We work with organisations from all walks of life, with different ambitions and requirements. Explore how we’ve helped them reimagine everyday, and align technology with their culture and business goals.
Removing external users from SharePoint Online
To remove external users from SharePoint Online, you can follow these steps:
1. Go to the SharePoint Online site where the external user has access.
2. Click on the gear icon in the top-right corner and select “Site Settings”.
3. Under the “Users and Permissions” section, click on “Site permissions”.
4. Find the external user that you want to remove and click on their name to select them.
5. Click on the “Remove User Permissions” button in the ribbon at the top of the page.
6. In the confirmation dialog box, click “OK” to confirm the removal of the external user.
Note: If the external user has been added to a specific group, you can remove them from the group instead of removing their individual permissions. To do this, go to the “Site permissions” page and find the group that the external user belongs to. Click on the name of the group to select it, and then click on the “Remove User Permissions” button in the ribbon at the top of the page.
Hybrid working: How the get the most out of Microsoft 365
With a return to the office in sight, the future of the workplace for many businesses will be a hybrid working model. Moving to a hybrid workplace can deliver the best of both worlds and has many benefits to productivity, employee wellbeing, and work-life balance.
To facilitate this transition, it will be important to get the most out of your current Microsoft 365 subscription. Microsoft has all the collaboration, communication and productivity tools necessary for a successful move to hybrid working. However, the breadth of Microsoft’s product offering can make it difficult to know how to best use each app to support the move.
Here, we have compiled a few tips on how to get the most out of Microsoft Apps as you move to a hybrid workplace.
Your Microsoft 365 hybrid workplace
In a hybrid workplace, one of the most important considerations will be how to have a seamless work experience, no matter where you are working. SharePoint is a tool that allows access to all organisational files that can be edited and collaborated on no matter where you are located or what device is being used. This means that whether an employee is at home, in the office or on the train, they will be able to collaborate with their colleagues on shared documents.
SharePoint is also a perfect tool as a repository of organisation wide data that can be accessed from anywhere. This may include templates, forms, procedures and business data. Having it all in a single place makes it easy for employees to find the documents they need, regardless of whether they are in the office or at home.
When working both remotely and in the office, it can be difficult to manage all tasks that need to be completed in a team. This is even more tricky if email is the primary tool of communication and planning, as it is easy to lose a request in a sea of emails. In Microsoft Planner you can create a plan, add individual tasks to the plan and assign these tasks to members of your team. Tasks can also be synced from emails so your team spends less time searching and more time doing. To help the move to hybrid working these plans can be accessed and completed on any device, anywhere. Microsoft Planner can also be integrated with Teams and all other Microsoft 365 applications to keep all communication, collaboration, and productivity in one place.
One of the best methods for brainstorming and collaborating in meetings is a good old-fashioned whiteboard. With both hybrid and remote working this was more difficult, however with Microsoft Whiteboard, multiple users can collaborate on a virtual whiteboard from a variety of devices. The whiteboard can also be added to a Teams meeting to collaborate in real time with colleagues for brainstorming, project planning or to explain a concept.
Yammer is an organisation-wide social platform built for enterprise communication. Yammer is easy to set up and fosters a culture of transparency, connection and open communication. With a move to a hybrid workplace model Yammer is a fantastic tool to stay up to date with what is happening within a company, both from a strategy and personal viewpoint. Yammer also offers employees the opportunity to ask questions to a wider company audience, increasing productivity and communication. Yammer also allows members of an organisation that would not normally interact a chance to meet those in other teams to make a business feel more connected.
To make the move to a hybrid workplace seamless experience a business should make the most of their existing Microsoft 365 subscription. Hybrid working may not be possible for all businesses or industries, but for those that can work in the office and remotely there will be a myriad of benefits.
If you want to find out more on how to make the most out of your Microsoft 365 subscription, get in touch today.
Choosing the right Microsoft 365 subscription for your non-profit
As software companies look to penetrate new markets, the breadth of solutions targeted at non-profits has increased substantially. Aware that charities face a high degree of budgetary scrutiny, software providers offer generous pricing models and customisations to suit non-profit organisations. When combined with government funding that is increasingly available, now is a great time to adopt technologies to enhance productivity.
Microsoft 365 is a key solution that non-profits are embracing. With the shift to remote work, organisations are seeing large communication improvements thanks to Microsoft’s suite. With tools like Microsoft Teams offering real-time, remote collaboration, non-profit employees are able to easily plan fundraising efforts, hold virtual meetings, and host live informational events.
