Tech Ideas & Best Practices

Your current document management system (DMS) is not up to your expectations: there is still a lot of manual work involved to organize, search or retrieve files. Your important files are getting overwritten, and you are unable to keep the version history intact. Interdepartmental collaborations are a total mess. Your staff’s productivity takes a hit because they are busy sorting and organizing files most of the time. The server keeps failing and the current DMS is wasting your time and the company’s money.

Do not lose hope yet...

At SharePoint Designs we would like to share a case study on how we helped an accounting firm with a DMS that combines Microsoft's SharePoint technology with artificial intelligence (AI).

Problem

The account firm wanted several years worth of hard copy documents digitized, organized and placed in various folders. They files needed to be named appropriately with the corresponding dates of creation, organization name etc., for easy search and retrieval.

This was usually a manual task where in the staff, after scanning the documents, creates appropriate folders and subfolders to organize them. Then, the individual renames each of the files based on its type, the client it belongs to, date of creation, and version history. The documents could belong to a miscellaneous collection of financial, legal, letter, collateral, or other types. This strenuous process is not feasible or efficient for large firms that need hard copies digitized for various procedures.

Solution

SharePoint Design’s team arrived at a simple solution to automate this manual task by leveraging technology to create an AI metadata recognition system. For instance, the AI software reads the scanned documents line by line. It recognizes the unique elements in the document as instructed by a software code like date, organization’s name, logo, type of document, etc.

Accordingly, it creates tags based on keywords like date, document type, and organizational name to create folders and subfolders to rename the files and save them correspondingly. If there are different versions of the same file, the software retains the version history as well.

For instance, at the most basic level, this customized solution can do the following for you. Let’s assume that there are there are various edited versions of an invoice billed to an ABC Company. The AI software would create a folder for the company and subfolders for the year and month. Under these folders, there may be a subfolder named “invoices”. In this folder, the software may save the corresponding invoices by giving names such as “ABC. 3.9.2019. Invoice-1”, “ABC. 3.9.2019. Invoice-2,” etc.

More commonly, the accounting staff at various firms are usually indecisive about how to structure various documents, especially if the clientele is massive. In fact,  the templates and formats of various documents would have changed over the years as well. Leave it to AI to do such immensely complicated tasks with ease. Years of machine learning and robust research with software codes has equipped the AI software to recognize documents even if they have extremely modified templates.

Technology

Our firm has combined SharePoint DMS platform with Azure Search API and Azure Cognitive Services to bring about a tailored solution for our client’s problem.

The SharePoint platform has multiple products that can be integrated with one another to get hybrid solutions for your most complex business problems. You can store and access files in a well-organized fashion.It works on multiple devices, let’s you collaborate with multiple users who can have a single log-in to access all apps.

With seamless workflows, user permissions and zero server problems, you can maintain document security, confidentiality and compliances. You could also do data analysis and reporting on all the content you have stored on SharePoint. It is extendable and its scope is expandable for you to build customized solutions for your unique business needs.

Azure is a cloud-solutions service that hosts all your data, applications, softwares, tools with a cloud or hybrid server. No need to set up expensive hardware anymore. All you have to do is just pay a monthly subscription to manage everything through Azure. Azure’s cognitive services help build intelligent applications with features like facial and speech recognition, visual detection, intuitive search solutions, etc. With the help of Azure AI, all your data can be read and analyzed without hassles to bring out the correct business outcomes for you.

So, free yourself from manual labor and become a decision-making authority to give your company that outstanding competitive edge in the market.

Microsoft flow is a cloud-based workflow engine, Using Flow end users can create cross application workflows (no code workflows).  Flow is a part of office 365 E3 suite. It is a successor of SharePoint designer workflows. Complex level Flows can be promoted to an Azure logic app.

