Document Creation with SharePoint

Technologies should make the everyday work of your employees easier. This works best if the working environment is adapted to the situation of the employees and your company. No annoying workarounds, unnecessarily long click paths or annoying media breaks should disturb the employee when completing their tasks. Mobile and location-independent work, modern means of communication and the avoidance of unnecessary tasks should be the standard when working today. In addition, your employees should not have to worry about the security of your data.

With Office 365 and SharePoint you have the possibility to manage your documents securely. With SharePoint as an enterprise information management system, all phases of a document lifecycle are supported, starting with the creation of the document through administration to archiving.

Even the standard components in SharePoint and Microsoft 365 offer you many options for securely managing your documents. With additional adjustments or intelligent solutions, you can quickly adapt SharePoint to your company. For an Office 365 DMS (document management system) that suits your company.

It is always better to be safe and error-free and to do that you need to take benefit of a Microsoft consulting firm such as Al Rafay Consulting. If you need help with your document management, we are always there to provide you with our professional SharePoint consulting services.

How to create documents in SharePoint?

We have created a document library using the new document library template. But we don’t know how to create documents in SharePoint. What is the process for that? 

The process is simple and it’s called Document Creation. You need to go to New > Document and follow the steps. If you want to edit an existing document, you can click on the icon in the top right corner of the document page.

Here are some small steps on how to create a document in SharePoint:

Also Read About: Revamp Traditional Business Processes with Innovative Custom SharePoint Development Services

Create documents in the SharePoint document library

There are several ways to create a document in SharePoint. One variant is to create a document directly in the browser in the respective SharePoint document library. By selecting the document type, a new document is created based on the document type template.

Upload documents to the SharePoint document library

Another option is the classic upload of various documents to the SharePoint document library. Here, the drag & drop function or the Windows Explorer view not only allows you to upload individual documents, but multiple documents at the same time.

Add metadata

All document types can contain other valuable document properties that make it easier to tag information and thus find it more quickly. 

Document properties: These properties are called metadata and they can be attached to the documents themselves (embedded metadata) or to an external system (linked metadata). For example, an author can add a note to the document with the title of the book they read. Another example is adding the ISBN number of the book to the metadata when creating the document. When searching for this information, the search engine will know exactly which document it needs to look for.

Editing of documents online and offline

The document can be edited as desired in the browser or in an Office client application and then saved.

Flexible working from any end device

SharePoint and Office 365 portals can be implemented in such a way that the information is easy to read and clearly displayed on any device.

Office applications such as Word can also be used on smartphones and tablets without any problems, even at the same time as colleagues, regardless of the employee’s location.

Create documents from templates

If you work with templates such as invoices or offers, these can be offered depending on the document type. All functionalities such as versioning, checking in and out, adding metadata or implementing workflows can be used via the Office client applications. This saves a lot of clicks and valuable time.

In addition, document templates can be enriched with smart fields. The smart fields always represent a property of the document defined in SharePoint. The user thus has the choice of filling out the document properties in the SharePoint properties, which means that they are also automatically entered into the document. Alternatively, the user can enter the properties as usual in the document in the appropriate placeholders. Smartfields can be a date, selection or text field. 

 In the SharePoint library, the document properties, such as the invoice amount, can be listed in a column. To do this error-free and according to your working requirement consult a SharePoint consulting firm.