SharePoint document management and integration with other external systems

Designing and successfully implementing an intranet and collaboration systems in an organization is considered to be the first step towards growth. In any big company, employees need to share information among them to empower each other through activities like file sharing, sending and receiving emails etc. Document management is very often considered to be one of the important features of SharePoint or to its rival applications. It gives them the ability to approach problems in innovative ways. The reductions in complexities of accessing documents don’t mean weakened security. The access to all the files are secured and audited. The objective of creating a better document management process is to remove all the hurdles for employees to do what they do best.

Why Microsoft SharePoint for document management requirements?

Microsoft SharePoint document management service offers the most cost effective way to store, retrieve and control documents. SharePoint is built in a way to be compatible with other Microsoft products, thus benefitting you by being a centralized storage for important business document, efficiently indexing files to enjoy speedy retrievals, giving out important information to employees via portal to keep them updated etc.

Few of the new and improved features which make SharePoint 2013 absolutely outstanding are discussed here.

  • Drag and Drop

One of the simplest and most exciting features of SharePoint 2013 is that now you can now simply drag your files to upload them in document Library.

  •  SkyDrive Pro

This is completely different from the other SkyDrive product of Microsoft. SkyDrive Pro is nothing but a document synchronization tool which does not come with SharePoint 2013. It comes with Microsoft office 2013 and as standalone download from Microsoft store. In simple words, syncing SkyDrive Pro with your document library will allow you to access your documents offline from multiple devices including mobile and tablets.

  • Shredded Storage

In SharePoint 2013, the objects are stored in the content database called shredded storage. To explain this in simple words – when every time a document is edited in SharePoint 2010, SharePoint will make a copy of each version (entire file are created with changes). But in SharePoint 2013, only the changes made in each files are stored rather than the entire file. This makes a huge impact on storage capacity.

  • Search results

An information panel is created in SharePoint 2013 when you take your mouse over the search result. A preview of the document with links will be shown and clicking on the links will take you directly to the results inside the document.

SharePoint 2013 integration with external systems

A stand-alone SharePoint document management process cannot be more productive for any organization. It has to be integrated with other application to leverage its complete potential. Organization may have important business data in their SharePoint such as employee records and new product research information. But the data such as customer information, vendor invoice are collected from third party and stored at different location. Hence they have to create an in-built custom application to collect these structured and unstructured data from various locations and make them available for their employees.

This is where Microsoft SharePoint integration service comes in. SharePoint is built to be more compatible and easy to integrate with other applications such as ERP, business analytics, CRM etc. By integrating all the other external systems in an organization to SharePoint, it becomes the one stop for all the information and access to employees are approved with accordance to their designations. SharePoint 2013 uses Business connectivity services to integrate with external applications.

Tags: SharePoint
previous post: Why Use HTML5? next post: Does outsourcing really save money?