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SharePortals App Launcher

Installation » SharePortals App Launcher

If many users in your organisation will be using the app, you can optionally add direct app launcher to your Office 365 app launcher portal located at https://portal.office.com. This will avoid the need to load the SharePoint site to then launch your app: Sign…

Install SharePortals app on SharePoint Tenant

Installation » Install SharePortals app on SharePoint Tenant

!To perform this step your Office 365 account must have Global Admin or SharePoint Admin roles Open the Microsoft 365 admin center. Click Show all on the left hand pane: This will display further administration options. Click SharePoint under Admin…

Structure Provisioning

Installation » Structure Provisioning

Once the SharePortals app has been added to your SharePoint site, and the required SharePoint features have been enabled, the next configuration step is to provision content in SharePoint for the SharePortals app to use. This step will automatically add all the…

Introduction

Introduction

Welcome to SharePortals! SharePortals is a CRM and Case-Management suite built as an app within SharePoint Online. It connects in to the fabric of your organisations own Office 365 tenant services. You retain complete control over your data, documents and security…

Architecture

Introduction » Architecture

SharePortals is a web application which interfaces with your Office 365 SharePoint to provide a highly-customisable CRM, underpinned by the security and standardisation offered by Microsoft. There are three architecture options to choose from: Your Office 365…

Installation

Installation

!Total expected installation time: 10 minutes. Installing SharePortals requires configuration changes to both your SharePoint tenancy itself, and the specific SharePoint site within the tenancy which will store SharePortals data. The following steps detail the…

Add Users

Getting Started » Add Users

As time goes on, new employees who join your organisation will require access to SharePortals. This section explains how to add these new users to SharePortals. Browse to the Microsoft 365 admin center. Click Groups, then Active Groups. This will show a list of…

Importing Lists

Configuration » Importing Lists

SharePortals can import lists you’ve exported from other SharePoint sites. Once imported, you can add The list you want to import should be in the root of the SharePoint site. Click your profile icon in the top right hand corner of the screen, then click the…

Send Documents to Customer

Getting Started » Example Scenario: Product Demo for New Customer » Send Documents to Customer

Almost every interaction you make with a customer involves documents of some kind. Some of these will be sent by the customer and some will be sent by you to the customer. These can be anything from product details and support information to contracts that need to be…

Related Records

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…

Import Email

How To » Import Email

As well as sending an email through SharePortals, you can add email and attachment information from any email in your Microsoft Outlook account to a record by following these steps. Click the green Import button in the Emails menu for the record: A window will be…

Entity List

Getting Started » Entity List

The entity list is one of the key features of SharePortals. The software comes with several pre-defined entity types which are generally relevant for CRM purposes, e.g. contacts, accounts, opportunities and orders, but new entities can be defined by you or existing…

View Records in SharePoint

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: This will take you to the relevant document…

Security

Introduction » 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, or hosted by your organisation (see the…

Searching the List View

Getting Started » Entity List » Searching the List View

SharePortals provides a search box at the top right of all its entity lists, allowing the user to quickly and easily search for specific contacts, accounts, opportunities, orders or any custom entity type added by you or your organisation. The SharePortals list search…

Getting Started

Getting Started

This topic includes step by step guides for several everyday CRM scenarios. These are designed to guide newcomers through some typical SharePortals interactions, and familiarise them with the application. Each scenario is an example of a common business situation…

Switching Views

Configuration » Switching Views

*SharePortals will display records and fields using whichever SharePoint view has been set as default for that record type. The primary way to change to another view in SharePortals is by using the View dropdown while viewing the entity list. For example, to change…

Kanban View

How To » Kanban View

By default, SharePortals will display current opportunities in a table view. However, you may wish to view your opportunities as a Kanban board, which allows you to see the total value of your organisation’s current opportunities, broken down into opportunity…

Configuration

Configuration

SharePortals is a highly-customisable system which allows you to both modify the default record types and fields, and add new ones of your own. You can also modify and add views, and import your own custom SharePoint lists: Add New Fields Modifying Fields Create a…

Create a Custom View

Configuration » Create a Custom View

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…

Send Email

How To » Send Email

SharePortals can store email correspondence and email attachments related to any record type, e.g. People, Accounts, Opportunities, Sales etc. To send an email regarding a record and have it automatically stored in SharePoint, click the green Compose button: Enter…

Create a Document Template

How To » Create a Document Template

Document templates are a great way for an organisation to apply consistency to the documents it creates and sends to customers. For example, a company may wish all of its outgoing documentation to use a standardised letterhead. SharePortals allows organisations to…

Supported Browsers

Introduction » Supported Browsers

The following browsers are supported by SharePortals: Microsoft Edge Google Chrome Opera (v15 and newer)

Sorting List Columns

Getting Started » Entity List » Sorting List Columns

SharePortals provides the user with the ability to sort entity 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…

Viewing a Record’s Task List

How To » Viewing a Record’s Task List

Each record stored in SharePortals can have a list of related tasks associated with it. For example, you may have an Opportunity record which requires multiple tasks by different people to be completed throughout its lifecycle. These may include creating a task for a…

Add a Call

How To » 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 regarding a sales opportunity through the following steps. Click Sales then Opportunities in the SharePortals top…

Add App to SharePoint Site

Installation » Add App to SharePoint Site

Append “/_layouts/15/AppRegNew.aspx” without the quotations to your site URL e.g https://shareportals.sharepoint.com/sites/sitename/_layouts/15/AppRegNew.aspx Enter the client ID value and client secret value provided by Betasoft Enter…

Add a New Note

How To » Add a New Note

You can add Notes to records in SharePortals. These notes will be visible to all SharePortals users and so can be used to keep other users in your organisation updated about any aspect of the record. In this example, we will add a note to an account which reminds…

Log Phone Call

Getting Started » Example Scenario: Product Demo for New Customer » Log Phone Call

Next, we want to represent the phone call we received from the customer in SharePortals. As the phone call is specifically related to the new opportunity we have created, we log it in the opportunity itself. We first click on the Opportunities menu item from the…

Add a New Task

How To » Add a New Task

There are two main categories of Tasks in SharePortals: general Tasks, which aren’t aligned against any specific record type (e.g. to an Account, Person or Opportunity etc.), and record-specific Tasks.

