The topic you requested could not be found.
Related topics are listed below.

Add New Site Column

Administrators Guide » Application Settings » Record Management » Advanced Record Type Management » Add New Site Column

The SharePortals interface allows you to generate new Fields against a Record Type with a few basic options, however you may want to create a Field (Site Column) through SharePoint directly. The following is a list of Fields which can be created within SharePortals,…

Add Users

Quick Start » Add Users

During the trial you can invite up to 50 users to a SharePortals instance in trial mode. To add users: 1. Click the top right menu cog and click App Settings: 2. Click the License Assignment button: 3. Follow the steps in the License Assignment help page to…

Search for an Existing Record

Contextual Articles » Search for an Existing Record

You can search for an existing record by typing identifying text (e.g. the name of a contact, or the title of an account) into the search box: As you type, relevant results will appear in a list below the text box. You can click on the result you’re looking…

Add a Task

Contextual Articles » Add a Task

Go to the list view for the relevant entity type (e.g. Accounts/Contacts etc.) Click the record you want to add a task for: This will take you to a new page showing the record overview. Click Tasks on the right-hand pane to show a list of your current tasks for…

Add a Call

Contextual Articles » Add a Call

Outlook Add-in

Outlook Add-in

The Outlook Add-In is a component that adds in to Microsoft Outlook on Windows and MacOS and allows users to upload emails and their attachments into SharePortals records.

Add a Record

Contextual Articles » Add a Record

To add a new record for a particular Record Type, first select the Record Type from the top of the SharePortals front page: i.e. Contacts, Accounts and Opportunities for a default installation. Once you are at the list view for that Record Type, click the green Add…

Add a Call

User Guide » How To » Calls » Add a Call

You can record information about phone calls made regarding any record in SharePortals. For example, you could log the details of a phone call made regarding a sales opportunity through the following steps. Click Sales then Opportunities in the SharePortals top…

Add a Note

Contextual Articles » Add a Note

Enter the title for the new note in the Note Title field. Enter the text of the note itself in the Notes field. Once you have given the note a title and note text (both are required to create the new note), click the Save button. You will then be returned to the…

Add a related Record

User Guide » Getting Started » Add a related Record

When editing a record of a type that has a relationship with another Record Type configured you can create a new item directly from the Record View. Click the ‘+’ symbol in the relevant Related Records section. This action allows you to relate an existing…

Add a New Task

User Guide » How To » Tasks » Add a New Task

Here is an example of creating a task: you may want to add a task reminding you to call one of your customers about a new product before the end of the week. First, click on Accounts in the list dropdowns at the top of the SharePortals page. This will take you to…

Add a New Note

User Guide » How To » Notes » Add a New Note

You can add Notes to any records in SharePortals. In this example, we will add a note to an account which reminds users to speak to a specific colleague for further information before they contact the account. Click the Notes menu item in the account overview to…

Outlook Add-in Overview

Outlook Add-in » Outlook Add-in Overview

The SharePortals Outlook Add-in offers a convenient mechanism to synchronise Outlook with your SharePortals solution. Using the add-in you can create Leads and Contacts in your solution and then save emails and their attachments against those records. Where those…

How to use the Outlook Add-In

Outlook Add-in » How to use the Outlook Add-In

Once the Outlook Add-in ins installed you can access it from the Outlook Toolbar. Select it and it will open in the right-hand side panel. If the email is not associated to an existing contact in SharePortals !Please note that it might take a few minutes for…

Create New List

Administrators Guide » Application Settings » Record Management » Create New List

Click ‘New List’ at the top of the page, and then one of the options to create a new list. *At this time SharePortals does not provide a native list interface. Instead, creation a new list will take you to the native SharePoint interface! Links to lists…

Assign Groups

Administrators Guide » Application Settings » User Permissions » Assign Groups

When you first add a new group, you are setting its permissions to the SharePoint site, which is the container for all SharePortals instance data. By default, all content within the SharePortals site – Entities and List information, inherits the same permissions…

New Field

Administrators Guide » Application Settings » Record Management » New Field

1. Click on the name of a Record type to expand its options, and at the bottom of the list of Fields, click New Field. 2. Enter a Field Name, and select a Type. You can select from the following Types, which are a subset of the full list of available Types in…

Customise Record Types

Quick Start » Customise Record Types

To get started we will show you how to make a few small customisations to an existing Record Type, by making the following changes to the default CRM template for SharePortals: 1. Change Opportunities Record Type name to Deals 2. Change the Opportunity Title Field to…

