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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…
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…
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,…
Change Field Order
Administrators Guide » Application Settings » Record Management » Change Field Order
The order in which data fields within the left-hand side panel of the Record View are displayed can be altered. To change the field order of a record type, follow these steps: Navigate to Application Settings and then Record Management. Select and expand the…
Setting up Field Categories.
Administrators Guide » Application Settings » Record Management » Setting up Field Categories.
SharePortals includes functionality to group record content together in Categories. These are presented as Accordion menus within the various record types. This allows you to group like information together in a collapsible menu. This is setup by doing the following…
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…
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…
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 Deals Record Type name to Projects 2. Change the Deal Name Field to…
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…
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 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…
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…
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…
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.…
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…
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…
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 Record Type Content Creates a new…
Modify Views
Administrators Guide » Configuration » Views » Modify 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 Status Workflows
Quick Start » Create Status Workflows
*Status Workflows lend themselves to being applied to record types that involve transitions and workflows. To illustrate Status Workflows meaningfully we have created two new record types: Lead and Opportunity. A sample status workflow would operate like this,…
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…
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…
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…
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…
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…
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…
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…
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…
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…
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…
Preview a Related Item
Contextual Articles » Preview a Related Item
This preview displays the currently-populated fields for the related record. For example, if the phone number of a related contact isn’t visible, it will be because the phone number field hasn’t been populated for that contact. Click the cross icon in the…
Edit a Call
User Guide » How To » Related Items » 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…
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…
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…
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…
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…
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…
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),…
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…
