Managing Policies and Procedures in SharePoint

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We show how SharePoint Online can support the whole lifecycle of controlled documents - this is for you if you:
* Are part of Quality, Compliance, Legal
* Manage Policies, SOPs, Controlled Documents or Digital Assets
Contact us: informationexp.com/contact/
In this demo packed video we explore:
00:00 Intro
02:05 Policy Lifecycle
04:13 Draft
10:18 Approve
15:55 Publish
22:55 Acknowledge
26:25 Feedback
29:19 Review
33:07 Exec Dashboard
33:11 Q&A and Wrap Up
SharePoint Online is part of Microsoft 365 (also known as Office 365)
For a fixed price packaged solution for Policy Management - visit:
informationexp.com/microsoft-...
Book a discovery call: informationexp.com/book-a-call/
Learn more about Information EXP: informationexp.com/
Explore our Policy Management guide: informationexp.com/wp-content...
#powerautomate #sharepoint #microsoft #procédure
Please note: The personal data depicted in this video is entirely fictitious and is solely for demonstration purposes. It is sourced from the Microsoft demo environment aka Contoso.

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Опубликовано:

21 июл 2024

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Комментарии : 49

@NeoThabo 2 года назад

WOW! Thank you very much. I just stumbled upon this webinar video and I have to say that this is amazing.

@rupertsquires3182 2 года назад

Thank you - hopefully you found some inspiration here!

@NeoThabo 2 года назад

@@rupertsquires3182 I'm new SharePoint and yes, I have found much inspiration this video alone and I am looking forward to implementing this knowledge.

@ukm365 3 месяца назад

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.

@informationexp 3 месяца назад

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

@ukm365 3 месяца назад

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_ 😉)

@informationexp 3 месяца назад

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.

@ukm365 3 месяца назад

@@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! 😅

@nayasachin 2 года назад

This is awesome! Thank you!

@sarahlumgair3759 2 года назад

So helpful! Thank you

@simonhooper596 Год назад

A very informative video

@sebk776 Год назад

Great content!

@asifkhawaja Месяц назад

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.

@informationexp Месяц назад

Yes, we record the acknowledgement in a list.

@herrzettpunkt Год назад

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

@informationexp Год назад

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

@grobbelm Год назад

Found your video instructions very useful, thank you. How did you get the automatic numbering of the policies done?

@informationexp Год назад

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.

@rayanmoussa2676 Год назад

This is amazing!! thank you. how do you create reports of users who have not acknowledged, but you assigned to the whole organization?

@informationexp Год назад

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.

@thomdo7201 Год назад

Thank you so much for this amazing work. Could you please make a tutorial on how to creat the intranet hub like your one?

@informationexp Год назад

We're always looking for ideas on what to produce next in our video series - I will add that to the list!

@saraschwartz305 Год назад

This is fantastic! What are you using on the backend to store the data of when a user is assigned a policy to acknowledge and has attested?

@rupertsquires3182 Год назад

Hi Sara - we use SharePoint lists to manage this. So all data remains in your Microsoft 365 tenant. Thank you for your feedback!

@tizianagarigali4609 4 месяца назад

@@rupertsquires3182 how does that work? Do you have a video showcasing that?

@ZafarAlladien 5 месяцев назад

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?

@informationexp 5 месяцев назад

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.

@ChildishDfollowsGod Год назад

In one of your sections you had a filter panel on the right side of the screen, how did yall do that? SP Designer?

@informationexp Год назад

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

@ArnieStein Год назад

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.

@informationexp Год назад

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

@ArnieStein Год назад

@@informationexp Thank you for the clarification. Again, a very helpful video 👍

@silex7 Год назад

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 Год назад

Interested in your point - can you explain by what you mean by "how could this list be controlled"?

@silex7 Год назад

@@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?

@informationexp Год назад

@@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,

@smohidee Год назад

Hello… this webinar was so useful and informative….. how can I get to view a personal demo with share point document management…

@informationexp Год назад

Hi - just use the contact us link in the video description! informationexp.com/contact-information-for-information-exp/

@juj1988 2 года назад

Thanks.. how do you store the approval audit...

@informationexp Год назад

Hi, the data is stored in SharePoint lists which we can report from.

@matthewstump7563 8 месяцев назад

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?

@informationexp 8 месяцев назад

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.

@thomdo7201 Год назад

What kind of site you use for Policies&procedures? Is it a team site or communication site? Thank you

@informationexp Год назад

Hi, it's a communication site - hope that helps.

@axismortgage5879 Год назад

I cant get any of these same functions to work in my Sharepoint. Do you have a step by step video because this is not very detailed.

@informationexp Год назад

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.

@rabiarana9938 Год назад

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?

@informationexp Год назад

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.

@rabiarana9938 Год назад

@@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.