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O365: Getting Really Useful Data into SharePoint Libraries

O365: Getting Really Useful Data into SharePoint Libraries


A really useful SharePoint Library structure will give you something like this - 

Just typing the words 'Credit Card' into the SharePoint search box returns a list of items relating to credit card across the entire Office 365 site.

Security

Don't worry about users accessing documents that are restricted. If you create or place a document into a Teams Document Library, it will be available to members of that Team by default. However, each document can be locked down to no access, view only or edit. You can also stop sharing any document, or alternatively share only with the members of the team you select.

Users with whom the document has not been shared with will not be able to access it.

Being More Specific  

That's fine if you know which Credit Card statement you are looking for. Let's say you need to find a particular payment for a specific vendor somewhere in a credit card statement.

 
I'm looking for a company credit card purchase of diesel from Morrisons, but I can't remember the date or amount. So, I've searched for Morrisons. The result shows all credit card statements where Morrisons appears in the body of the statement. I only have to look at each and locate the item for fuel purchase and I have the data I need.

In this example the data is stored as PDF, the same search facility is available for data in any Office or  Open Office file stored in Office 365. 

Getting Really Useful Data into a Library


Many documents can be created straight from the library


This will use the templates for Word, Excel etc that are a part of the library structure. You can also modify the templates, or import new templates as shown in the post Invoicing.

Emailed and Downloaded Documents

These can be imported into a library using the 'Upload' menu item

This will allow you to browse to the file and import it into the library.

Scan

Items can be scanned from almost any scanning device, including photo scan from a mobile phone.

Using an Android Mobile -
  1. Install the One Drive app
  2. Launch the One Drive app and log into your SharePoint domain and select Libraries
  3. Select the library you wish to scan to

  4. Tap the camera icon on screen, select document and photograph the document. If there are several pages click the + icon and add photos as required. 
  5. When the whole document is captured, click the tick for done.
  6. Save the document as a PDF and name the file.
  7. The document will appear in the library listing after a few seconds.
The same method can be used with tablets, laptops and other image capture devices.


We can show you how, or we can do it for you.



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