SharePoint is a versatile platform that helps companies manage and share information. It is mainly used for document management, intranet, and team collaboration. With SharePoint, organisations can streamline their workflows, store documents centrally and easily share information with colleagues. The platform offers a wide range of tools and features that contribute to more efficient business processes. Whether you work in a small team or a large enterprise, SharePoint makes it easier to collaborate and stay productive.
The Origins
Microsoft developed and launched SharePoint in 2001. The goal was to create a platform that would improve collaboration and communication within organisations. Since its launch, SharePoint has developed into an essential part of the Microsoft 365 suite. SharePoint’s competitors include Google Workspace, with its Google Drive and Google Sites, and other platforms such as Dropbox Business and Box. These competitors offer similar functionality, but SharePoint stands out for its seamless integration with other Microsoft products such as Outlook, Teams and Office. This makes it a powerful choice for organisations already using Microsoft tools.
How SharePoint Works
SharePoint works as a web-based platform where users can upload, edit and share documents. It provides a central location for document storage, which simplifies version control and access control. Some features of SharePoint include:
- Document management: Upload, organise and share documents with colleagues.
- Intranet: Create an internal website for communication and collaboration.
- Workflows: Automate business processes and increase efficiency.
- Integrations: Link with other Microsoft tools for a seamless working environment.
- Search functionality: Quickly find documents and information within your organisation.
With these features, SharePoint offers a complete solution for organisations looking to optimise their information management. By using SharePoint, teams can work more efficiently and achieve better results.
Deploy within your organisation
Deploying SharePoint within your organisation can significantly improve the way you work. You can use it to set up a central intranet where employees can find important information, news and updates. In addition, you can create team sites for specific departments or projects, promoting collaboration and communication. By integrating SharePoint with other Microsoft tools, such as Teams and Outlook, you can streamline workflows and increase productivity. Via SharePoint, employees can access the documents and information they need anytime, anywhere, enabling flexible working.
Practical Implications
Using SharePoint brings practical benefits. First, central document management ensures that employees always use the most recent versions of documents, reducing errors and miscommunication. Workflows automate routine tasks, allowing employees to spend time on more important tasks. Search functionality helps employees quickly find the information they need, increasing efficiency. In addition, SharePoint offers extensive access management capabilities, so you can control exactly who has access to what information. This increases corporate data security and ensures a controlled flow of information within your organisation.
Laws and regulations
When using SharePoint, you need to consider various data protection and privacy laws and regulations. Especially relevant is the General Data Protection Regulation (AVG) in Europe. This law requires organisations to handle personal data carefully and be transparent about how this data is processed. SharePoint offers data management and protection tools that help you comply with this legislation. For example, you can set and manage access rights to ensure that only authorised people can see certain information. In addition, the audit function ensures that you always have insight into who has viewed or edited which documents, which is essential for compliance purposes.
With these measures, you can use SharePoint as a secure and reliable platform for managing corporate information, while complying with all relevant laws and regulations.
Practical SharePoint usage scenarios
SharePoint offers valuable solutions for various business processes. Some practical usage scenarios are:
- Project management: Teams can work together on projects by sharing and editing documents within a project site.
- Document management: Centrally store and manage documents, making version control and collaboration easier.
- Intranet: Create an internal website for company news, announcements and information accessible to all.
- Automated Workflows: Automate routine tasks such as approval processes and document reviews.
- Knowledge sharing: Employees can easily share knowledge and collaborate via shared libraries and lists.
Practical usage scenarios of TriFact365
TriFact365 also offers several solutions that improve business processes. Some examples include:
- Invoice processing: automatically recognise and process invoices, reducing manual input.
- Accounting integration: Integration with accounting software for seamless data transfer and processing.
- Cost management: Easily submit and manage expense claims.
- Automated Workflows: approval processes specific to invoices.
- Data validation: Checking data for accuracy and completeness before processing.
