The presentation of the product to LTRS on SlideShare show you in a few minutes, as you Microsoft SharePoint as a professional ticket system /.Service desk can insert.

Few organisations can get an overview of the own contracts with one click. It manage even small companies often a variety of contractual arrangements. In industries such as insurance companies or banks are contracts from the cornerstone of business model. An overview of essential contract information such as maturities or notice periods is of enormous importance, Contract risks, but also opportunities, to be able to realistically assess.

Often the real challenge lies in establishing a central contract management in the planning, Organization and change management (See also http://www.locatech-it.com/?p=1730 ). Is defined but the process, so is the technical implementation even without their own IT infrastructure with VM365 for Microsoft Office365 possible.

Based on the platform, Microsoft Office365 and the therefore provided SharePoint online-Platform is available with VM365 a professional solution available, the agreements covered not only the entire life cycle of all the company intuitive maps, but provides important evaluations and also very easily and with little effort on individual Requirements can be customized.

In addition to the actual contract documents, VM365 manages all information, they are relevant for a contract. A variety of possible contract attributes (as z.B. Discount conditions at supplier contracts or condition changes in season leases) have already been preconfigured, GGF. important additional information for your organization can be configured very fast. Changes to contracts or contract documents are automatically logged on the spot.

So is a complete contract file with all contract information, all contract documents and that of the entire operation history. In paper-based form the contract file would correspond to a folder in the filing cabinet, on its folder cover important details of the contract are found and contains also notes or the communication between the Contracting Parties in addition to the signed contract.

Contracts are generally subject to a design process, arise in the course of which many design documents and agreements z.B. by Email be taken. A lease, for example, goes through several stages with changes made by the Contracting Parties in the design phase, the other version is created. Then this final version must be filed on one in an editable version, facilitate subsequent substantive tests by text searches, and so that the Treaty can be used as a template for future contracts. On the other hand, must the legal, signed version in a central folder are kept, can be accessed quickly in the, even if it only, to make copies. VM365 supports all of these process steps, All document management features of the Office365 platform SharePoint online are available.

All steps of the life cycle of the contract are supported:

1. Creating different versions of a contract from design to valid final version
2. Coordination between contractors and processing of designs by various persons, Departments, Attorney or service provider
3. Define access rights to contract data (z.B. protected access to employment contracts) and make sure the correct access permissions. Who may see contracts, who can edit?
4. Filing of correspondence or E-mail traffic to the documents
5. Internal sign-off and approval of contracts
6. Headquarters, secure storage of the valid original Treaty signed in, GGF. Digitizing through scanning
7. Search and recovery of contracts
8. Evaluation and storage of the content of the treaties such, that z.B. Time-limits and risks be made comprehensible and controllable
9. Resubmissions and memories of important contractual dates

VM365 supports you in all business processes, in connection with the creation, Processing and analysis of contracts in an Organization Act:

Contracts mountains often untapped potential. VM365 allows you to extensive analyses, to answer questions like:

• In what percentage of cases are contracts filed several times in different departments (Original and copies)?
• How many percent of the persons involved in the Contract management-Process need to access for daily work on contracts of other departments?
• There are departmental / enterprise-wide arrangements for the storage and search of contracts?
• Are the turnaround for standard contracts known within the company?
• How much percent estimate the throughput times for contracts could be shortened in your company.
• Is that Contract management support in your Department with appropriate software?

Any connections between the covered contract information can be produced any evaluations. To determine potential for optimisation and cost savings.

Use VM365 as an active control instrument for contractual risks. For a variety of possible company- and business risks there are contractual arrangements. What happens in the event of a damage? How does the company with delivery from supplier? How are claims regulated by customers? An overall risk management helps in the overall assessment of risks, increases transparency and enables the predictability for example by provisions. Risk management is required not only for corporate governance, but with the risk assessment the basis for communication in the framework of business relations of the partners, Lenders and other stakeholders for the protection of business projects.

Avoid possible risks, which may result in incomplete contract management:

• Non-observance of the statutory provisions
• Unequal information booth / missing actuality
• Difficult to find contracts
• Content-related risks of contracts
• Loss of contracts/contract
• Failure of deadlines, Contract options, etc.
• Poor editing process
• Not always transparent authorisation / approval process
• High throughput times, No contract controlling
• Balance sheet- and revision security

Who may create contracts or see? Who approves treaties. In what versions exist contract documents, and which contract document is the valid original. You use VM365 to manage

• Access rights to contracts according to your organizational structure
• All contract stands in the form of comprehensible document versions

According to Microsoft standards is a fully functional document management system with a simple, configurable user management available.

Contracts may involve many departments of a company and edited by several people. Who has edited what contracts when, When contracts have been approved by who, what actions in the event of termination of the contract must - be often contract activities must be closely regulated and are subject to defined (and may be audited) Business processes. VMP365 you to manage these processes simply by:

• Configure a treaty- and Dokumentversionierung
• How to configure a notification- or approval workflow
• Configuring for contract-related fields, GGF. subject to specific target groups
• Configure more complex SharePoint Workflows

Contracts are often filed under valid legislation and picked only when cancellations or in case of dispute. Often contracts but contain information, that should be easy to find for an extended user group. A manager should keep any pending deadlines for contracts in the eye, Central contracts with special conditions can be interesting for the entire company or subsidiaries, etc. At the same time the accessing of confidential and protected contracts can be restricted. Set using the permission settings of VM365, which contracts for which persons are viewable or editable. Thanks to full-text indexing and allow privileged users to reports, quickly relevant contracts to identify and use. All information from all contracts are users - in the framework of assigned access rights - on push of a button available.

