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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…

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…

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…

Create New Record Type

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

Creating a new Record Type is discussed in: 1.2.4 Create New Record type

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…

Create Charts

User Guide » Getting Started » Create Charts

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…

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…

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…

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…

Creating a New Document

User Guide » How To » Documents » Creating a New Document

You can create a new document for association with a SharePortals record by following these steps: Click the Documents tab inside the (blank) to show the list of documents currently associated with this record. Click the green New button, which will present a list…

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…

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,…

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…

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…

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…

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…

Creating and Relating a New Record

Contextual Articles » Creating and Relating a New Record

Fill out the fields of this form with relevant information in order to create a new record to relate to the current one. Required fields have asterisks next to them: Enter the appropriate information for this new record. We now have a choice of three options. We…

The Home Screen Overview

User Guide » Getting Started » The Home Screen Overview

SharePortals consists of entity list and record pages which display your SharePoint data in a user friendly interface. When you first launch a SharePortals instance that included the default template you will be presented with the dashboard shown below: You can…

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…

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…

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…

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…

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…

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…

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…

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…

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…

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…

Repair SharePortals

Administrators Guide » Application Settings » Repair SharePortals

Repair SharePortals is available under More Settings and is intended only for cases where the configuration of SharePortals has been corrupted and needs reset. Repairing a SharePortals instance will perform the following changes to your SharePortals instance: 1. Any…

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…

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 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…

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…

Documents

User Guide » How To » Documents

Viewing a Document Viewing and Editing Document Properties Upload a Document Deleting a Document Viewing a Document’s Version History Creating a New Document Create a Document Template Editing a Document in Office Web Apps

Delete Field

Administrators Guide » Application Settings » Record Management » Delete Field

1. To delete a Field, click an Entity to expand it’s available Fields. You will see a list of SharePortals fields available for deletion. Note that not all fields are available to delete, therefore if you do not see the option to delete a Field, you should…

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…

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…

Title Auto-Generation

Administrators Guide » Application Settings » Title Auto-Generation

When adding a new Record to a Record Type, by default a modal dialog box will appear to populate the relevant Record title value. In some cases it is preferable to not have the user prompted to enter a name, and instead automatically generate a unique reference in to…

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…

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 |…

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…

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…

Removing Views

Administrators Guide » Configuration » Removing Views

You can remove any views that are no longer needed, whether they are custom ones built by yourself, or the default views provided by SharePortals. !Users require the ManageLists SharePoint permission in order to be able to remove views. Click the “View this…

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…

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…

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…

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…

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…

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…

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…

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…

Getting Started

User Guide » Getting Started

This topic includes step by step guides for several everyday CRM scenarios. These are designed to guide newcomers through some typical SharePortals interactions, and familiarise them with the application. Each scenario is an example of a common business situation…

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…

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…

Application Settings

Administrators Guide » Application Settings

SharePortals can be customised and extended using the built-in settings interfaces. The following pages describe the functionality available in each settings interface, accessed via the App Settings menu: License Assignment User Permissions Navigation Linking…

Creating a Report From Your SharePortals Data

User Guide » Reporting » Creating a Report From Your SharePortals Data

This section sets out the simple steps that will help you to start making reports from data held in your SharePortals application. It’s not our intention to deliver an in-depth Power BI report-writing tutorial, but rather a guide to connecting to your data, finding…

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),…

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…

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…

Record Quick Actions

User Guide » Getting Started » Record Quick Actions

The Quick Actions menu at the top of the left-hand side of the record view gives access to a series of popular functions: Search Google: Uses the value record name field and launches a Google Web search. Search LinkedIn: Searched LinkedIn for the value…

View a Document

User Guide » Getting Started » View a Document

To view a document associated with a SharePortals record, first open the Record View. Next, click on the Documents tab on the right-hand side of the overview. This will display the list of associated documents: To view one of these documents, click its…

Edit a Note

User Guide » How To » Notes » Edit a Note

To edit a note, first click on its title in the Notes tab of the relevant record. This will open a new window on the current page, presenting the note title and note contents as editable fields. You can change the note title and note contents as required, however they…

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…

Update Record Type Name

Administrators Guide » Application Settings » Record Management » Update Record Type Name

Updating an Record Type Name is a 2 step process. 1. Navigate to Application Settings | Record Management 1. Select your Record Type within the list of Record Types, and change the Title field. In this example we are changing the Company record title to…

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…

Viewing a Document’s Version History

User Guide » How To » Documents » Viewing a Document’s Version History

The ability to view a document’s version history and revert to a previous version if necessary is an important part of SharePoint’s functionality, and SharePortals allows you to initiate a version history overview directly from its own interface without the…

Edit a Call

User Guide » How To » Calls » Edit a Call

To edit a call, first click on its title in the Notes tab of the relevant record. This will open a new window on the current page, presenting the call’s editable fields. If you cannot see the field you want to change, scroll down the window to display any that…

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…

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…

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 …

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…