Microsoft makes this possible through numerous charity-specific SKUs designed to improve operations and IT. However, in this lies a conundrum: how do you choose the right 365 subscription plan for your organisation when there are so many available?
First and foremost, choosing the right Microsoft 365 subscription requires an understanding of the benefits they provide. Only then, and with a deep understanding of your organisation’s needs, can you ensure your budget is spent in the best way.
Microsoft Business Basic, Standard, E3, and E5
The first thing to know is that Microsoft’s non-profit subscriptions, like its enterprise offerings, are tiered. As you’d expect, each jump in price offers access to more apps and features, with some key differences to be aware of.
For many small non-profits, the free Microsoft 365 Business Basic offering will be attractive. Charities who meet the requirements will gain access to Exchange email services, 1 TB of OneDrive storage, and video and chat services via Microsoft Teams.
It’s worth noting, however, that the Business Basic plan does not provide access to Microsoft’s suite of productivity apps, Office 365. Non-profits won’t be able to take full advantage of the real-time collaboration SharePoint offers, nor will they gain access to the powerful productivity features of Word, PowerPoint, Excel, Outlook, Publisher, and Access. This is primarily for organisations with workers who are primarily frontline, or those who have an existing productivity solution in place.
For those who do need the apps within Office 365, a paid subscription is the only option. All paid non-profit subscriptions include the suite, with the cheapest being Business Standard, which additionally provides the services of Exchange, OneDrive, SharePoint, and Teams from the basic tier. At £2.30 per user/month, it’s a no-brainer for most non-profits with under 300 employees.
Larger non-profits will need to consider an Office 365 enterprise plan to get past that 300-user limit. Office 365 E1 is the free tier, providing the same services as the Business Basic Plan, but for unlimited users and with additional compliance and auditing tools. E1 users can run virtual meetings for up to 10,000 participants and access 50GB per user of business-class email, calendar, and contacts storage.
Microsoft 365 E3 comprises the same apps and services as the Business Standard plan but comes with some notable additions. As well as removing the 300-person limit, it bundles in 100GB per user of email storage, additional OneNote features, and unlimited personal cloud storage. It also provides IT departments with apps to manage software and information while providing data loss and rights management tools for email. Finally, organisations can make use of self-service business intelligence to visualise and analyse data with Excel. This all comes in at a respectable £4 per user/month rather than the £17.60 a commercial business pays.
Finally, there’s Microsoft 365 E5. It’s more than double the price of E3, and that’s because it ties in a ton of extra functionality. As well as everything from the previous tiers, it throws in various analytics tools to power data-driven decision making. eDiscovery enables predictive text and coding analytics, while Power BI and Microsoft MyAnalytics provide personal and organisational insights.
This alone makes E5 a wise choice for large non-profits, but it also brings significant upgrades to a company’s communications and security infrastructure. For £12.30 per employee/month, organisations can:
Join audio conferences in Microsoft Teams via landline or mobile phone
Make use of a cloud-based call management system to make, transfer, and receive calls from a wide range of devices.
Be better protected via Microsoft’s advanced security offering, which automatically protects against zero-day malware and virus threats while better safeguarding messaging systems.
Microsoft 365 has a plan for any type of non-profit, and we’ve covered the basics of them in this blog to help you understand what’s available. If you’re still not sure what subscription plan is right for your business, give us a call. We’ll give you a detailed rundown of which is best suited to your non-profit and how you can get the most for your budget.
SharePoint 2010 workflows are retiring imminently…
The announcement from Microsoft on 6th July 2020 that SharePoint 2010 workflows were to be retired in M365 tenants from 1st November 2020 means that creating and running 2010 workflows should now no longer be possible. The support article from Microsoft also states that the ability to even view SharePoint 2010 workflow logic via SharePoint designer would be restricted and we would be resigned to view the information as raw XML files only.
During the lead up to this date we’ve worked to convert or rebuild business processes using Power Automate. During planning, we’ve considered alternative workflow solutions but the all-inclusive nature of Power Automate as part of Microsoft 365 is attractive and has meant customers naturally lean towards this option first.
A month on from the SharePoint workflow retirement date (one customer described it as workflow Armageddon) how are things fairing for those that haven’t converted everything in time?
Well, it’s a mixed state to be honest and not entirely unexpected. As we know in the M365 SaaS world, feature deployments rarely happen instantly and the deployment across the multi-tenant architecture means the task to switch off SharePoint 2010 workflows across all tenants in one go is not instant. I also expect Microsoft took note of the current demand on IT teams across the world and decided to unofficially delay the retirement without any PR noise. Either way, it wasn’t until the beginning of December that we started to see workflows begin to stop working and they’ve still been visible using SharePoint Designer, making it easier to translate the logic to a Power Automate solution.
