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Installation on Windows

Outlook Add-in » Installation on Windows

To install the SharePortals Outlook addin the following steps should be followed on Windows: 1) In Microsoft Outlook select the Apps Icon on the toolbar on the left hand side. 2) Select “Add Apps” 3) Search SharePortals and select the 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…

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…

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.

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…

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…

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…

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…

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…

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…

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…

Administrators Guide

Administrators Guide

Overview Get Started Application Settings

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…

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…

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…

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…

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,…

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…

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),…

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…

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…

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…

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…

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…

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…

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…

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…

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…

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…

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…

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…

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…

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…

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…

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…

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…

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…

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…

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…

Xero

Administrators Guide » Application Settings » Integrations » Xero

SharePortals can Integrate with Xero. To enable it follow these steps. 1. Click on the cog at the top right corner of your screen and select “Application Settings”. 2. Click on Integrations 3. Select Xero. 4.Expand the first step and confirm 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…

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…

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…

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…

Search for an Existing Record

Contextual Articles » Search for an Existing Record

You can search for an existing record by typing identifying text (e.g. the name of a contact, or the title of an account) into the search box: As you type, relevant results will appear in a list below the text box. You can click on the result you’re looking…

View Recently Added Items

User Guide » How To » View Recently Added Items

The Recently Added Items panel in the record overview offers an at-a-glance view of which documents, emails, tasks, notes and calls have recently been added to this record. *Clicking on the title of any of the entries in the Recently Added Items panel will open that…

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…

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…

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…

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…

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…

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…

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…

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…

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…

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…

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…

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…

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…

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…

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…

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…

Mailchimp

Administrators Guide » Application Settings » Integrations » Mailchimp

SharePortals can Integrate with Mailchimp. To enable it follow these steps. 1. Click on the cog at the top right corner of your screen and select “Application Settings”. 2. Select “Integrations” 3. Select Mailchimp 4. Open the first…

Setup Automatic Email Import

Quick Start » Setup Automatic Email Import

In order to setup the automatic email import functionality for Shareportals you must do the following : 1. In your sharepoint site select the cog wheel at the top right then select “Site Information” 2. Select “View all site settings” 3.…

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…

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…

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…

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…

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…

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…

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…

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…

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…

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…

Infrastructure Architecture

Administrators Guide » Overview » Infrastructure Architecture

SharePortals is a provider hosted web application for Microsoft 365 SharePoint Online services. This application is run within a Microsoft Azure app service plan. There are three architecture options to choose from: 1. Betasoft Hosted Standard Shared – The…

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,…