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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…

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…

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. Click New 3. Follow the steps for First…

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…

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

Administrators Guide » 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 Office 365 user account. 2. Office 365 licensing which includes a SharePoint Online plan for…

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…

Create a Document Template

User Guide » How To » 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…

SharePoint Data Structure

Administrators Guide » Overview » SharePoint Data Structure

Within a SharePortals instance, all information of a similar types is known as an Entity. 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 collection of…

Add New Site Column

Administrators Guide » Application Settings » Entity Management » Advanced Entity Management » Add New Site Column

The SharePortals interface allows you to generate new Fields against an entity 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, and…

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…

Tasks

User Guide » How To » 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…

Add Existing Site Column

Administrators Guide » Application Settings » Entity Management » Advanced Entity Management » Add Existing Site Column

If you have previously created a field within SharePortals, or wish to utilise a field which was created automatically, currently you will have to configure this directly within SharePoint. You may for example create a number of similar entities which share the same…

Advanced Entity Management

Administrators Guide » Application Settings » Entity Management » Advanced Entity Management

!This screen is intended for SharePoint administrators / experts only. This button links to a new tab which shortcuts to the management of all entities within the underlying SharePoint site associated with the SharePortals instance. SharePortals Site Column…

Create New Entity Content Type

Administrators Guide » Application Settings » Entity Management » Advanced Entity Management » Create New Entity Content Type

Within the SharePoint native experience, an entity is a combination of a Document Library and a default Document Set Content Type added to the library. When creating a new record within SharePortals, you are creating a new Document Set Content Type item, and this item…

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…

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…

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…

Send Documents to Customers

User Guide » Getting Started » Example Scenario: Product Demo for New Customer » Send Documents to Customers

Almost every interaction you make with a customer involves documents of some kind. Some of these will be sent by the customer and some will be sent by you to the customer. These can be anything from product details and support information to contracts that need to be…

Switching Views

Administrators Guide » Configuration » Switching 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 entity list. For example, to change…

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 entities created during installation. The main navigation supports the following: 1. A link to an entity or list stored within the associated…

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 record item in SharePortals,…

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…

Kanban View

User Guide » How To » Kanban View

By default, SharePortals will display current opportunities in a table view. However, you may wish to view your opportunities as a Kanban board, which allows you to see the total value of your organisation’s current opportunities, broken down into opportunity…

Emails

User Guide » How To » 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…

Searching the List View

User Guide » Getting Started » Entity List » Searching the List View

SharePortals provides a search box at the top right of all its entity lists, allowing the user to quickly and easily search for specific contacts, accounts, opportunities, orders or any custom entity type added by you or your organisation. The SharePortals list search…

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…

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…

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…

Entity List

User Guide » Getting Started » Entity List

The entity list is one of the key features of SharePortals. The software comes with several pre-defined entity types which are generally relevant for CRM purposes, e.g. contacts, accounts, opportunities and orders, but new entities can be defined by you or existing…

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. The first time…

Editing a Document in Office Web Apps (OWA)

User Guide » How To » Documents » Editing a Document in Office Web Apps (OWA)

SharePortals makes it easy to edit any documents associated with a record. Click on the document title, or Open from its action menu, to open up the document in SharePortals, using Office Web Apps. If the document is an image type, e.g. PNG, BMP etc. then you will…

Create New Contact

User Guide » Getting Started » Example Scenario: Product Demo for New Customer » Create New Contact

Now that we’ve added details of the new customer company to SharePortals, we would like to add the details of the person at the company who contacted us. We can do this several ways in SharePortals, but in this example the simplest would be to add the new contact…

Create a Custom View

Administrators Guide » Configuration » Create a Custom View

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…

Viewing a Document

User Guide » How To » Documents » Viewing a Document

To view a document associated with a SharePortals record, first open the overview page for that record. 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,…

Send Email

User Guide » How To » 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…

Deleting a Document

User Guide » How To » 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…

Create New List

Administrators Guide » Application Settings » Entity Management » Create New List

Click ‘New List’ at the top of the page, and then one of the options to create a new list: 1. Starting from scratch 2. From a spreadsheet 3. From an existing SharePoint / MS list 4. From a MS template Give the list a meaningful name, optionally…

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 » 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.

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 an Entity, you will see the Workflow…

Sorting List Columns

User Guide » Getting Started » Entity List » Sorting List Columns

SharePortals provides the user with the ability to sort entity 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…

Add a Call

User Guide » How To » 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 regarding a sales opportunity through the following steps. Click Sales then Opportunities in the SharePortals top…

Viewing a Record’s Task List

User Guide » How To » 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…

Reporting

User Guide » Reporting

Creating a Report From Your SharePortals Data Using Power BI Reports

Assign Groups

Administrators Guide » Application Settings » User Permissions » Assign Groups

When you first add a new group, you are setting it’s 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…

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

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. On entering SharePortals you are met with the home screen, this page displays the latest activities concerning you from across the app, including…

Upload a Document

User Guide » How To » 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…

Customise Workflows

Administrators Guide » Quick Start » Customise Workflows

When a template is selected during SharePortals installation such as CRM, a number of default SharePortals workflows are generated as part of the SharePortals configuration. These default Workflows are created to do the following: 1. For Entities with only Active /…

Log Phone Call

User Guide » Getting Started » Example Scenario: Product Demo for New Customer » Log Phone Call

Next, we want to represent the phone call we received from the customer in SharePortals. As the phone call is specifically related to the new opportunity we have created, we log it in the opportunity itself. First click on the Opportunities menu item from the top of…

Import Email

User Guide » How To » 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…

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…

Add Users

Administrators Guide » 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…

Calls

User Guide » How To » 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.