If or when SharePoint 2010 workflows cannot be viewed via SharePoint Designer, one option is to deploy a SharePoint 2019 server farm in Azure and import the workflows. You’ll then be able to view the logic. We recommend 2019 over 2013/16 as the import process is easier and you can be up and running far more quickly. Azure Compute Cost for a trial SharePoint farm 2019 would be roughly £700 if you ran it for 730 hours. That equates to around £0.96 per hour that the machine is running. You could also schedule the machine to shut down automatically at the end of each day and the weekends to ensure costs are minimised.
Planning SharePoint workflow conversions
To plan the workflow conversion effectively, it’s important to run the SharePoint modernisation scanner from Microsoft. Deploy it as an Azure AD app if you can and use the detailed report to export all the details of workflows.
Once you have this report, we found the following info should be gathered through hands-on investigation and communication with SharePoint site owners/members:
Business process owner
Complexity (use the workflow action as an indicator)
List item count
Similarity to other workflows
All the information above can help you estimate the effort required to convert the workflows and also streamline that process. We typically found a small number of people were responsible for the large majority of the workflows created. This meant there were similar workflows and methods used to build the business logic. The teams converting the workflows each performed hands-on discovery and would then report back to each other to identify similarities, plan for Power Automate equivalents and group workflows together that were related to the same business process.
Converting SharePoint workflows to Power Automate
In the creation of the Power Automate flows use the try, catch and finally approach. This is well documented by others such as Tomasz Poszytek, Business Applications MVP and is a great way to build in resiliency to your new workflows.
When converting the workflows to Power Automate, we used a development/UAT SharePoint site. Lists /libraries related to the workflows were saved as a template and then moved to this site, the workflows created in Power Automate and then business owners were able to test and report back. The benefit of this method also meant that InfoPath forms were copied over to the dev/UAT site.
To move the workflows over to the production site, the copy flow feature was used alongside careful planning to disable existing workflows (if they hadn’t been retired yet), or initiate the Power Automate flows to pick up where the old workflows left them (this was typically managed using status column referenced in the workflow logic).
Check with the business to see if the workflow process is being used, despite all the reporting data this can sometimes be misleading
Standardise the structure of your Power Automate flows
Create a workflow history list and write workflow actions from all workflows in that site (flow history is only stored for 30 days)
In a list or library associated with a workflow, create a hyperlink column linking to the workflow history list. This link can be structured to filter the workflow history based on the list and current item
Use a dedicated service account to create the flows with a suitable name/email address
Ensure your spam filter doesn’t block Power Automate emails from reaching users
Alert staff that emails from Power Automate will come from either the account used to create the Power Automate or in the case of approvals the email address of the sending account will be email@example.com
SharePoint 2013 workflows will continue to work for the time being, but you may wish to convert these to Power Automate as part of this work
InfoPath is supported until 2023 this could be a good time to convert to using the modern SharePoint forms or a Power Apps created form
If you would like assistance in converting your SharePoint workflows to Power Automate the Cloud Business team can help with:
Installing and running the Modernization Scanner
Analysing workflow complexity and business impact
Rebuild or redesign of SharePoint workflows in Power Automate
Power Automate training and best practices
Ongoing support for Power Platform products
Get in touch or book a discovery call below to discuss how we can help.
What is SharePoint? A introduction to its most useful features
If you’re wondering “what is SharePoint?” you’ve come to the right place!
SharePoint is a server environment from Microsoft which makes collaborating on and sharing documents within an organisation much easier. This makes it an incredibly resourceful application when working on projects in groups.
You can customise its appearance so it reflects your company’s branding, or use an intranet-in-a-box that transforms the SharePoint experience with more bespoke templates and functionality for your business.
As an online document management and storage system, Word documents, Excel spreadsheets, PowerPoint presentations and more can be uploaded to and stored in SharePoint. It is usually deployed as an intranet site within a company’s network. Like with other websites, you access a SharePoint site by using a URL that’s unique to your company.
What types of SharePoint are there?
There are a few different types of SharePoint available. It’s worth taking a look at the options and seeing which one is most suitable for you.
SharePoint Foundation was at the core of all SharePoint sites, and you can deploy it for free. You can use it to create sites and collaborate on files. However, it is not available as part of the latest Office Suite update – Office 2016.
