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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…
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…
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…
Manage Related Records
User Guide » Getting Started » Manage Related Records
Related Records can be managed in a number of ways: Select the Pencil button to open an inline record form: Select the ellipsis next to a related record to access further options:
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…
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…
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…
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…
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…
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…
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…
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…
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…
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…
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…
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…
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…
Preview a Related Record
User Guide » How To » Related Records » Preview a Related Record
Open the overview page for the record. Under Related Records, click on the rightmost downfacing arrow for the type of related record you are interested in (e.g. Contacts, Opportunities, etc.) This will show a list of the current related records under 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…
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…
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…
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.
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.
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…
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…
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…
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…
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…
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…
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…
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…
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…
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…
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…
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…
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…
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…
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 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,…
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…
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…
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…
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…
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…
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…
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…
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…
