Document Management for SharePoint M365

With Shareflex Documents, you receive a tailor-made solution for process and document management with SharePoint and Microsoft 365.

  • Manage documents more efficiently
  • Simplify access and speed up searches
  • Increase productivity and save costs

Sharepoint Document Management – Keep an eye on all your documents

Our DMS software for SharePoint Online is a tailor-made DMS solutions and offer integrated, document-centric business applications functionality. The standard document management functions of SharePoint remain available in our SharePoint DMS solution. However, in addition to the SharePoint standard, Shareflex offers further DMS functions if these are required from the perspective of the respective business application. These include, for example, the linking, copying and moving or the resubmission of files and documents. All DMS documents are stored in your own M365 tenant, giving you the freedom to integrate additional M365 services with the DMS—such as backup, data security, reporting, Power Apps, Copilot AI, Purview, MFA, AppSource, to name a few. The DMS Software for SharePoint can also be tailored by us to meet your specific needs.

Benefits of DMS Software on SharePoint

The main benefits of Lialis DMS Software on SharePoint Online and M365:
  • All your DMS data is securely stored in your own M365 tenant in the M365 cloud.
  • Full integration with MS Office (Word/Outlook) without storing files on local PCs or network drives.
  • All M365 features are available, such as backup, MFA, document encryption—everything from the Microsoft cloud.
  • Copilot AI can be optionally purchased from Microsoft for €330 per user per year.
  • Single sign-on for MS Office, Outlook, and the SharePoint DMS Software.
  • Complete version history of all data, including viewing, restoring, and downloading old versions.
  • If you terminate the SaaS contract with Lialis, all your data remains available on your SharePoint and can still be viewed and exported. However, you will not be able to create DMS documents.

Microsoft 365

DMS work revolves around Word and Excel documents, making it logical to store them in SharePoint for perfect integration with MS Office 365. With M365 Cloud, you are at the forefront of IT, as Microsoft is a leader in office automation. Our DMS software is installed on your own M365 SharePoint Online tenant. The benefits are numerous:

Security

  • Advanced Security: Your data is protected with the latest security measures from Microsoft.
  • Full Control: You have complete control over your own data and who has access.
  • Local Storage is a Thing of the Past: Storing files on your PC is a thing of the past.

Integration

  • Seamless Integration: Perfect integration with Microsoft Word and other M365 applications for a smooth workflow.
  • Easy Access: Work anywhere and anytime using just a browser, with no additional software installations.
  • Support for Many M365 Features: All M365 features you wish to utilize are automatically supported, including Syntex, backup, Purview, Copilot, Power BI, MFA, Entra ID, and more.

Backup

Automatic Backups: Your data is automatically backed up by Microsoft, so no more worries about data loss.

Compliance

  • Compliance: Meets the highest standards for privacy and compliance, allowing you to work with confidence.

Audit Trail

  • Complete Insight: Full visibility into all changes to cases and documents, ensuring transparency and accountability.

Scalability

  • Scalability: Easily adapts to your growing needs without complex infrastructure.

Microsoft AI Copilot

When the organization is licensed for Microsoft 365 Copilot, they can fully integrate Copilot into their
Shareflex QMS solution. This enables users to seamlessly enhance productivity by utilizing advanced AI
capabilities directly within their Shareflex applications.

DMS Functions

  •  User-friendly interfaces
  • Microsoft 365 Office integration (e.g. document collaboration)
  • File and document versioning
  • Restore previous versions
  • Multi-format viewer (300+ formats)
  • Task and resubmission capability
  • Filing from Outlook, uploading and drag-and-drop
  • Linking of files and documents, files and files, documents and files, and documents
  • Copy and move files and documents
  • Combined metadata and full-text search
  • Favourites storage and search filters
  • Excel export of hit lists
  • Document storage in customer’s Microsoft 365 tenant
  • Latest publications of documents

DMS Services

  • OCR and full text indexing
  • Format conversion (e.g. Word to PDF)
  • Splitting, merging, barcode processing
  • Document generation using Office templates
  • Scan & Detect

Workflows

  • Standards-compliant document control
  • Multi-stage and configurable approval process
  • Recorded acknowledgement of published documents
  • Expiry date monitoring, including document resubmission
  • Automatic cumulative email notifications
  • Proxy rules
  • Change requests for documents

Notifications

  • Daily, cumulative email notifications on approval tasks, published documents, change requests, invalid documents etc.
  • Reminder function for open approval tasks at a definable interval
  • Acknowledgement of published documents with reading confirmation
  • Customisable and extensible email templates
  • Freely definable intervals for sending emails

Permissions

  • Individual permissions configurable via rules engine
  • Subsequent updates of existing documents with admin functions
  • Easy display of permissions

Document administration and audit trail

  • Mapping of complete document lifecycle
  • Complete history of all versions, workflows, tasks etc. of a document
  • History of changes to a document
  • Stable link to managed documents
  • Use of easily customisable master data for document classification
  • Ability to reorganise documents using admin jobs, e.g. when department names change

Analysis & Reporting

  • Flexible reports on all metadata
  • Excel export
  • Graphical reports with Power BI

Archiving

  • Full archiving of all document versions
  • Archiving of review and approval information as well as workflow data
  • Archiving of invalid and withdrawn documents
  • Long-term secure storage with Microsoft 365 capabilities
  • Ability to convert documents to PDF/A

See for yourself

This demo will give you a detailed introduction of Shareflex DMS, the solution for DMS on the basis of Microsoft 365 and SharePoint. We show you the main features and give you a first impression of the software’s user-friendly interface. But it’s best to see for yourself!

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Any questions? I will be happy to answer them personally!