If you want to use SharePoint as an application on your desktop, then SharePoint Server is the option you should go with. You can set it up and manage it from your workplace. It has a couple of additional interesting features on top of the Foundation version, including a newsfeed and an enterprise search capability.
Instead of deploying SharePoint as an application on your desktop, you can subscribe to Office 365 and access SharePoint Online through the cloud. Alternatively, you subscribe to SharePoint Online on its own.
This is another SharePoint add-on which you can deploy for free. You can use it to to develop lists and sites, and customise page layouts. Designer 2013 was the latest version released, but you can use it with SharePoint 2016.
OneDrive for Business Sync
This is a desktop program which you can use to sync documents from a team site to your desktop. You can then edit these files whilst you’re offline. Any changes you make to documents offline will automatically appear online the next time you log in.
There’s a lot you can do with SharePoint. Here are some of the most popular things that companies do with it.
Permission and Restriction
You can give people access to certain areas of a SharePoint, and restrict them from accessing other areas. This is handy for when you’re in charge of several teams and you don’t want anyone to get hold of the wrong files by mistake.
Similarly, you can set limits on how people access files. You can give permission to view a document whilst preventing editing and deletion, which is useful in cases of sharing important company news.
Let’s say you make changes to a document and want to see its previous version, or somebody else accidentally makes a change to a document that wasn’t authorised. SharePoint automatically keeps a record of all iterations of your files, so you can easily restore previous versions.
The great thing about this feature is that it removes the need to send emails back and forth with amended versions of one document. You can grant people within your company permission to access previous versions too, and you can find old versions of documents at any time.
If you delete a file from SharePoint, or somebody else does and you need it back, you can get it. There’s a Recycle Bin in SharePoint where you can recover deleted files.
Updates and Notifications
When you’re working in a group, it’s a good thing to keep track of who’s doing what, and when. Luckily, you can set up alerts in SharePoint so you and you peers will be notified whenever somebody changes, uploads or removes a document.
When given the right permission, individuals within your organisation can set up their own alert preferences. This is great, as they can keep track of all the things that they’re involved in.
Accessibility and Customisation
SharePoint is designed to be managed by the people who’re using it. You don’t get as much creative freedom on a SharePoint site as you would with a normal website. However, there are lots of things you can customise. This includes colours, fonts and images. You can also create lists and sites within your main site. These are know as sub-sites.
With so many popular features, it’s no wonder there are some great SharePoint benefits out there. Here’s some of the best.
Easy to Use
You don’t need lots of developer or design experience in order to use SharePoint. It comes equipped with the tools you need for building and customising your own environment.
Since you can set permissions and restrictions, SharePoint helps to prevent files from being accessed by the wrong people. And as SharePoint Online is an Office 365 programme, it will automatically update itself and always be safe from the latest cyber threats.
With the right permissions set, anyone in your organisation can view and edit documents at any time. Everyone can be notified of and comment on the changes made to files.
It’s no longer a case of one person having the master copy of a document and sending back-and-forth emails. SharePoint makes it easier for everyone to have a say.
SharePoint – an integral part of digital transformation
SharePoint is one the leading Office 365 applications in driving digital transformation – the transition from using paper documents and spending all day in the office to cloud computing and remote working.
Technology should enable people to do their best work, and the services and applications that make digital transformation should be easy to use on any device.
Find out how you can transform your organisation into a digital workplace booking a free consultation with one of our SharePoint experts. Book a discovery call below:
So, you have just signed up to Office 365 and have started using Mail, OneDrive for Business and your users are loving Teams. However, you notice this little icon named SharePoint. You have heard of SharePoint intranet capabilities, an enterprise tool to boost productivity and facilitate collaboration, but…
You click the icon and immediately are disappointed with what you find. Which I’m sure is why you have ended up here! SharePoint by default is a “blank canvas” that can be customised into almost anything your business needs. Fortunately, there are plenty of vendors (like ourselves) that have years of cumulative experience delivering bespoke SharePoint Intranets on the Office 365 platform. We thought we would put this blog together to outline a typical SharePoint intranet project, rough estimates of costs/timeline and a rough idea of what to look for in a vendor.
For the sake of simplicity, we will be looking at branding and developing custom widgets rather than Information Architecture around documents or migration (we will delve into this in later posts). This blog will go over the potential thought processes of a CIO/Manager/CTO going through a typical SharePoint project experience.
You may think this is a good idea but before any investment it is likely that you will need to get buy-in by at least your manager before you can begin looking for a development partner.