Quick Start

Administrators Guide » Quick Start

These topics are intended for an administrator user who is setting up SharePortals, and demonstrates basic first usage examples. First Installation Instance Selection Custom Entity Records Import Records Last Modified: 2021/09/17

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…

Record Content

Administrators Guide » Application Settings » Record Content

Every Entity within SharePortals has as configuration which determines what types of Content are available when a new Record is added. By default, any Entities created during installation will include all Content options – Activity (Recently Added), Document,…

Create New Entity

Administrators Guide » Application Settings » Entity Management » Create New Entity

Within Entity Management, click the New Entity button on the left hand side of the interface and you should see the following options: Function Description List Title This is the name which will appear in the main navigation bar at the top…

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…

Delete a Call

User Guide » How To » 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…

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…

Delete a Record

Contextual Articles » Delete a Record

In the top menu on the SharePortals site, click the entity 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…

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…

Add a Record

Contextual Articles » Add a Record

To add a new record for a particular entity type, first select the entity type from the top of the SharePortals front page: i.e. Contacts, Accounts and Opportunities for a default installation. Once you are at the list view for that entity type, click the green Add…

Delete a Task

User Guide » How To » 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…

Manage Permissions

User Guide » Getting Started » The Record Overview » Quick Actions » Manage Permissions

You can control who has permission to view and edit individual records in SharePortals through the Manage Permissions quick action. When you click the Manage Permissions quick action in a record’s overview, it will open a new tab in your browser displaying…

View in SharePoint

User Guide » Getting Started » The Record Overview » Quick Actions » View in SharePoint

Clicking the View in SharePoint quick action button will open a new tab which displays the current record as it appears in SharePoint. Many users will never need to select this option; SharePortals itself offers a comprehensive range of actions and options which…

Delete a Note

User Guide » How To » 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…

Creating a New Document

User Guide » How To » 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…

Customise Entity Records

Administrators Guide » Quick Start » Customise Entity Records

To get started we will show you how to make a few small customisations to an existing Entity. We are going to make the following changes to the default CRM template for SharePortals: 1. Change Opportunities Entity name to Deals 2. Change the Opportunity Title Field…

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…

Paging Long Entity Lists

User Guide » Getting Started » Entity List » Paging Long Entity Lists

By default, SharePortals will show its entity lists in pages of 10 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 entity list. The Show entries dropdown The dropdown…

New Field

Administrators Guide » Application Settings » Entity Management » New Field

1. Click on the name of an Entity 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 SharePoint.…

Viewing and Editing Document Properties (Metadata)

User Guide » How To » 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…

Add a New Note

User Guide » How To » 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…

Viewing a Document’s Version History

User Guide » How To » 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…

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…

Removing Views

Administrators Guide » Configuration » Removing 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…

Update Field

Administrators Guide » Application Settings » Entity Management » Update Field

Within the SharePortals Entity Management interface you can perform the following updates on an existing Field associated with an Entity: 1. Update the Field name by typing in a new name 2. Setting the Field to be required when a user is saving changes to the entity…

Delete Field

Administrators Guide » Application Settings » Entity 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…

The Record Overview

User Guide » Getting Started » The Record Overview

Each record in SharePortals has its own overview page, which displays its fields, any associated records, additional items related to the record, etc. This is split up into several sections. On the left-hand side of the page is the Summary panel, which displays field…

Add a New Task

User Guide » How To » 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…

Updating Opportunity Properties

User Guide » Getting Started » Example Scenario: Product Demo for New Customer » Updating Opportunity Properties

You will want to update the status of the opportunity throughout its lifecycle, to reflect its progression through each stage. This can be done quickly and easily through the opportunity’s overview. Click the opportunity in the opportunity list to open its…

Create New Opportunity

User Guide » Getting Started » Example Scenario: Product Demo for New Customer » Create New Opportunity

Now that we have our new customer represented in SharePortals, we need to create an opportunity, which represents the sales prospect which arose from the customer call. As in the previous step, we can automatically associate this opportunity with our new customer by…

Update a Task

User Guide » How To » 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 Account

User Guide » Getting Started » Example Scenario: Product Demo for New Customer » Create New Account

The first step is to ensure the customer’s details are stored in the CRM. In this example, this is a new customer that hasn’t contacted us before, so we will need to create a company account to represent them in SharePortals. We first select the Accounts…

Entity Management

Administrators Guide » Application Settings » Entity Management

Within App Settings, click Entity Management: Within this screen you can make the following changes: Function Description Create new Entity Creates a new entity & initial record type when adding a new record Create new List…

Field Ordering

Administrators Guide » Configuration » Field Ordering

By default, when you add a new Field to an Entity, it will appear at the bottom of the list of Fields within an Entity Record. To move new Fields from that default position: 1. Within an Entity Record, click one of the Content tabs on the right e.g Documents, then…

Opening/Editing a Record

User Guide » Getting Started » Entity 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 entity record, but this can be changed by creating a new…

Import Records

Administrators Guide » Quick Start » Import Records

SharePortals will allow the importing of entities via Excel or CSV files. The following example illustrates the importing of Accounts and Contacts and establishing a relationship between these entities using a single Excel Spreadsheet. An example spreadsheet called…