Record Management

Administrators Guide » Application Settings » Record Management

Within App Settings, click Record Management: Within this screen you can make the following changes: Function Description Create new Record Type Creates a new record type Create new List This opens a new tab to Microsoft…

SharePoint Data Structure

Administrators Guide » Overview » SharePoint Data Structure

Within a SharePortals instance, all information of a similar types is known as a Record Type. You can think of an entity as a security container for all records of a similar nature, e.g Contacts, Accounts etc. Within an entity there are Records which are a…

Advanced Record Type Management

Administrators Guide » Application Settings » Record Management » Advanced Record Type Management

!This screen is intended for SharePoint administrators / experts only. This button links to a new tab which shortcuts to the management of all record types within the underlying SharePoint site associated with the SharePortals instance. SharePortals Site Column…

Using Power BI Reports

User Guide » Reporting » Using Power BI Reports

Power BI reports consist of display components called visualizations or visuals, based on extracted data. A visual or visualization may be a grid or matrix with text and numeric values, a bar or column chart, a pie chart, or many other ways of representing your…

Field Ordering

Administrators Guide » Configuration » Field Ordering

By default, when you add a new Field to a Record Type, it will appear at the bottom of the list of Fields of a Record. To move new Fields from that default position: 1. Within an Record, click one of the Content tabs on the right e.g Documents, then click the…

User Permissions

Administrators Guide » Application Settings » User Permissions

All permissions within SharePortals are controlled within the SharePoint Online backend interface. When clicking the button within our interface to manage user permissions, a new tab opens which can be closed once all changes are completed. During SharePortals…

Opening/Editing a Record

User Guide » Getting Started » Record List » Opening/Editing a Record

You can open any SharePortals entity record for viewing or editing by clicking the hyperlinked text in the first displayed column. *By default, the first column displayed will be the Title of that particular Record, but this can be changed by creating a new SharePoint…

Import Records

Quick Start » Import Records

SharePortals will allow the importing of entities via Excel or CSV files. The following example illustrates the importing of Accounts and Contacts and establishing a relationship between these entities using a single Excel Spreadsheet. An example spreadsheet called…

Modifying Views

Administrators Guide » Configuration » Modifying Views

You can modify new views you create by following these steps: Navigate to the record list for which you wish to change a view Using the View selector chose the view you would like to change Select Edit Current View This takes you to the SharePoint |…

Create New Record Type

Quick Start » Create New Record Type

To create a new record type go to Applications Settings and then select Record Management. On the left hand side of the screen select Create New Record Type. Record Type versus Record Container Here we have a choice of creating a new record type in its own container…

Infrastructure Architecture

Administrators Guide » Overview » Infrastructure Architecture

SharePortals is a provider hosted web application for Microsoft Office 365 SharePoint Online services. This application is run within a Microsoft Azure app service plan. There are three architecture options to choose from: Betasoft Hosted Standard Shared –…

Create your own Dashboard

User Guide » Getting Started » Create your own Dashboard

To create a new dashboard select ‘New Dashboard’ in the top right-hand corner of the window. Complete all required fields and press ‘Save and Edit’. Note: Standard users can only create Personal Dashboards! An empty dashboard with 5 empty…

Send a SharePortals Document to a Contact

User Guide » Getting Started » Send a SharePortals Document to a Contact

To send SharePortals documents to a contact or company you navigate to the relevant record and click on Email in the Record Content panel, then select Compose. Supply an email address and subject line. Below the Body section you will find an Add Attachments link. Click…

Enable the Kanban View

Administrators Guide » Configuration » Enable the Kanban View

A Kanban view is a special type of view that organises your records in columns or buckets based on a status field specified by you during the view setup. Kanban Views allow you to drag records between buckets, which in turn update their status field. Each bucket header…

Relating a New Record

User Guide » How To » Related Records » Relating a New Record

To create and relate a new record, first open the record’s overview, then click the Add button next to the category of record you would like to relate. This will open a dropdown allowing you to either relate an existing record, or a new one. Click Add new, which…

Customisation Overview

Quick Start » Customisation Overview

A typical SharePortals customisation effort starts with an existing template that was chosen during the installation phase. From there you can: Change existing Record Types (details here) Add new Record Types (details here) Configure relationships between record…

Sorting List Columns

User Guide » Getting Started » Record List » Sorting List Columns

SharePortals provides the user with the ability to sort records by any of the currently displayed list columns. Ascending (e.g. A, B, C or 1, 2, 3) or descending order (e.g. C, B, A or 3, 2, 1) can be picked for one displayed column to enact the sort. The arrow icon…