Microsoft Flows Vs SharePoint Designer Workflows

Anatomy of Microsoft Flow

• Flow Designer
• Connectors, Triggers & Actions
• Variables & Data Flow
• Expressions
• Branching, Error Handling & Scopes

Flow Designer – Create a Flow from Browser or Mobile Application

Desktop Version

• Go to https://flow.Microsoft.com
• Sign-in with Office 365 Account
• Start from existing template or import from disk or create from scratch (both in desktop & mobile browsers)

Mobile Version

• Install flow mobile app, sign in
• Create new flow (template or from scratch).

Connectors

Connectors Wrapper around an API that allows Flow to talk with other services.It exposes Triggers & Actions.

Standard Connectors – included as part of E3

• Microsoft Connectors (SharePoint, Azure Blob storage, SQL Server.)
• Non-Microsoft Connectors (Twitter, Slack.)
• https://us.flow.microsoft.com/en-us/connectors/?filter=&category=standard

Premium Connectors – additional cost

• Microsoft Connectors (HTTP with Azure AD.)
• Other Connectors (Salesforce, MySQL.)
• https://us.flow.microsoft.com/en-us/connectors/?filter=&category=premium

Custom Connectors – additional cost , development

• ISV, System Integrators, End users can create custom connectors to integrate any system/application/service.
• https://us.flow.microsoft.com/en-us/connectors/?filter=&category=custom

Triggers

Run based on user action or event

• From other apps in office 365 – PowerApps, SharePoint, etc.
• From SQL
• From dedicated Flow button

Run on a schedule

• Flow also run based on time schedule, From every minute to 1 am on Days.

Run by HTTP GET/POST to URL generated by flow

• Call another Flow
• Call from any application/service/agent that can make HTTP calls

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Scenarios & Types of Triggers

Triggers - Scenarios

• Simple: Flows start with a Trigger.
• Advanced: Flows can have more than 1 trigger (async actions)
• Custom: Flows can have custom triggers

Types

Polling Trigger

• Periodically checks the service
• Checks count as executions

Push Triggers

• Listen for data on an endpoint or wait for event.

Actions

• Execute CRUD operations with workflow context
• SharePoint: Create Item, Delete Item, Create File.
• SQL: Insert Row, Update Row, Delete Row, Get Row.

• Transform Data
• Inline – using expressions (e.g. string operations, math operations.)
• Other services – Html to text.

Send Notification

• Send mobile notification, send email notification etc.

Call other Flow

• Chain Flows to create complex Flows.

Variables

• Use Variables connector*
• Initialize & then set value
• Supported value types (Boolean, String, Object, Array, Float).

Variables are NOT always necessary!

Why variables are not always necessary?

• Data Flows from each step and is available for all later steps
• ‘Add Dynamic Content’ allows us to select outputs from previous steps
• Certain outputs show up based on the types of the inputs and outputs.

Expressions

• Expressions can be used in most of the fields to transform data inline
• IntelliSense available as you type

Branching

• If-then-else

• Switch

For-Each

• By default, parallel
• Parallel (20 exec)
• Supports sequential

Do-Until

• Emulate State machines
• Help in approvals & more

• Parallel branches

Error Handling

• Actions can be set to run if previous action fails/times out.

Scopes

• Logically group actions
• Allow advanced error handling for a group of actions
• Scope boxes are in brown boxes.

Flow Template Overview

Flow templates are prepacked reusable flows for various business scenarios. Here is the link to  View default templates already available  in Microsoft Flow.

• From existing template in the public template gallery
• Search against the public template gallery
• Access this gallery from Modern SharePoint List/Library
• Filter & Embed the gallery in any page or application
• From existing template in a private template gallery
• Not available. Idea available in user voice.
• Discover flow templates

Discover Flow Templates from Template Gallery

There was one of many built in templates to build your flow from scratch for example Sending email to manager, send remainders to myself, Get weather of the current location, and lot more…

Navigate to templates and take a look at it choose your template customize it Save and run your flow with no code.

Templates – Discover from Modern User Interface (SharePoint)

In SharePoint user are able to create a flow from the modern UI with the help of flow button it suggest the default templates already available in the template gallery.

