SharePoint – the simplest use

SharePoint makes documents easier to find One of the biggest victories with SharePoint is also one of the simplest, and least expensive uses to set up. SharePoint makes common...

SharePoint makes documents easier to find

One of the biggest victories with SharePoint is also one of the simplest, and least expensive uses to set up. SharePoint makes common documents such as holiday application forms, employee manuals and forecasts that are easier to publish and find.

Before SharePoint, many companies created a mess of nested folders on a public desk with these common documents. With a little research, employees could find the latest version of the expense report or the latest forecast, but mistakes were common.

The old version of T & C was sent to the new client, or the new employee spent 2 hours searching for the product description file that had not yet been uploaded. Common documents can be accidentally deleted or modified. A sales presentation could end up with the wrong name of the company on the first slide, or the closing paperwork has the wrong address.

Some companies have simply built intranet pages in HTML or other common Web technologies to make the user experience a bit more user-friendly, but editing these pages requires IT-level intervention. Publishing content was often more hassle than it was worth.

Managing SharePoint documents is easier

The SharePoint Web page makes finding documents faster and easier, but displaying and organizing content is always easy. IT does not have to be involved with simple upgrades and design either.

Each department or function can have its own Web page with a single document library, equivalent to the top level of a nested file structure. The organization, however, makes more sense, and navigating through large document libraries is much easier.

Documents can be easily secured when editing or deleting. Version controls with major and minor revision mean that only the most recent version of a document is available to users across the enterprise, but employees within a department can still collaborate on minor changes without Having to publish all the small alterations.

Searching in different web pages can be avoided entirely with the search box and a good use of metadata. SharePoint quickly searches the entire site for a document with just one click. Metadata allows site administrators to cross reference documents and make them easier to find.

SharePoint has many uses, but most companies launch the product with only this basic application. Over time, forms can be automated in workflows, dashboards can be created and the system can integrate into an ERP, CRM or accounting package. SharePoint Development can make any business more productive.

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