Installation

Quick Start » Installation

!Total expected installation time: 5 minutes Prior to running the installation of SharePortals please ensure you have the following: 1. Access to a SharePoint or Global Admin Office 365 user account. 2. Office 365 licensing which includes a SharePoint Online plan for…

Navigation

Administrators Guide » Application Settings » Navigation

When you first use SharePortals, it will display single click items in the purple main navigation ribbon to access default Record Types created during installation. The main navigation supports the following: 1. A link to a SharePortals Record list or a SharePoint…

License Assignment

Administrators Guide » Application Settings » License Assignment

Overview Licensing for a SharePortals instance is managed on a per Microsoft Office 365 user basis. Licensing entitles a user to utilise the SharePortals interface to consume application related content stored within the underling SharePoint site. The first time…

Deleting a Document

User Guide » How To » Documents » Deleting a Document

To delete a document associated with a record, first click the Documents tab in the record’s overview, and then click the Actions dropdown at the right hand side of the document you want to delete to display its action menu: The document action menu button…

Instance Selection

User Guide » Instance Selection

All SharePortals information is held within a single SharePoint Online site for an instance. If you install multiple instances, you will have multiple SharePoint Online sites within your own tenant. For each instance your Microsoft Office 365 account is licensed…

Delete a Record

Contextual Articles » Delete a Record

In the top menu on the SharePortals site, click the record type you would like to delete a record of (for example, Contacts, Accounts, Opportunities etc.) Click the record you want to delete: Click the dark purple options button at the right of the record entry…

Searching the List View

User Guide » Getting Started » Record List » Searching the List View

SharePortals provides Filter function at the top right of all its entity lists, allowing the user to quickly and easily search for specific records added by you or your organisation. Selecting ‘Filter’ will present text inputs below the header of each…

Emails

User Guide » How To » Emails

SharePortals can store email correspondence and email attachments related to any record type, e.g. People, Accounts, Opportunities, Sales etc. Email items can be created directly from SharePortals and sent via your email, or pre-existing emails can be imported…

SharePortals Workflows

Administrators Guide » Application Settings » SharePortals Workflows

Although you can create a number of workflows through Power Automate, there are a number of reasons to use the SharePortals Workflow engine: 1. Power Automate connectors interact with SharePoint content directly and is not aware of the SharePortals interface. This…

New SharePortals Instance

Administrators Guide » Application Settings » New SharePortals Instance

If you are adding multiple instances of SharePortals, you can do this at any time by going in to the app settings menu, and clicking “New SharePortals Instance” 1. App settings menu (administrators only) 2. Click New 3. Follow the steps for First…

Bulk Import Logs

Administrators Guide » Application Settings » Bulk Import Logs

When importing CSV or Excel data in to the SharePortals application, a log file is generated and stored in order to review any potential issues with individual records. This file is only generated once an import is completed. Each log file is generated with a file…

Installation on MacOS

Outlook Add-in » Installation on MacOS

To add the SharePortals Outlook Add-in on MacOS follow the steps below: Select the Ellipsis on the Outlook Toolbar and click Get Add-Ins: Install as Office Add-In Select ‘All’ and enter ‘Shareportals’ into the ‘Search…

Create Status Workflows

Quick Start » Create Status Workflows

1. A Contact Record is created by copying some Field data from the Lead to the new Contact Record 2. An Account Record is created by coping some Field data from the Lead to the new Account Record 3. An Opportunity Record is created by coping the Lead name and…

Delete a Task

User Guide » How To » Tasks » Delete a Task

In this example, we will delete an existing task assigned to an account record. Click Accounts from the menu at the top of the SharePortals page. Click the account which has had the task assigned, which will open the overview page for that account. Find the task…

Regional Settings

Administrators Guide » Application Settings » Regional Settings

By default, most installations will default to a US regional setting for a new instance regardless of which SharePortals app was selected during installation. This is because the associated backend SharePoint site is configured to US, but this can be easily changed…

Create a Document Template

User Guide » How To » Documents » Create a Document Template

Document templates are a great way for an organisation to apply consistency to the documents it creates and sends to customers. For example, a company may wish all of its outgoing documentation to use a standardised letterhead. SharePortals allows organisations to…

Record List

User Guide » Getting Started » Record List

The entity list is one of the key features of SharePortals. The software comes with several pre-defined record types which are generally relevant for CRM purposes, e.g. contacts, accounts, opportunities and orders, but new record types can be defined by you or existing…

