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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…
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…
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. Select ‘New SharePortals…
SharePortals for Outlook Main Menu
Outlook Add-in » SharePortals for Outlook Main Menu
Selecting the main menu from the triple bar icon: Return to Contact Search screen Show list of SharePortals Contacts Show list(s) of other record types Open SharePortals instance browser Settings Menu Pin Add-in to show permanently
SharePortals for Outlook Add-in Overview
Outlook Add-in » SharePortals for Outlook Add-in Overview
The SharePortals for Outlook Add-in offers a convenient mechanism to synchronise Outlook with your SharePortals solution. Using the add-in you can create a new Contact or any type of record that is related to a Contact in your solution and then save emails and their…
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…
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…
Have the Outlook Add-in but not SharePortals
Quick Start » Have the Outlook Add-in but not SharePortals
!You have probably landed here because you have installed the Outlook Add-in but have not already provisioned SharePortals to your Microsoft 365 tenant. What is SharePortals? SharePortals is a highly customisable Microsoft 365 Contact and Customer information…
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 –…
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 Microsoft 365 user account. 2. Microsoft 365 licensing which includes a SharePoint Online…
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…
How To
User Guide » How To
This section of the manual explains how to perform everyday tasks in SharePortals, and is intended as a reference guide for administrators and users of the application. Create a New Record Add a New Task Update a Task Delete a Task Add a New Note Delete a…
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…
Welcome
Welcome
Welcome to SharePortals! SharePortals is a highly customisable Microsoft 365 Contact and Customer information management service, designed to work within your Outlook application or a Web browser. Using SharePortals you retain complete control over all 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…
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…
Documents
User Guide » How To » Related Items » 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
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…
Views
Administrators Guide » Configuration » Views
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…
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…
Reporting
User Guide » Reporting
Creating a Report From Your SharePortals Data Using Power BI Reports
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,…
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…
Emails
User Guide » How To » Related Items » 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…
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…
Tasks
User Guide » How To » Related Items » 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…
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 » Related Items » 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…
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…
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…
Charts
Administrators Guide » Configuration » Charts
SharePortals Charts are an easy way for solution administrators to graphical represent SharePortals data. Charts can be inserted anywhere on any configured Dashboard. *You must be a SharePortals Administrator to create and modify Charts. *When a SharePortals list…
Security
Administrators Guide » Overview » Security
SharePortals provides a highly secure environment to ensure your organisation’s data is kept completely safe at all times. The SharePortals web application itself is either hosted by Betasoft in Microsoft Azure Datacentre locations, or hosted by your…
View Records in SharePoint
User Guide » How To » View Records in SharePoint
Viewing and editing any of the records in SharePortals can be done directly using the SharePoint web interface. To do this for any list of records in SharePortals, click the following icon at the top right of the list: To do this for a record content item in…
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…
Creating a New Document
User Guide » How To » Related Items » 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…
Enable the Kanban View
Administrators Guide » Configuration » Views » 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…
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…
Marking a Related Record as the Primary Item
User Guide » How To » Related Records » Marking a Related Record as the Primary Item
If there is more than one related record under a certain category for a record, you can mark one of them as the Primary Item. As the name indicates, this simply designates that related record as the most significant within the context of the current record. For…
Switch Views
Administrators Guide » Configuration » Views » Switch Views
*SharePortals will display records and fields using whichever SharePoint view has been set as default for that record type. The primary way to change to another view in SharePortals is by using the View dropdown while viewing the record list. For example, to change…
Import Records with Relationships
Quick Start » Import Records with Relationships
SharePortals will allow you to import records with data referencing a related record. In order to import records with relationships you must have created the template for the related record type first (details) have created the relationship between those two record…
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…
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…
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…
Import Email
User Guide » How To » Related Items » 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…
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. User licenses are…
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…
Deleting a Document
User Guide » How To » Related Items » 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…
Update a Task
User Guide » How To » Related Items » Tasks » Update a Task
Once you have created a task, you may wish to update its description, or assign it to another user. You can update it by first clicking its title in the appropriate Tasks list. Click the relevant menu item at the top of SharePortals for the record type (e.g. an…
Determining Which Related Records Are in Use
User Guide » How To » Related Records » Determining Which Related Records Are in Use
When you open a record’s overview page, you can quickly determine which other records are related to it by expanding each of the Related Records categories. Click on the rightmost down arrow next to each category of related records (e.g. for an Account, these…
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…
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…
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…
Send Email
User Guide » How To » Related Items » Emails » Send Email
SharePortals can store email correspondence and email attachments related to any record type, e.g. People, Accounts, Opportunities, Sales etc. To send an email regarding a record and have it automatically stored in SharePoint, click the green Compose button: Enter…
Viewing a Record’s Task List
User Guide » How To » Related Items » Tasks » Viewing a Record’s Task List
Each record stored in SharePortals can have a list of related tasks associated with it. For example, you may have an Opportunity record which requires multiple tasks by different people to be completed throughout its lifecycle. These may include creating a task for a…
Install Teams app
Administrators Guide » Application Settings » Integrations » Install Teams app
The Teams app lets you launch your SharePortals solution from within your familiar Microsoft Teams interface. The Teams SharePortals app can currently only be installed manually, using at the app manifest – a zip file. Follow these steps: Add a new app in…
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…
Viewing and Editing Document Properties (Metadata)
User Guide » How To » Related Items » Documents » Viewing and Editing Document Properties (Metadata)
SharePortals allows you to edit certain properties of any document associated with a record. To do so, 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 edit. From here…
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),…
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…
Create a Custom View
Administrators Guide » Configuration » Views » Create a Custom View
Creating a SharePoint view which best represents your organisation’s information can be achieved in a few steps. First, click on the “View this list in SharePoint” button for the SharePortals record type you want to create a new view for (e.g.…
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…
Notes
User Guide » How To » Related Items » Notes
Notes will be visible to all SharePortals users and so can be used to keep other users in your organisation updated about any aspect of the record.
