We decided to go hybrid with our tech strategy. Specifically, we wanted to move our onPrem file server to a cloud solution to provide easier & secure access anywhere on any device to our job files for our internal & external users. We were already using Outlook locally and OWA via O365 along w/other cloud based MS-OFFICE apps and it was an easy choice due to the integration & collaborative options offered within Microsoft SharePoint.
Pros
Web based File & Folder management
RBAC / Link / Access management
One Drive Synchronization
Cons
Windows Explorer users have some difficulty having to constantly UPLOAD / DOWNLOAD files. Specifically on the DOWNLOAD when they are used to Drag & Drop in & out of LOCAL folders via Window's explorer.
Microsoft SharePoint supports multiple "library" types. When implementing our "image" library the search function is done via "tags" and boolean logic. This is challenging to most end users. I'd like our users to be able to search our Microsoft SharePoint image library without having to enter KEYWORD or other BOOLEAN logic.
Microsoft SharePoint can also be an internal website for each department or company wide communication tool but I believe these features are geared for much larger organizations. Since we are a SMB we really aren't using these features. So maybe something more useful to SMBs would be nice.
Likelihood to Recommend
Very user friendly. If you're already using M365 products it offers great integration! If you're using Azure AD it offers SSO for IAM and integrates nicely with Azure AD Groups which can then be used for Access management. As our IT / Azure Administrator, I particularly like the "sharing link" options where you can send a link with an expiration date and not have to remember to remove the link / access after a project / business case scenario is over.
We are using SharePoint as a means to publish a form and capture entered information so that it can be further reviewed and stored. We are currently using this for just our field forms, but if all goes well we would then implement this method of data capture in other ways as well.
Pros
Very familiar interface, similar to all other Microsoft screens we already know.
Allows for a very high level of customization in the look and feel of what the users see.
Integrates well with other Microsoft products for storage and interfacing between files.
Cons
Does not do so well with images/pictures.
Navigation can be confusing at times.
Does not include a native backup function.
Likelihood to Recommend
SharePoint can be used for a wide variety of things, from internal document sharing to externally accessed client sites. The one thing I know is that if you stay within what it was designed for you are better off. When you try to stretch the product to do more creative things outside of what it was intended for, then you can run into troubles trying to keep it all working properly.
VU
Verified User
Administrator in Information Technology (Civil Engineering company, 11-50 employees)
Microsoft Sharepoint is being used throughout our company as a way to share documents, templates, etc. and update them in real time so everyone has access to the most current version of forms or documents. It addresses the problem of having multiple templates for the same type of document and allows for consistency throughout our organization.
Pros
Collaboration on documents
Consistency throughout our organization
Quickly and easily share real-time documents throughout various company locations and platforms
Cons
A more updated/modern site
A little more organization instead of everything being right in one section
Likelihood to Recommend
It is great for collaborating on a single document when there are multiple users at different locations and to update the document in a live time version so all users have the most current document with all the changes and the ability to make changes within a project team. It allows for consistency throughout an organization
SharePoint is used as the core repository for both business and project documentation. This includes high volumes of documentation as well as electronic forms and workflows. We automate the creation of projects and the taxonomy associated with those projects to provide a common platform that is largely consistent across the company.
Pros
A strong user interface that is easy to use and learn. This reduces the learning curve and alleviates support load.
Provides flexibility for us to configure custom pages and forms without the need for development.
Has a great ecosystem of skilled resources which are available to us when we need specific expertise or talents.
Cons
SharePoint's handling of large files is poor and presents challenges in our Project environment
Handling of large volumes of files associated to a single project is very poor and there are limited options to improve this.
Performance when accessing and downloading files can be poor and there are limited options for caching and other methods to improve this.
Likelihood to Recommend
Lower volumes of data where there is heavy user access to that data are well supported.
The rapid development of sites and forms for specific purposes is excellent.
Integration with business workflows can be very strong
SharePoint is used by the Engineering department of my company, and it is very interesting to have a focused web page to search all the documents we're working on in any moment. Our staff is invited to collaborate on production of all the documents we need to complete on-schedule. With this process, we learned to save the files on the OneDrive cloud with order and efficiency. This helped us save time, as opposed to working on just one file and reviewing it. To work with this product, we have Office 365 for E3. Most of the documents are managed with MS Word and Excel, for use in the office, and when sent are saved as PDFs.
Pros
Staff collaboration is very easy
Saving on the OneDrive and on the computer
Focuses the collaboration team on one web page
Allows you to note the scheduled time and control of delivery
Allows you to notice which documents are left that need to be finished or reviewed
Allows you to notice the schedule completion and administrative communications
Cons
The installation of the software needs an IT specialist; the software should be more user friendly for the price
On a daily basis, we use a minimal part of what we see on the specifications; it needs to be more easy to use for some functions
Some clients have other email accounts besides outlook, and with them is a little difficult to share some information that needs some feedback
Likelihood to Recommend
The most well suited scenario is when we are working on a project and all the collaborators are doing their particular projects based on the engineering business. Everyone of them participates on the project and edits every one of the documents needed to complete it, even with the final reviewing. The least appropriate scenario is when the collaborators are working on a remote basis, so the access to the cloud doesn't give the same effect--the files can't be opened and appreciated with their full graphics and formatting. This aspects depends on the Office software each person is using on their own computers.
SharePoint is being used company-wide to share information in regards to our projects. It is being used as a plan room where we, as a general contractor, can collaborate with the owner and our subcontractors in an efficient way.
Pros
Organization of files.
Ease of use - user-friendly.
Safe to use with confidential information.
Cons
SharePoint could have more sub-headings. It will only go down certain levels.
The bulk upload feature should come standard.
Likelihood to Recommend
SharePoint seems well suited to the construction industry. I do not think it would be well suited for solely file sharing.
SharePoint is used as a document management portal, as an intranet and extranet platform, as a collaboration platform across the organisation and inside divisions. We use workflows built in SharePoint and we use SharePoint developer for implementing workflows. The problems it addresses are announcements, phone book, master database for bidding and contract management, BDM management platform, extranet site for collaboration with partners outside our company and for document management within divisions.
Pros
Very robust, never crashes
With minimum investment apart from licensing it can address most business processes
Good search capabilities (SharePoint 2010)
Same ergonomics as late office editions
Cons
Referential integrity between lists
Better no programming application development capabilities
Simple solution to keep big data outside the database
Likelihood to Recommend
Less appropriate as a web application against database data. It doesn't have built in referential integrity within lists. Well suited for publishing and approval of documents. Very robust, so not much maintenance is needed if used with built in functionality. Some third party solutions add much more capabilities to out of the box SharePoint for not much of an increase of the price. Very good security, if a little complicated with later editions.
Can authorize both against active directory and LDAP for outside partners. Very well developed community.
However, if migrating, if doing some more in depth customization, a professional is very much needed since it's a very complex environment and easy to lose a lot of time on tweaking, debugging and navigating through numerous options.
