Efficient ECM for joint documents with Microsoft 365
Optimize your document control with tailor-made solutions
When managing controlled documents and information information, repeatable processes, traceable revisions and complete storage are complete storage are crucial. SharePoint, with its capabilities as a DMS and content management system, combined with Power Automate and Purview Retention Policies, provides the ideal basis for creating audit-proof information information systems and document control.
Changes can be tracked through the version history changes can be tracked, while a technical review by the process owner and a and factual approval by the management representative can be documented.
Our experts support you in creating customized solutions within your existing Microsoft 365 environment. In doing so, we ensure that no additional license costs are incurred by
using the existing services efficiently. At the same time, we offer the option of seamless integration into Teams and your intranet and the option to add missing or unsuitable functions through customizing.
The new process at a glance
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Creation and editing:
Documents are created directly in SharePoint from templates and can be edited in the document library. We often use version management, including major and minor versions. Discussions in teams enable efficient collaboration between the participants. -
Update:
Alternatively, documents can also be updated on the basis of a previously published version. The current main version remains public, while selected editors can view the secondary draft for editing.
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Release procedure:
Once processing is complete, it is submitted for approval, which triggers the creation of a new main version.Power Automate Flow supports the creation and management of simple or multi-stage approval processes - e.g. by process owners and management. Notifications of pending tasks are sent by email and/or Teams. -
Publication:
After successful approval, the document is published. Key information about the release, such as who released it and when this took place, is documented via the metadata. -
Storage:
The document is subject to a defined retention policy, which ensures that it is stored for at least x years and therefore complies with legal requirements. It is easy to find thanks to metadata.
Managed documents and information: For precision and reliability in managementt
“Managed documents” or ‘managed information’ refers to the management of quality-assured information with clear processes for revisions, changes and approvals. This covers the entire life cycle of the information – from creation to changes and approvals through to distribution.
Why is this important?
The correct steering of information is necessary to ensure that all relevant persons are reliably informed of changes. In addition, linked documents enable a clear definition and tracking of what is currently valid or was valid at a certain point in time.
Linked documents ensure revision security and protect against arbitrary changes.
The system supports the unalterable storage of information over longer periods of time and helps to enforce processes, for example for important company information such as directives, process descriptions, procedural instructions, callbacks and acceptances.
Why Microsoft 365 as an ECM for managed documents?
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Modern platform:
Microsoft 365 offers a modern platform that is continuously being developed to meet ever-changing requirements. -
Powerful content services:
Benefit from powerful content services that are already used by many companies worldwide. -
Integrated services:
The seamless integration of services such as SharePoint, Power Automate and Power Apps provides you with a comprehensive solution for your document management. -
Flexibility and scalability:
Microsoft 365 is flexible and scalable, so it can adapt to the size and requirements of your business. -
Accessibility:
Microsoft 365-based solutions can be used via the browser, on the smartphone and even directly in Teams, which makes them easy and flexible to use. -
Security and compliance:
Benefit from the security and compliance features of Microsoft 365, which protect your data and documents and ensure compliance with legal regulations.
Our offer
Our experience from numerous projects and our framework offer:
- Page library with version management for major and minor versions.
- Definition and creation of suitable metadata structures.
- Definable retention protection of published content, e.g. for 10 years without changes.
- Power Automate approval processes that cannot be bypassed.
- Active distribution of information, e.g. via a start page with dynamic listing of changed articles.
So why buy a separate DMS or ECM system? Our solutions offer everything you need to efficiently manage and control managed documents and information, integrated into your familiar Microsoft 365 environment.
Get in touch with us!
What can document management in Microsoft 365 look like?
Certificate management with e-mail automation
Structured document management for issuing certificates in the digital workplace
Solution for managing structured large documents
Quality-assured specialist information integrated into the world of Microsoft 365 and MS Teams
360° customer view of documents in Microsoft Teams
360° customer file incl. document management and attachments in Microsoft Teams
Free white paper:
Document management with Microsoft Teams
Save time and money by keeping your documents under control with Microsoft Teams. We will show you how you can enable the complete lifecycle of a document and powerful document control directly integrated in Microsoft Teams. We will give you an overview of the functions and typical scenarios of modern document management.
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