Modify Field

Administrators Guide » Application Settings » Record Management » Modify Field

Within the SharePortals Record Management interface you can perform the following updates on an existing Field associated with a Record Type: 1. Modify the Field name by typing in a new name 2. Setting the Field to be required when a user is saving changes to the…

Related Records

User Guide » How To » Related Records

Records in SharePortals often have relationships with each other. For example, one or more Contacts could be related to an Account (if those people work at that company), an Opportunity could be related to an Account (if it’s affiliated with that company), and…

Tasks

User Guide » How To » Tasks

The SharePortals concept of a task is simply an action that is to be carried out by a certain person in the organisation, including information on when the action should be carried out by, the priority of the action and whether the action has been completed or…

Change Log

Change Log

This changelog contains a chronologically ordered list of notable changes to the application, organised by release number and split into the following sections: for new features. for changes to existing functionality …

Quick Start

Quick Start

Please follow this link to access the app built-in ‘Getting Started’ overview: Launch Installation Customisation Overview Customise Record Types Create New Record Type Customise Workflows Import Records Add Users Install the SharePortals Add-in…

Create a new Record

User Guide » Getting Started » Create a new Record

In order to add a new record of any type you navigate to the its list and select the ‘Add …’ button. Enter a name or title and press ‘Save and Edit’. The record view opens. Provide all required information and press…

Power Automate Workflows

Administrators Guide » Application Settings » Power Automate Workflows

*To use Premium and custom connectors you must have a Power Automate per user plan, per user with attended RPA plan, or per flow plan. Speak with your Microsoft Office 365 reseller for assistance. Workflows are configured against a record type, you will see the…

Linking Between Record Types

Administrators Guide » Application Settings » Linking Between Record Types

These settings allow an administrator to determine what will appear on the Related Records section of a Record. Related records allows users to add 1 or more relations to a different Record Type, which can then be clicked to navigate to that Record, or have it’s…

Record Content

Administrators Guide » Application Settings » Record Content

Every Record Type within SharePortals has as configuration, which determines what types of Content are available when a new Record is added. By default, any Record Types created during installation will include all Content options – Activity (Recently Added),…

Create a New Record

User Guide » How To » Create a New Record

Records are the individual items that make up your SharePortals environment, such as accounts, people, orders, opportunities etc. To create a new record, first select the record type from the dropdown list at the top of the SharePortals page. In this example, we will…

Save a Document to a Record

User Guide » Getting Started » Save a Document to a Record

Documents play an important role in customer and case management. SharePortals lets you record or store important documents against any type of record. Documents can be uploaded in a number of ways: Via the Outlook Add-In (Details here) Directly from the Record…

Overview

Administrators Guide » Overview

Welcome to SharePortals! SharePortals is a highly customisable SharePoint Online add-in, which allows organisations to utilise SharePoint as a business application to manage their customers and more. You retain complete control over your data, documents and…

Delete a Related Record

User Guide » How To » Related Records » Delete a Related Record

Related records can also be deleted from a record. *Deleting a related record from a record doesn’t delete the related record itself; it will only delete the relationship between the two records. Expand the list of related records by clicking on the rightmost…

Welcome

Welcome

Welcome to SharePortals! SharePortals is a highly customisable SharePoint Online add-in, which allows organisations to utilise SharePoint as a business application to manage their customers and more. You retain complete control over your data, documents and…

Log Phone Call

User Guide » Getting Started » Log Phone Call

Next, we want to record a phone call we received from the customer in SharePortals. As the phone call is specifically related to a Company we have created, we log it in the Company record. First click on the Companies menu item from the top of the SharePortals page…

Create a Custom View

Administrators Guide » Configuration » Create a Custom View

A key part of SharePoint’s flexibility is the concept of a View. Views control the way data is displayed in a SharePoint list or library through options such as adding/removing visible columns, grouping items together based on column values, sorting/filtering…

Import Email

User Guide » How To » Emails » Import Email

As well as sending an email through SharePortals, you can add emails and their attachments from your Microsoft Outlook account to a record by following these steps. Click the green Import button in the Emails menu for the record. *For your first time a window…

Import Email from Outlook

Contextual Articles » Import Email from Outlook

Click the green Import button in the Emails menu for the record: A window will be displayed, confirming that you want to give SharePortals the required permissions to retrieve emails from your Microsoft mailbox. Confirm your agreement, which will show another…