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.
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…
Remove Views
Administrators Guide » Configuration » Views » Remove 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…
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
Calls
User Guide » How To » Related Items » Calls
The Calls related items allow you to record information about phone calls made regarding any record in SharePortals to easily organise which client contact calls are relevant to which records.
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…
Back Up Configuration
Administrators Guide » Application Settings » Repair SharePortals » Back Up Configuration
The configuration for SharePortals should only be backed up for the following reasons: 1. For a production SharePortals instance it may be prudent to back up configuration for DR purposes 2. Prior to making substantial changes to a settings screen, you can back up the…
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…
Send Bulk Emails
User Guide » How To » Related Items » Emails » Send Bulk Emails
You can send email templates to multiple contacts at once. This feature is particularly useful if, for example, you would like to compose a sales email once, then simply select the relevant contacts you want it sent to and let SharePortals fill in the appropriate…
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…
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 and Accounts for a default installation. Once you are at the list view for that Record Type, click the green Add Contact (or…
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…
Import Records without Relationships
Quick Start » Import Records without Relationships
SharePortals provides a mechanism to import data for a particular record type. The data can be supplied in Excel or CSV. *SharePortals can only process up to 5,000 records in a single import batch. For larger imports please split the import data into smaller…
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…
Upload a Document
User Guide » How To » Related Items » Documents » Upload a Document
Open the relevant record in SharePortals to display the overview. Click the Documents tab to display the document upload options: Click Choose Files and select the document you would like to upload. Click Upload. The document is now associated with the…
Compose and Send Email
Contextual Articles » Compose and Send Email
Enter a title for the email and the body text in the form that is displayed: Click the green Send button. The email is sent from the email address of your currently logged-in Microsoft account to the email address entered when creating the email, and the details…
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 Call
User Guide » How To » Related Items » Calls » Delete a Call
To delete a call from a record, first open the relevant record overview page by clicking its entry in the menu at the top of the SharePortals page (e.g. Contacts, Accounts, etc). Click Calls in the menu on the right hand pane to display current calls for the…
Delete a Note
User Guide » How To » Related Items » Notes » Delete a Note
To delete a note from a record, first open the relevant record overview page by clicking its entry in the menu at the top of the SharePortals page (e.g. People, Accounts, Quotes, etc). Click Notes in the menu on the right hand pane to display current notes for 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…
Paging Long Record Lists
User Guide » Getting Started » Record List » Paging Long Record Lists
By default, SharePortals will show its record lists in pages of 100 entries. For larger lists, you can control how many entries are displayed on one page by changing the Show entries dropdown at the top-left of the record list. The dropdown allows you to set the…
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…
Microsoft Licensing Requirements
Administrators Guide » Overview » Microsoft Licensing Requirements
User of SharePortals require at minimum either a SharePoint Online Plan 1 license, or a Microsoft Office 365 plan which includes SharePoint Online Plan 1 including: Microsoft 365 Business Basic Microsoft 365 Business Standard Microsoft 365 Business…
Add a Call
User Guide » How To » Related Items » 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 to a contact through the following steps. Open a Contact Record and navigate to the ‘Call’ content menu on…
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…
Delete a Task
User Guide » How To » Related Items » 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…
Supported Browsers
Administrators Guide » Overview » Supported Browsers
The following browsers are supported by SharePortals: Microsoft Edge Google Chrome Opera (v15 and newer) Safari Last Modified: 2021/09/16
Add a New Note
User Guide » How To » Related Items » 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…
The Record Overview
User Guide » Getting Started » The Record Overview
Each record in SharePortals has its own details view, which displays its fields, any related records and additional items of content related to the record. This is split up into several sections. On the left-hand side of the page is the Summary panel, which displays…
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…
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…
Viewing a Document’s Version History
User Guide » How To » Related Items » 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…
Kanban View
User Guide » How To » Kanban View
By default, SharePortals will display records in a table view. However, you may wish to view your records as a Kanban board, which allows you to see the records sorted into buckets by a values stored in a record choice field and display totals of record fields in the…
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 …
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 Task
User Guide » How To » Related Items » 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…