Add a Record-Specific Task

How To » Add a New Task » Add a Record-Specific Task

Many tasks that need to be tracked in an organisation are aligned against existing records in SharePortals. For example, you may want to create a task reminding you to call one of your customers about a new product before the end of the week. First, click on…

Related Items

How To » Related Items

You can easily add related items to records in SharePortals. For example, here is how to associate a new account with a person: Click Contacts, then People in the SharePortals top menu. Click on the name of one of the people in your list to show their…

Delete a Task

How To » Delete a Task

There are two types of tasks that can be deleted in SharePortals, general tasks which are not assigned to an existing record, and tasks which are specific to a record.

Create New Contact

Getting Started » Example Scenario: Product Demo for New Customer » Create New Contact

Now that we’ve added details of the new customer company to SharePortals, we would like to add the details of the person at the company who contacted us. We can do this several ways in SharePortals, but in this example the simplest would be to add the new contact…

Upload a Document

How To » 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…

Delete a General Task

How To » Delete a Task » Delete a General Task

Click Tasks on the top menu in SharePortals. Click the task you want to delete: Click the dark purple options button at the right of the task and click Delete: A confirmation window will ask you to confirm. Click Delete to delete the general…

Create a New Record

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…

Delete a Record

Contextual Articles » Delete a Record

In the top menu on the SharePortals site, click the entity type you would like to delete a record of (for example, Contacts, Accounts, Opportunities etc.) Click the record you want to delete: Click the dark purple options button at the right of the record entry…

How To

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…

Update a Task

How To » Update a Task

Once you have created either a general or a record-specific task, you may wish to update its description, or assign it to another user. You can update it by first clicking its title in the appropriate Tasks list. Opening an existing general Task: Click Tasks in…

View in SharePoint

Getting Started » The Record Overview » Quick Actions » View in SharePoint

Clicking the View in SharePoint quick action button will open a new tab which displays the current record as it appears in SharePoint. Many users will never need to select this option; SharePortals itself offers a comprehensive range of actions and options which cover…

Delete a Note

How To » Delete a Note

To delete a note from a record, first open the relevant record overview page by clicking its entry in the menu at the top of the SharePortals page (e.g. People, Accounts, Quotes, etc). Click Notes in the menu on the right hand pane to display current notes for the…

Add New Fields

Configuration » Add New Fields

When working with SharePortals, you may find you need to add new fields to its record types. For example, your organisation may wish to capture and store the date that a Task has been actioned. *Fields are configured as columns in SharePoint. First, navigate to…

Delete a Call

How To » Delete a Call

To delete a call from a record, first open the relevant record overview page by clicking its entry in the menu at the top of the SharePortals page (e.g. Contacts, Accounts, etc). Click Calls in the menu on the right hand pane to display current calls for the…

Add a Record

Contextual Articles » Add a Record

To add a new record for a particular entity type, first select the entity type from the top of the SharePortals front page: i.e. Contacts, Accounts and Opportunities for a default installation. Once you are at the list view for that entity type, click the green Add…

Add a General Task

How To » Add a New Task » Add a General Task

General Tasks are not specific to any particular Account in SharePortals. For example, you may wish to create a general Task to track progress of reporting internal data for your own organisation. First, click on the Tasks menu item at the top of the SharePortals…

Paging Long Entity Lists

Getting Started » Entity List » Paging Long Entity Lists

By default, SharePortals will show its entity lists in pages of 10 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 entity list. The Show entries dropdown The dropdown…

Delete a Record-Specific Task

How To » Delete a Task » Delete a Record-Specific Task

In this example, we will delete an existing task assigned to an account record. Click Contacts and then Accounts from the menu at the top of the SharePortals page. Click the account which has had the task assigned, which will open the overview page for that…

Updating Opportunity Properties

Getting Started » Example Scenario: Product Demo for New Customer » Updating Opportunity Properties

You will want to update the status of the opportunity throughout its lifecycle, to reflect its progression through each stage. This can be done quickly and easily through the opportunity’s overview. Click the opportunity in the opportunity list to open its…

The Record Overview

Getting Started » The Record Overview

Each record in SharePortals has its own overview page, which displays its fields, any associated records, additional items related to the record, etc. This is split up into several sections. On the left-hand side of the page is the Summary panel, which displays field…

Create New Opportunity

Getting Started » Example Scenario: Product Demo for New Customer » Create New Opportunity

Now that we have our new customer represented in SharePortals, we need to create an opportunity, which represents the sales prospect which arose from the customer call. As in the previous step, we can automatically associate this opportunity with our new customer by…

Removing Views

Configuration » Removing 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…

Access Required Error

How To » Create a Document Template » Access Required Error

Document templates should be added to SharePortals by administrators with appropriate SharePoint permissions to modify and add to the site. However, you may find that even with these permissions, you receive an error when uploading a new document template to…

Create New Account

Getting Started » Example Scenario: Product Demo for New Customer » Create New Account

The first step is to ensure the customer’s details are stored in the CRM. In this example, this is a new customer that hasn’t contacted us before, so we will need to create an account to represent them in SharePortals. We first select the Accounts menu…

Opening/Editing a Record

Getting Started » Entity 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 entity record, but this can be changed by creating a new…