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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 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 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 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 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 Content
Administrators Guide » Application Settings » Record Management » Create New Record Type Content
This option lets you create a new custom content type item. Navigate to Application Settings | Record Management Select Create New Record Type Content from the left-hand side bar. A new Record Content modal appears. New Content Types are created specifically for…
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
*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,…
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…
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 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…
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.…
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…
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 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…
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…
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 and Accounts for a default installation. Once you are at the list view for that Record Type, click the green Add Contact (or…
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…
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…
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…
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…
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…
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…
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…
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…
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…
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…
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…
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…
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…
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 Record Type Content Creates a new…
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…
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…
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…
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
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…
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…
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 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…
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…
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…
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…
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…
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…
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…
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 |…
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…
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…
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…
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…
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…
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…
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 …
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…
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),…
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…
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…
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…
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…
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…
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…
Edit a Note
User Guide » How To » Related Items » 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…
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…
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…
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…
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…
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…
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…
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…
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…
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…
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…
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…
