So comprehensive, built-in, big, and customizable, you think it can do anything you dream of
October 01, 2020

So comprehensive, built-in, big, and customizable, you think it can do anything you dream of

Andrea Lemo | TrustRadius Reviewer
Score 9 out of 10
Vetted Review
Verified User

Overall Satisfaction with MS SharePoint

Currently the entire organization has access to use the software, in the same way the introduction and migration to MS SharePoint from local servers has been gradual, mostly due to people's resistance to something new and unknown. In my department specifically if there has been a greater acceptance, integration and discovery by constant learning by some team members who are not exploiting all the advantages of the software yet.
  • Permission management: This is super relevant and wonderful for controlling what your audience can see and do, for example, when you need someone to constantly see changes to a "living document" but not have the ability to intervene in the process.
  • Contact groups: I find it super good since not necessarily the site administrators are the only ones who can manage the group, you can make any member of the group can manage the rest of the members without this being involved in other site settings. Also when granting permissions, distributing documents, announcements, tasks, it is very easy to do it by group of contacts than one by one.
  • Version history: We know that we are exposed to errors and accidents, so having the previous versions of a document, being able to see who has modified and having the possibility of restoring any of those versions can save the day. I always feel that I am protected and that is why I always promote working in the cloud.
  • Integration with other MS tools: The workflows that connect outlook, sharepoint, OneDrive, among others, where you can manage multiple actions for all these tools seems wonderful to me, it allows a super necessary and simple expansion to be able to automate tasks that used to be performed manually on a daily basis, it certainly contributes to efficiency.
  • Modern view / classic view: I really appreciate the minimalist change that has been made with many of the menus in the latest versions of sharepoint, but most of the time it complicates me and generates many more clicks (much more time) wanting to do one This action can be done by changing to the classic view from the ribbon, for example, managing permissions for a site, being able to manage sharepoint groups.
  • A little more advanced configurations, without becoming complex that depend a lot on the IT department.
  • Descriptions of some options or settings can become confusing, complicated and you simply are not able to know if it is what you are looking for or not, the language to the user is sometimes understood only through trial and error.
  • It has allowed me to create workflow to consolidate information on the same topic, where the source is different areas within the organization. In this way I have reduced the amount of emails by at least 60%, in addition to the workflow stages, people knew exactly what they had to do and what the process was, the previous and subsequent stages.
  • I have generated a document repository where users of certain information can access at any time they want and review in detail what they need, from previous and current periods. For this, create a page where the entire portal is dedicated to this topic, including a PowerBI report as the main screen where the information you want is generally. In addition to this, I managed to reduce the size of the emails by removing the attached emails and replacing them with the access link to the site.
  • Automatic update of my PowerBI reports. I have scheduled different updates each time there are changes to my data sources. Something that freed me 100% to review the changes manually and then generate the update of the data in PowerBI, having the connection of my documents and PowerBI for being in the cloud, my reports always have the most recent information and in case of that something should go wrong the notifications to my email are immediate.
OneDrive focuses mainly on being a repository in the cloud, but where the administrator of this information is usually the person who owns the site or the account where the information is stored. Unlike Sharepoint that allows generating groups of administrators, users and owners who can manage the documents, permissions, visualization and customization of this repository in the cloud. In addition Sharepoint is more than a repository, it allows you to customize sites according to the specific use that you want to give it, additionally it allows you to generate and assign tasks, create workflows that can be connected to other external applications. Without a doubt, OneDrive is a small and limited part of everything that Sharepoint can offer.
It is the appropriate tool for document repositories that have many people as public, also for documents where a work team of any size can work simultaneously and the document's membership remains joint (unlike OneDrive). Also to keep the versions of the documents secured at each change. Regarding the distribution and organization of documents, it is perfect to segment by libraries, teams, among others, the documents according to the required audience.

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