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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…
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…
How To
User Guide » How To
This section of the manual explains how to perform everyday tasks in SharePortals, and is intended as a reference guide for administrators and users of the application. Create a New Record Add a New Task Update a Task Delete a Task Add a New Note Delete a…
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…
Documents
User Guide » How To » Related Items » Documents
Viewing a Document Viewing and Editing Document Properties Upload a Document Deleting a Document Viewing a Document’s Version History Creating a New Document Create a Document Template Editing a Document in Office Web Apps
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…
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…
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…
Record List
User Guide » Getting Started » Record List
The entity list is one of the key features of SharePortals. The software comes with several pre-defined record types which are generally relevant for CRM purposes, e.g. contacts, accounts, opportunities and orders, but new record types can be defined by you or existing…
Reporting
User Guide » Reporting
Creating a Report From Your SharePortals Data Using Power BI Reports
Emails
User Guide » How To » Related Items » 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…
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…
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…
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. When you first launch a SharePortals instance that included the default template you will be presented with the dashboard shown below: You can…
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…
Add Users
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…
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…
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…
Delete Field
Administrators Guide » Application Settings » Record 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…
Save a Document to a Record
User Guide » Getting Started » Save a Document to a Record
Documents play an important role in customer and case management. SharePortals lets you record or store important documents against any type of record. Documents can be uploaded in a number of ways: Via the Outlook Add-In (Details here) Directly from the Record…
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…
Import Records with Relationships
Quick Start » Import Records with Relationships
SharePortals will allow you to import records with data referencing a related record. In order to import records with relationships you must have created the template for the related record type first (details) have created the relationship between those two 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),…
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 New Record Type
Administrators Guide » Application Settings » Record Management » Create New Record Type
Creating a new Record Type is discussed in: 1.2.4 Create New Record type
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…
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…
Create New List
Administrators Guide » Application Settings » Record Management » Create New List
Click ‘New List’ at the top of the page, and then one of the options to create a new list. *At this time SharePortals does not provide a native list interface. Instead, creation a new list will take you to the native SharePoint interface! Links to lists…
Update Record Type Name
Administrators Guide » Application Settings » Record Management » Update Record Type Name
Updating an Record Type Name is a 2 step process. 1. Navigate to Application Settings | Record Management 1. Select your Record Type within the list of Record Types, and change the Title field. In this example we are changing the Company record title to…
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…
Sorting List Columns
User Guide » Getting Started » Record List » Sorting List Columns
SharePortals provides the user with the ability to sort 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 icon…
Advanced Record Type Management
Administrators Guide » Application Settings » Record Management » Advanced Record Type Management
!This screen is intended for SharePoint administrators / experts only. This button links to a new tab which shortcuts to the management of all record types within the underlying SharePoint site associated with the SharePortals instance. SharePortals Site Column…
Add a related Record
User Guide » Getting Started » Add a related Record
When editing a record of a type that has a relationship with another Record Type configured you can create a new item directly from the Record View. Click the ‘+’ symbol in the relevant Related Records section. This action allows you to relate an existing…
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…
Import Records without Relationships
Quick Start » Import Records without Relationships
SharePortals provides a mechanism to import data for a particular record type. The data can be supplied in Excel or CSV. *SharePortals can only process up to 5,000 records in a single import batch. For larger imports please split the import data into smaller…
Upload a Document
User Guide » How To » Related Items » 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…
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,…
Record Stage Management
Administrators Guide » Configuration » Record Stage Management
Record Stage Management allows you to configure stages and associated business rules against any record type. To configure Stage Management navigate to Applications settings and then select ‘Record Stage Management’: Once in Stage Management Settings…
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 new Record
User Guide » Getting Started » Create a new Record
In order to add a new record of any type you navigate to the its list and select the ‘Add …’ button. Enter a name or title and press ‘Save and Edit’. The record view opens. Provide all required information and press…
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 a record content item in…
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…
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…
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…
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…
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…
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…
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…
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…
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…
Viewing and Editing Document Properties (Metadata)
User Guide » How To » Related Items » 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…
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 Opportunities Record Type name to Deals 2. Change the Opportunity Title Field to…
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…
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…
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…
Title Auto-Generation
Administrators Guide » Application Settings » Title Auto-Generation
When adding a new Record to a Record Type, by default a modal dialog box will appear to populate the relevant Record title value. In some cases it is preferable to not have the user prompted to enter a name, and instead automatically generate a unique reference in to…
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…
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…
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…
Change Log
Change Log
This changelog contains a chronologically ordered list of notable changes to the application, organised by release number and split into the following sections: for new features. for changes to existing functionality …
Deleting a Document
User Guide » How To » Related Items » 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 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…
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…
Field Ordering
Administrators Guide » Configuration » Field Ordering
By default, when you add a new Field to a Record Type, it will appear at the bottom of the list of Fields of a Record. To move new Fields from that default position: 1. Within an Record, click one of the Content tabs on the right e.g Documents, then click 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…
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,…
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…
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…
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…