What to do with SharePoint in Office 365

Many organizations are migrating to Microsoft’s cloud-based subscription for Office 365 to take advantage of new features, tools, and support. With Office 365, some organizations have access to SharePoint for the very first time. SharePoint has always been known as a document storage solution, but in the last few years the product has received valuable updates and enhancements that include enterprise content management, digital workflow automation, and even webpage building.

In this webinar, RPI Consultants provides a comprehensive overview of SharePoint, including the features you already know about and some you don’t, and discuss ways that SharePoint can be used to consolidate enterprise content management and storage.

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Transcript

John Marney:
Thanks for joining us for another RPI Consultants Webinar Wednesday. First Wednesday of every month, presenting content to you on various software platforms that we work with. Make sure my clicker works here. There we go.

Today, we’re going to be talking about what to do with SharePoint and Flows and some other things that are available in Office 365. If you, like me, are fairly new to Office 365, you may have encountered a lot of things that you didn’t previously have access to before, a lot of tools and platforms, and you might be thinking, “Well, how can I leverage these things that we’re paying for, for my organization?” I’m going to help you talk through some of that.

Coming up, we have some additional webinars and office hours. Next month, next Webinar Wednesday, we’re going to have two Kofax centered presentations. Kofax has a new program for migrating from Capture and KTM to Kofax TotalAgility. We’ll talk about that on June 3rd in the morning, and then in the afternoon we’ll talk about upgrading Kofax Process Director to 7.8. That is focused primarily on SAP cloud.

For Office Hours, if you joined us for my morning session today, I did an overview of some digital signature solutions, so next Friday I’m actually going to be doing a deep dive, doing some setups, doing some integrating with DocuSign, AssureSign, Adobe Sign, we’ll see. Please, if that’s something you’re interested in, join me on May 15th.

Then, on May 29th, we’re going to be continuing the office hour that we started last Friday where we did some fairly simple RPA integrations with some Excel manipulations. We’re going to be expanding on that to discuss system and database integration to Kofax RPA as well.

However, the concepts broadly apply to other RPA platforms as well, so even if already have or are already invested in an RPA platform, you may find some valuable content there.

Something new that we’re doing that we’re calling VUE, or Virtual User Exchange, hosted by RPI Consultants on May 21st. The idea is that this is a virtual user group since we aren’t allowed, or shouldn’t, or can’t, whatever, get together for user groups, all day on May 21st, we’re going to be having a number of different tracks. About 75 percent of the content is oriented towards our N4 clients, N4 Lawson. However, My Team, the Content Process Automation team, has a track that has some content for OnBase for accounts payable automation, digital transformation in general, so please, we would love to get some feedback on that. We’re using a cool piece of software that allows us to have a little bit better collaboration. It’s not GoToWebinar, so, really interested to present some content for you there.

A little bit about me, for anybody who has not met me before. My name is John Marney. I’m the practice manager over our team, my team here at RPI Consultants. My team is called Content and Process Automation, so we focus primarily on system integration, on the Kofax and Hyland products, on the Microsoft products that we’re talking about today. I’ve been doing this for around 10 years, and I’ve gotten pretty okay at home haircuts, if I do say so myself.

Okay, so our agenda today, and before I jump into this, please, if you have any questions, feel free to submit those via the GoToWebinar question pane at any time. We’ll take those throughout, especially sometimes it’s easier to answer questions while the context of the slide is available, instead of later.

The recording of this will be sent out afterwards. Of course, recordings of this and any other webinars are available on RPIC.com/webinars.

Today, we’re going to talk a little bit about Office 365, just barely. A little bit about SharePoint itself. Sorry. pop-ups obscuring my…then, we’re going to talk about SharePoint online, which is primarily what the content of this presentation is about and discuss how you might be able to leverage SharePoint in a big way or a small way.