Templates – Discover (From Classic Page)

• Filter & embed the gallery in any application (not just in SharePoint or Office 365)
• Send the context of the current component (e.g. list name, library etc.) to the gallery

Microsoft Provides the SDK  and use embedded IFrame source to integrate the Flow button in SharePoint list classic view. It works same as modern User Interface like able to pick the flow templates from classic window.

Templates – Create and Monitor the Flows

Create a flow that performs one or more tasks automatically after it's triggered by an event. We can create a Flow without using the default templates.

Below we created the simple approval flow template from the blank template. It triggers the flow when the SharePoint list item has been created then send email to the approve and capture the approval status send it to the initiator who create the item.

Templates – Publish

A flow which has run successfully can be published to public template gallery

• Sends the flow for review with Microsoft
• Takes days to weeks.
• Only generic use cases are usually accepted

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With software apps across desktops and mobile devices on the rise, it is critical for an organization to chose a right platform. We should also be wise to choose a development platform that grows along with the latest technology.

Of late, entrepreneurs are on the lookout for applications that are not dependent on the troublesome wired networks. Companies want to access their application from home, office, and also during travel. A desktop app or a mobile app does have these limitations. This has led to developing applications that are not only independent of local networks but also easily accessible from everywhere.

Can an organization use a fully functional web application for its entire system?

No wonder you have seen a recent trend where developers starting making web app versions for their desktop apps. We see more features in a standalone application than a web application. So why do organizations prefer a web-based model?

Here is why -

• No boring installation of an app on countless devices as web apps can be accessed from a browser
• No pain during software updates on a device, which is hardware dependent.
• Features on a desktop app differ from a mobile app.

Increasing trend of web apps for corporate needs:

Traditional desktop applications are limited by hardware on which they run. More organizations, to facilitate day to day operations, are moving towards a browser-based application. Considering the usability benefits of secure document management, web apps are in high demand. For instance, Skype is available as a standalone desktop app as well as a web application. Popular notes taking app OneNote, storage apps like Microsoft One Drive and other Google apps are all web-based. Web-based apps always require a live internet connection to access files all the time.

However, developers have proactively addressed this shortcoming by making the files available offline.

• It provides an interactive user interface for a flawless experience
• It has constant updates that do not bother an end user
• Users will have the access, edit, upload, and download the documents from any place and device
• It is highly secured and provides different methods of user authentication
• Web apps are inexpensive to develop when compared to standalone software
• It is easy for to maintain and perform updates in the back-end

As organizations grow, leadership attention is often pulled toward brand building, customer acquisition, and revenue growth. Startups focus on visibility. Enterprises focus on scale.

But there’s one critical area that often gets overlooked how employees work, collaborate, and access information internally.

This is where a well-designed intranet can quietly but powerfully transform your business.

An intranet isn’t just an internal website. When done right, it becomes the digital backbone of your organization, supporting productivity, communication, and operational efficiency.

Why Modern Businesses Need an Intranet?

As teams expand across locations, departments, and time zones, common challenges start to surface:

• Information scattered across tools
• Time wasted searching for documents
• Manual processes slowing decisions
• Disconnected teams and poor visibility

An intranet solves these problems by creating a single, structured digital workplace where people, content, and processes come together.

Why Use SharePoint for Your Intranet?

Microsoft SharePoint is one of the most widely adopted intranet platforms globally and for good reason.

It’s trusted by enterprises and fast-growing organizations alike because it combines security, flexibility, and scalability.

SharePoint enables organizations to:

• Centralize information securely
• Enable collaboration across teams
• Automate business processes
• Improve internal communication
• Maintain governance and compliance

At SharePoint Designs, we’ve seen firsthand how organizations unlock real business value when SharePoint is implemented strategically not just deployed.

Explore Top SharePoint Features

How an Intranet Built on SharePoint Leverages Your Business?

1. Centralized & Secure Document Management

In today’s digital-first workplace, information is created constantly in multiple formats and locations.

A SharePoint intranet allows you to:

• Store documents securely in one place
• Control access with permissions
• Maintain version history and compliance
• Access files from anywhere, on any device

This ensures employees always work with the right information at the right time, without compromising security.

