Effective Document Management Strategies for Microsoft 365 - Intranet Edition Managing documents within a Microsoft 365 intranet requires a thoughtful approach to ensure content remains organized, accessible, and properly controlled. Below, we outline key strategies for effective document management within a Microsoft 365 intranet.
Document Management Problem Statement An intranet serves is a hub for company-wide content consumption. The primary challenge is balancing accessibility with control - ensuring work-in-progress documents remain private while allowing necessary reviewers to provide input without modifying the content. Additionally, both draft and published versions of a document hold value for different audiences, making it essential to manage versioning carefully. Without clear strategies, content can be published prematurely, permissions can become tangled, and valuable information can become difficult to navigate.
Customization, Integration & Extension
Microsoft 365, coupled with the Viva Suite, is renowned for its powerful out-of-the-box capabilities. Nevertheless, it is important to acknowledge that every organization has unique requirements that may necessitate custom development to unlock the full potential of these tools. Deciding which path to take, determining which services to leverage within the platform, and assessing the viability of investing in custom functionality can be complex and challenging.
With our extensive experience and expertise in Microsoft 365 development, we are well-positioned to guide you through these crucial decisions. Our team has a proven track record of successfully implementing custom solutions and addressing diverse business problems effectively. We have a deep understanding of the platform’s capabilities, limitations, and integration points, enabling us to provide strategic recommendations tailored to your specific business objectives. We possess a strong commitment to meticulously assessing your requirements, analyzing your existing infrastructure, and offering tailored solutions that align with your unique needs.
Our aim is to help you make the most of your Microsoft 365 investment. By leveraging our expertise, you can minimize the risks, ensuring that you choose the right services and functionalities to drive your organization forward. Our emphasis on reducing the total cost of ownership means that we consider the long-term sustainability and scalability of the solutions we develop for you.
Our areas of expertise
- User interface (UI) design, design services, and solution reviews, including user research, all with the goal to provide a great user experience (UX)
- List form customization when the out of the box forms require extensive internal logic
- Custom search-driven experiences implemented with PnP Modern Search
- Custom business solutions built with the SharePoint Framework (SPFx) or Teams Toolkit that work seamlessly within SharePoint and Microsoft Teams
- Automation scenarios, such as provisioning SharePoint sites and Microsoft Teams or integrating with other Saas or on-premises hosted platforms.
- Workflow and business process automation using Power Automate, Logic Apps, or custom code.
Examples of our publicly available solutions are:
- Adaptive Card Extensions Design Template Gallery and Personal App
- COVID Attestation App
- Executive Meeting Reservations App
- Microsoft 365 Learning Pathways
- World Clock App
Dive Deeper with related 'Ask Sympraxis' episodes
Effective Document Management Strategies for Microsoft 365 - Intranet Edition
Recorded live on Wednesday, March 5, 2025 at 12:30:00 pm ET
Effective Document Management Strategies for Microsoft 365 - Teams Edition
Recorded live on Wednesday, February 19, 2025 at 12:30:00 pm ET
Struggling to find your files in Microsoft Teams? You’re not alone! In this Ask Sympraxis webinar, we dive into effective document management strategies to help you stay organized and in control. From understanding where your files live to optimizing Teams scenarios, folders, and libraries, we cover key tips to take your document management to Maturity Level 500.