working behind the policy hub at 20:15? With the standard Sharepoint tools i am not able to recreate this dynamic filter function to narrow down the results. Is there a specific PowerApps module running as a webpart or something? Thank you
Ah - you want our secrets! We're Happy to share. We use the "PnP Modern Search" - it's a community solution - available to all - and informally backed by Microsoft. Good luck
Hello - as you've established this video is not designed as a "How To" - but to inspire. Nearly everything here can be achieved with suitable SharePoint expertise (without having to be a developer). Some people come to us to design and rollout such as solution (we do serve most of USA/Canada) - others find alternative routes. Good luck.
Hi Rayan, the data is stored in SharePoint lists which we can report from. For some clients we have also created a dashboard from this data which has an aggregated view typical for senior management / boardrooms.
@@rupertsquires3182 I'm new SharePoint and yes, I have found much inspiration this video alone and I am looking forward to implementing this knowledge.
