SharePoint is a web-based collaborative platform developed by Microsoft that integrates with Microsoft Office. It is widely used for document management, content collaboration, and workflow automation, enabling teams to store, organize, and share data securely. SharePoint supports internal communication, builds intranet sites, and facilitates integration with other Microsoft 365 products. With broad customization and integration possibilities, SharePoint enhances productivity and operational efficiency for businesses of all sizes.

Business use cases

Automating Document Management

Frends can integrate SharePoint with other systems to streamline document management workflows. For example, when a report is generated in an ERP or CRM system, Frends can automatically upload the document to a specified document library in SharePoint. This ensures that critical files are easily accessible, organized, and backed up without manual effort.

Enhancing Collaboration through Data Synchronization

By connecting SharePoint to systems like Microsoft Teams, Frends can keep files and data synchronized across platforms. For example, files shared in a Microsoft Teams channel can be automatically uploaded to a SharePoint folder, ensuring team members can collaborate effectively without worrying about redundant or missing documents.

Centralizing Customer and Project Files

Frends can connect business applications such as CRM or project management tools with SharePoint, centralizing all customer or project-related documents. When new files are added or updated in these external systems, Frends can automatically copy them to the correct project or customer folder in SharePoint, keeping all relevant information in one accessible location.

Automating Approval Workflows

Frends can enable automated approval workflows by integrating SharePoint with HR, finance, or operational systems. For example, when a purchase order document is uploaded to a SharePoint library, Frends can notify approvers, track the current status, and update the document's metadata automatically. Once the workflow is complete, Frends can send notifications to relevant stakeholders or trigger downstream processes in other systems.

Managing Knowledge Base and Intranet Content

Frends can integrate SharePoint with content management systems to automate updates to internal knowledge bases or intranet portals. For instance, new procedures created in an external document editor can be seamlessly uploaded to SharePoint for distribution across the organization. This ensures up-to-date, consistent content for employees without manual uploads.

Facilitating Records Compliance

Frends can automate compliance-related workflows by connecting SharePoint with third-party compliance tools or archiving systems. For example, documents uploaded to SharePoint can be monitored by Frends, automatically archived, or forwarded to compliance systems based on defined retention policies. This ensures adherence to regulatory requirements and reduces compliance risks.

Enhancing Reporting and Analysis

Frends can extract metadata or content from SharePoint and send it to external reporting tools or data visualization platforms. For instance, document access logs, workflow statuses, or document sizes stored in SharePoint can be automatically collected, aggregated, and visualized in a business intelligence (BI) tool. This provides insights into document usage and operational efficiency.

Streamlining Employee Onboarding

By integrating HR systems with SharePoint via Frends, businesses can create automated workflows for onboarding new employees. For example, Frends can automatically generate and store new hire-related documents, such as training materials or policy acknowledgments, in dedicated employee folders in SharePoint upon hiring. Notifications to relevant departments and employees can also be automated.

Managing External Collaborations Securely

Frends can connect SharePoint with external partner or client systems to facilitate secure collaboration. For example, when a client uploads documents to a customer portal, Frends can sync the files with a dedicated SharePoint folder shared with internal stakeholders. This ensures information flows securely and efficiently without the risk of versioning issues.

Automating Notifications for Document Updates

Frends can enhance SharePoint workflows by automating notifications for document changes. For instance, when specific files or folders are updated in SharePoint, Frends can trigger automated email alerts or integrate with Microsoft Teams to send notifications to designated users. This improves awareness and collaboration among team members.