Of course, I have to give myself a little bit of an out. Our disclaimer is that of course this information is accurate to the best of our ability right now, and of the date of this webinar. Of course, since this is SaaS it’s changing constantly and without notice, so this information will become out of date.

Okay, about Office 365. Why is this important? Well, virtually, everybody that I know, every organization that I’ve talked to, is moving from the traditional on-premises or perpetual license of Office 2016, what have you, to Office 365. There’s generally a lot of value in the pricing and it opens up access to a lot more products and service. Obviously, you have your traditional Office apps, such as Outlook, Word, Excel, et cetera, and additionally, add on things that are frequently used. Services like Exchange, One Drive, Teams, SharePoint, et cetera.

There are some license levels where the most basic license levels where things like Teams and SharePoint aren’t available, so this would not apply to you, however, most even remotely medium sized businesses, based on what I can tell, are going to be at the license level that I’m talking about today.

It is a monthly subscription model. It’s SaaS, it is true SaaS, it is Software as a Service, so as long as you pay for it you get access to it. The second you stop paying for it, you don’t get access to it. It is charged per user, most typically, and there are some very small things that are add-ons per user. I’m not really going to touch on that, but that does happen.

You do have automatic updates. So, if you have Office 365 installed on your computer, with Office products, you will see that those will be automatically updated. It’s a benefit that this can enforce some IT versioning, as part of a broader IT strategy.

Well, they gave me an updated image here, and I don’t think I got it, so I apologize, but it tells the same story. We’re talking about really the broader conversation is about the Office 365 ecosystem. You, like me, again, have logged in and seen a whole bunch of apps that you have access to and thought, how can I make use of these things, there are definitely a lot of apps and services, some I had never even heard of, like Yammer. Some that I’ve heard of and never used. Others that I’ve used but, I thought, wow, I actually get this just as part of my subscription.

How can we leverage some of the things that you’re paying for and you have access to? Primarily I’m going to focus on three things and how they tie together. It’s not just SharePoint. It’s SharePoint and Teams, and then tying everything all together and going out and integrating with other systems using Flow. Flow is Microsoft’s workflow tool, also called, well I shouldn’t say also called. There are technically three separate products called Flow, Power, Automate, and Logic apps, however, they all function almost exactly the same way. So, I’m using them interchangeably. Okay, so past present and future of SharePoint. Here is my hilarious, very short version of SharePoint history. In the dark ages of computing, back in 2001, structure on Windows XP, SharePoint was Microsoft’s introduction to try tie Office apps together and really to store files essentially.

It was introduced as Office Server originally but was quickly rebranded as SharePoint. They over the years have layered in additional functionality. One of the first things was active pages, that’s your intranet, right? So, this was borrowed from an older piece of software that Microsoft had called “FrontPage,” if anybody remembers that. They added search and indexing, they added business intelligence forms, additional document storage, all tied in nicely with active directory and security. So, a bunch of stuff happened and today here are arrived in the future and we have SharePoint Online available with Office 365.

Their current SharePoint versions, there’s others too that organizations now may be on, but these are the most relevant, SharePoint 2016 Server and Enterprise flavors, SharePoint 2019 Server and Enterprise flavors and SharePoint Online. So technically SharePoint 2019 is your traditional on premises, and SharePoint Online is the version available in Office 365. In fact, specifically SharePoint Online is what we’re going to be talking about today. A lot of what we talk about today will apply to 2019 and 2016, but I don’t know those, so I’m not going to promise anything. Specifically Plan 2 is what is provided in Office 365 subscription.

So just to reiterate, we are talking about SharePoint Online, just this one. Not the others.
Okay. SharePoint Online. It’s Plan 2 included with many Office 365 subscriptions. Not every level, but from what I could find, Plan 1 is not included in any levels. Plan 1 if you want to subscribe to SharePoint, by itself, is how you can get access to Plan 1.

It offers modern pages. So, if you’re familiar with in the past, it’s had a variety of look and feels f