For teams handling multiple clients or projects, document management workflows can be a constant source of frustration. When emails, documents, and updates are scattered across systems, valuable information gets buried, and productivity takes a hit. Trying to stay on top of case records, client documents, or project updates can quickly become overwhelming if systems aren’t streamlined.
SharePortal addresses these issues by turning document management into a smooth, centralised experience right within Microsoft 365. Designed to automate repetitive tasks, link important emails to records, and make collaboration intuitive, it is the modern solution for businesses tired of disorganised document workflows.
Read on to find out the top 10 benefits of using SharePortal as a document management system to cut through the clutter and keep teams focused on what matters most.
1. Centralised Email and Attachment Storage Right in Microsoft 365
Ever spent ages scrolling through your inbox, trying to find that one critical email thread? Or maybe you’ve downloaded the same attachment more than once because you couldn’t remember where it was saved. SharePortal lets you save emails and attachments directly from Outlook into a central space within Microsoft 365, keeping everything in one place. This means that instead of digging through old emails, your team can easily find what they need right when they need it.
2. Simplified Document Management for Client Projects
When documents live across different platforms, chaos usually follows. Who has the latest version? Where did it get saved? With our technology you can create, edit, and organise Word, Excel, and PowerPoint documents for every client or project in a single, unified space. Your team always has access to the latest version, so there’s no confusion, no wasted time hunting down files, and no risk of someone working on an outdated document.
3. Faster Case Handling with Automated Task Management
If your team is constantly doing things like renaming files, manually filing documents, or updating records, those little tasks add up quickly. We automate these small but repetitive steps, freeing up your team’s time for work that actually requires their expertise. This means case work gets done faster, without the time drain of manual processes.
4. Organised Record Management Through Custom Stages
It’s tough to stay organised when files are constantly moving between departments or stages. SharePortal helps by letting you define stages for each record so you know exactly what’s in review, what’s completed, and what’s pending. This visual clarity keeps everyone aligned and reduces follow-ups and confusion around project status.
5. Automated Email Tracking Integrated with CRM
If you’ve ever tried to manually link client emails to their respective records, you know it can be a major hassle. Our system makes this seamless by automatically syncing relevant emails with CRM records. This way, all communications are exactly where they belong, making it easy to get a full view of each client’s interactions and eliminating the guesswork when tracking down messages.
6. Personalised Reminders Linked to Case Records
Deadlines and follow-ups are essential in client work, but juggling multiple timelines can get messy fast. SharePortal’s reminders can be directly tied to specific case records, making sure no one drops the ball on important tasks. When reminders pop up where they’re most relevant, teams can stay on top of commitments without constantly checking notes or calendars.
7. Improved Team Collaboration with Microsoft Planner Integration
Team collaboration can feel chaotic without a central hub for task management, which is why our integration with Microsoft Planner offers exactly that. It allows your team to assign tasks, track progress, and update each other—all within the system. It keeps everyone aligned, makes accountability easy, and ensures that important updates don’t slip through the cracks.
8. Efficient Marketing with Mailchimp Integration
Jumping between platforms can make marketing harder and more time consuming than it needs to be. Our system integrates with Mailchimp, letting you link contact records to email marketing campaigns directly from your DMS. This feature streamlines client outreach, allowing your team to send targeted, relevant content without the extra steps.
9. Financial Tracking Made Simple with Xero Integration
Financial tracking is often tied closely to document management, especially for projects involving budgets and expenses. Which is why our Xero integration keeps client records and financial data in one place, making it easy to manage invoices, budgets, and expenses. Plus, with real-time updates, your team can save time, avoid errors, and always have an accurate picture of each project’s finances.
10. A Unified Space for All Document Needs
Switching between tools and applications slows down productivity and creates unnecessary complexity. With SharePortal, your team can manage documents, automate workflows, track emails, and collaborate—all within Microsoft 365. This single workspace keeps everything organised and accessible, letting teams focus on what really matters instead of wasting time jumping between platforms.
Final Thoughts
For teams bogged down by disorganised document handling and constant manual tasks, SharePortal offers a much-needed alternative. By integrating fully with Microsoft 365, it transforms document management from a source of frustration into a streamlined, efficient process. It’s an all-in-one solution for better productivity and smoother workflows.
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