2. Seamless Collaboration Across Teams

As organizations scale, collaboration becomes harder especially with remote or hybrid teams.

SharePoint enables:

• Real-time document collaboration
• Team-based workspaces
• Integration with Microsoft Teams
• Easy sharing without email overload

Instead of silos, teams work together in a connected digital environment that supports faster execution.

3. Workflow Automation That Saves Time

Many businesses lose productivity to repetitive, manual tasks.

With a SharePoint intranet, you can:

• Automate approvals and requests
• Standardize business processes
• Reduce manual errors
• Speed up decision-making

By putting routine operations on autopilot, employees can focus on high-impact, strategic work instead of administrative overhead.

4. Stronger Internal Communication

Internal communication often breaks down as companies grow.

A SharePoint intranet becomes a central communication hub where you can:

• Publish company news and announcements
• Share HR updates and policies
• Enable leadership communication
• Keep everyone aligned and informed

Employee profiles, groups, and updates also give leadership visibility into what’s happening across teams without micromanagement.

5. Better Project Visibility and Control

Project management is one of the most practical intranet use cases.

Using SharePoint, teams can:

• Assign and track tasks
• Monitor project progress
• Share documents and updates
• Maintain transparency across stakeholders

Project managers gain clearer insights, while teams stay aligned on goals, timelines, and responsibilities.

6. Improved Employee Engagement

An intranet isn’t just about processes, it’s about people.

When designed well, it:

• Makes work easier
• Reduces frustration
• Encourages collaboration
• Builds a sense of belonging

Engaged employees are more productive, more informed, and more invested in business outcomes.

Real-World Example: How a SharePoint Intranet Delivered Business Impact?

Theory is useful, but real results matter more.

At SharePoint Designs, we’ve helped global organizations transform SharePoint into a high-performing intranet that employees actually use at scale.

For example, in our Daikin SharePoint intranet case study, the organization was facing several challenges:

• Fragmented systems with limited integration across regions
• Employees struggling to locate key documents and company updates
• Low engagement due to lack of multilingual support
• An outdated intranet with poor mobile accessibility
• Limited visibility into leadership communications

By redesigning Daikin’s intranet on SharePoint, we delivered a modern, global collaboration hub that addressed these gaps:

• Centralized document management with version control and advanced search, reducing document retrieval time by 45%
• A custom, site-wide navigation and personalized homepage that improved content visibility by 40%
• Departmental micro-sites and discussion boards that increased collaboration and engagement by 25%
• Multilingual intranet experience supporting 8 languages, improving inclusivity across regions by 50%
• Automated email subscriptions and mobile-first design, driving a 60% increase in recurring intranet engagement

This transformation helped Daikin create a scalable, employee-centric intranet one that improved discoverability, strengthened leadership communication, and connected teams across regions and devices.

Read the full case study

This kind of real-world implementation demonstrates how an intranet doesn’t just support work it actively drives business efficiency.

Why SharePoint Intranets Deliver Long-Term Business Value?

Organizations that invest in a structured intranet experience see measurable benefits:

• Faster onboarding
• Reduced operational costs
• Higher employee adoption of digital tools
• Better alignment between teams and leadership
• Stronger governance and compliance

This is why SharePoint remains the intranet platform of choice for both enterprises and fast-growing startups.

Expertise Matters: Intranet Success is in the Design

Simply having SharePoint isn’t enough.

The real impact comes from:

• Thoughtful information architecture
• User-centric design
• Clear navigation
• Role-based experiences
• Ongoing optimization

At SharePoint Designs, we specialize in creating intranets that don’t just exist but actively support business growth.

Final Thoughts: Let Your Intranet Work for Your Business

An intranet should never feel like “extra work.”

When built strategically, a SharePoint intranet:

• Simplifies daily operations
• Improves collaboration
• Strengthens communication
• Frees teams to focus on what matters most

If your goal is to focus on core business outcomes while reducing operational friction, a well-designed SharePoint intranet is one of the smartest investments you can make.

Talk to our SharePoint intranet experts