When does SharePoint need rationalisation?
Problems we help solve
SharePoint can be a very good place to work with documents, but without structure it quickly turns into just another collection of folders. Content owners, permissions, versions and a clear approval process are key.
- Documents are sent by e-email and it is difficult to determine the current version.
- SharePoint folders grow without structure, owners or metadata.
- Permissions to libraries are granted manually and without review.
- Document approvals take place outside the system and without decision history.
- Employees don't know when to use SharePoint, Teams and OneDrive.
Fit
Who is this service for?
Companies with documents in emails
We transfer work on documents to libraries with versioning and access control.
Teams with approval processes
We build flows for contracts, invoices, offers, applications or internal documents.
Organisations with confidential data
We organise permissions, external access and sharing rules.
Companies after chaotic implementation
We clean up libraries, structures and working rules in existing SharePoint.
Service scope
What does SharePoint and document flow include?
Library structure
We design a document layout tailored to departments and processes.
- libraries and folders,
- metadata,
- content owners.
Permissions
We organise access to documents and confidential data.
- groups and roles,
- guest access,
- eligibility reviews.
Document workflows
We automate approvals and notifications.
- statuses,
- Power Automate,
- decision history.
Maintenance
We establish rules for work and environmental development.
- versioning,
- archiving,
- instructions for users.
Outcomes
What will you receive?
- clear structure of SharePoint libraries,
- structured permissions and sharing rules,
- versioning and document acceptance process,
- less email work and fewer outdated file copies,
- documentation of rules for working with documents.
The scope may include a project from scratch, organising an existing SharePoint or automating a specific document flow.
Delivery approach
How is the service delivered?
- Analysis. We determine document types, owners, permissions and current workflow.
- Project. We prepare library structure, metadata, roles and versioning rules.
- Configuration. We create libraries, groups, permissions and views for users.
- Automation. We implement approvals, notifications and document statuses.
- Tests. We check typical work, sharing and acceptance scenarios.
- Handover. We document the rules and prepare short instructions for use.
Delivery standards
How do we avoid more folder chaos?
- First, we describe the process and document owners, then we build the structure.
- We do not multiply libraries without justification and responsibility.
- We set versioning and metadata to help users, not hinder them.
- We regularly review guest access and permissions for sensitive data.
- We connect SharePoint with Teams and OneDrive in a clear way of working.
Cost
What determines the price?
The number of libraries, document types, required permissions, the number of approval workflows, the scope of file migration and the need for automation in Power Automate have an impact.
FAQ
Frequently asked questions
Does SharePoint replace a network drive?
It can replace some of the work with files, but requires planning the structure, permissions, synchronisation and usage rules.
Can existing folders be moved?
Yes, but it is usually worth cleaning and organising them beforehand so as not to move the old mess to a new place.
Does document workflows require additional licences?
It depends on the features you use and the Microsoft 365 plans you have. We check this before implementation.
Can external access be restricted?
Yes. You can set sharing rules, guest access, and permission reviews.
Do you prepare instructions for users?
Yes. We can prepare short work rules that explain where to save documents and how to share them.