After doing some research, you may find that a typical project can take between 6-18 months with development cost (internal and external) and start at least £30,000. Like any responsible CIO/Manager/CTO, you would not invest a large amount before at least proving the project is viable; so you would look to run a POC with a small department or subset of users. So, you engage with a development partner:
Scope/price up the whole project
Decide on a subset of functionality for the POC
A small POC will not require the training, support, documentation and you could likely get away with light-touch project management.
Project Outline (timeframes, cost deliverables)
You have found a development partner, you have a buy-in from your management and the project has been “proven”. Finally convincing your senior management team that SharePoint is a good investment. Your development partner will take the reins from now until deployment but you would expect the typical project plan to look like this:
Testing & Remediation
Training & Handover
Early life support
Ongoing support (proposal)
A typical business would get involved in the testing phase and would have to organise timeout for the training and handover. You should expect regular updates of risks and issues from the project manager. You could also expect that the above process could be run in small sprints with each team in a more agile way; larger enterprises typically have tended to run their intranet deployments using waterfall approach (which we all know has high failure rate).
Training and Governance
A good SharePoint implementation should be backed up with a good training and governance plan. If your users do not know how to use SharePoint then they won’t use it. Without a good governance plan they will use it in all ways imaginable and your SharePoint will be a mess. A good development partner should have consultants and trainers available to tell you to let you know what the best approach is for your business.
At this stage, you are probably right in thinking that SharePoint may not be for your company? Especially if you are struggling to build a cost model of how the increase in productivity can offset the cost. This is one of the biggest challenges for SME’s and SharePoint’s return on investment varies so across industries and businesses.
This issue has meant that several Intranet products have become available to the market, allowing you to get an intranet up and running for less than the typical cost of a ‘Proof of Concept’ plus an ongoing monthly fee. These are typically known in the Intranet world as “Intranet-in-a-box” solutions. A set of SharePoint templates sold with a small package of consultant days so that you can get setup in under a couple of weeks (or even a couple of days for smaller businesses).
We will discuss the pros and cons to a ‘turnkey intranet solution’ in a later post as the purpose here was to describe how a typical SharePoint Intranet Project (or any bespoke work) looks like in practice.
You have heard of SharePoint and its capabilities as an enterprise tool to boost productivity and facilitate collaboration. An intranet-in-a-box is a set of templates and functionality that transforms the out-of-the box SharePoint experience. The new intranet-in-a-box revolution is set to bring corporate intranet technology within the grasp of SMBs. Many of these intranet solutions have sophisticated features such as a news publishing process, social media capabilities, Business Intelligence (BI) reporting functionality and come designed for enhanced mobile collaboration.
James Robertson, one of the world’s most renowned intranet experts commented in early 2016, “Within 1-2 years, the SharePoint intranet marketplace will shift from 90% custom-coded solutions, to 80-90% out-of-the-box intranet products running on SharePoint as a platform.”
Here are some common characteristics found across all intranet-in-a-box products:
Rapid deployment – The great thing about these modern ‘intranet-in-a-box’ solutions is that they are quick deploy – you can be up and running in days not months (a typical SharePoint project can take 6-18 months to go live).
Future proofed – Using an out-of-the-box intranet solution means that your intranet should never become out of date. Development on these products is continuous and users will benefit from these frequent updates. Also, they have been built to cope with the increasing mobile use. This is in stark contrast to traditional intranets which are normally in place for several years.
They leverage extensive intranet expertise – There is a growing list of providers of ‘intranet-in-a-box’ technology such as Unily, Bonzai, Wizdom, as well as our own solution Boost.These products have all been created by SharePoint consultancies who have used their extensive experience and expertise to create ‘off-the-shelf’ solutions packed with an array of functionality, comparable to bespoke corporate intranets.
Social collaboration tool – Modern intranets have also been built to become hubs of employee collaboration and communication. The types of social interaction range from leadership videos on the home page to the incorporation of social media tools such as Yammer.
Cloud based with Office 365 compatibility – This new generation of intranets is cloud based not on a server. They also are powered by Office 365 which means it is supported and have guaranteed up-time (compared with running your own services). Also, having an Intranet build on-top of your existing Office 365 subscriptions means your users do not have to remember another set of login details
So to conclude, an intranet-in-a-box empowers business owners to use enterprise grade technology for a fraction of the risk than ever before. Leveraging the best features of SharePoint and transforming the way their company operates both commercially and functionally.
If you would like to see how easy it is to set up your own intranet in a box, book a demo of our Boost intranet-in-a-box solution.
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