As a business owner or employee, you know how important it is to have a system in place for managing and organizing your company’s documents. Not only does it make it easier to find what you’re looking for, but it also helps with collaboration and ensures that everyone has access to the most up-to-date versions of important documents. That’s where SharePoint’s document management features come in.

SharePoint is a cloud-based platform that offers a wide range of tools for document management, collaboration, and more. In this blog post, we’ll be taking a closer look at some of the key features that make SharePoint an excellent choice for managing your company’s documents.

Version Control:

SharePoint automatically saves new versions of a document whenever someone makes a change. This is known as version control, and it’s a crucial feature for any document management system. Not only does it allow you to see who made what changes, but it also allows you to revert to a previous version if needed.

Version control is especially useful for documents that go through multiple rounds of revisions. It ensures that everyone has access to the most up-to-date version of the document, and it helps prevent confusion and misunderstandings that can arise when different versions of a document are floating around.

Automated Workflows:

One of the major benefits of using SharePoint for document management is the ability to automate certain tasks and processes using Power Automate. Automated workflow feature allows you to set up rules that trigger specific actions when certain conditions are met.  They can also be linked to your Client Management software to:

• – Create Client Folders When a New Client Is Created
• – Populate Templates with Information and Save to Client Folder
• – File Emails
• – File Documents Generated by Your Client Software

For example, you can set up an automated workflow to send an email notification to a group of people whenever a new document is added to a specific library. Or, you could set up a workflow that routes a document for review and approval whenever it’s been revised. Automated workflows can save you a lot of time and effort by handling routine tasks automatically, freeing you up to focus on more important tasks.

Security and Permissions:

One of the biggest concerns for businesses when it comes to document management is security. SharePoint takes this seriously and offers a range of security features to help protect your company’s documents.

For example, you can set up permissions to control who has access to which documents. This ensures that only the people who need to see a particular document can access it, which helps to prevent sensitive information from falling into the wrong hands.

When using SharePoint, you can also see who has accessed files and when.

Collaboration Tools:

SharePoint also includes a variety of collaboration tools that make it easy for teams to work together on documents and projects. For example, you can use the built-in chat feature to have real-time conversations with your team, or you can use the “co-authoring” feature to work on the same document at the same time.

In addition to these features, SharePoint also allows you to set up team sites where you can store documents, hold meetings, and collaborate on projects. This makes it easy for everyone on your team to stay up-to-date on what’s going on and to contribute to the project.