Price agreements with suppliers, Purchase orders and invoices are often managed with ERP systems. Contractual bonuses- or discount schemes are not often used, If a buyer does not have these at a glance or can quickly obtain. With VM365 you can all costs- manage and retrieve price agreements and z.B. also reminder set up, to compete with suppliers in new contract negotiations. If you define price lists according to a uniform scheme in the contract management, are also cross-supplier cost comparisons possible.

VM365 is provided through Microsoft Office365 and is available as a Web application available. These can be opened with any Internet browser, and presents itself in the form of the following or similar:

Use VM365 to manage the following basic information:

• Master contract (can be extended)
• Periods and notice periods
• Other contract deadlines
• Contract costs
• Contract documents
• Tasks
• Dates
• Notifications
• Access rights

The managed contract master data vary depending on the configuration and objective. After installation, the required fields can be easily configured and extended. the collection of master data via a contract mask with multiple tabs. In the management of real estate leases, the mask of a contract might look as follows:

Contractors are subject to a private contractor management, which in turn can get data for example from an Outlook contact list. It is also possible, to manage multiple contact persons per Contracting Party.

Capture a follow-up date for termination of the contract in addition to the terms, so is a constant overview of upcoming Künditungsstichtage available via the termination monitor.

A configurable Benachrichtigungssworkflow lets you automatically provide information by E-Mail, If you want to actively respond to possible changes at termination dates.

Full-text search you get at your fingertips interest contracts. Not only the agreement master data, but also the content of all contract documents are searched automatically, so contracts also for a content search to determine. Search results can be further restricted when large amounts of hits about the master data of the contract.

Analysis on the root of the contract are possible through pre-built or customized reports, for example, after Vertragsverantwortlichen, Follow-up appointments or contract status. These reports are freely configurable by non-technical users in minutes.

Also possible is a further analysis of all contracts for an Excel report.

Contract objects are the objects, Equipment or people/groups, Contracts may relate to the, for example, a passenger in a car lease agreement or a company with a corporate contract.

For contract objects, VM365 supports its own object administration

It is possible through the object management, to manage as many contracts to an object (for example, leases in an apartment building) but a contract to assign multiple objects or (for example, a mobile collection contract for all mobile phones used in the company).

VM365 a comprehensive contract management solution offers advantages:

• A complete overview of all contractual operations with security, to be able to act in good time and proactively.
• Complete overview of the risks resulting from contracts (and also opportunities - negotiations for new contracts).
• Considerable amount of time- and cost savings when you create, Manage, Archiving and retrieval of relevant contract information.
• Immediate deployment of Office365 - not your own technical infrastructure required.

Contact us, We also help set up Office365 and show you our contract management solution in a webcast. A short email to sales@locatech.com or a call under +49 231 9159650 is sufficient!

We use Office365 now since about 2 Years a. Some time ago we have decided, our document storage and our all internal communications so far it goes on Office365 to organize, and we have collected here once part of our experience with Office365 relating to:

• Document filing and Document management
• Email and communication
• Exchange of information with customers/partners
• Internal processes

Document storage and document management

At the beginning we have moved selectively Office365 processes, for example, we have our product documentation and our marketing materials SharePoint online filed. With a simple document library, We have reached versioning and a check - out, that at any time the latest status of the documentation in a central location was filed, that new edits and designs just for the editorial team were visible, and that at all times the history of documents was understandable. The immediate benefits compared to a drop of files with different file names, and a manual versioning were enormous, and actually the use of Office365 worth solely.

The offline Snychronisierung was not perfect. Although we have to realize these with SharePoint workspace, but this did not always quite reliable work and has occasionally caused the frustration of one or the other. But thanks to faster Internet connection (up-to-date 60 MBit download) and Office Web apps less and less as a problem presented this, because we could edit the documents online. The handling of the documents is but completely comfortable with the installation of Office2013 and Skydrive Pro. All documents are kept automatically in sync with a local folder, and this is the latest documentation on multiple devices. therefore even offline always up to date, be it on your Office PC, Laptop or Home Office.

E-Mail and communication

For E-Mail communication, we use still remains its own Exchange Server infrastructure, but started, parallel to use the cloud mailboxes provided with Office365. The first bulky login IDs were slightly awkward, in our case "benutzer@locatechonline.onmicrosoft.com". But since the conversion to its own domain, users can now Benutzer@locatech.org log on to Office365. To do this we had to create new user, a change of the Office365 account of benutzer@locatechonline.onmicrosoft.com-Konten was unfortunately not possible. With integrated single sign on, but always an automatic login on Office365 is possible, If everything is properly configured. This is a bit of work, but will be rewarded with high acceptance.

Tip: Right at the beginning of the Office365 use own domain request and convert. Here is, how that goes.

Was initially barely used the integrated into the Office365 Lync, more or less the company-internal Skype. But the benefits are enormous, and meanwhile, Lync is firmly integrated in the communication. When things need to be clarified quickly and spontaneously and one a would like to schedule any Conference, exchanged the info via Lync. Now we call internally about Lync and the opportunity, to divide a particular screen. But for the internal use of Lync is the commercial value in small companies but rather low. Here, Office365 scores as a result, that you can unlock Lync to the outside. Thus all external partners and clients are just as fast and easy accessible as the own staff and colleagues. The partner/customer uses so even Office365 or has a Lync Server, so, cross-company project teams can work together very comfortable. Now we wait on the conclusion of the Skype integration, so that all Skype- and easy Lync users in a large network can communicate and collaborate.

Tip: Enable the Lync-Federation in the Lync online control panel. This means that all external Lync are- and soon even Skype users can be reached.

Outlook integration Lync is also helpful. So you not only see, which users are online right now or not, but all conversations conducted via Lync are also automatically stored in Outlook as "Recorded conversations".

 

Exchange of information with customers/partners

Classic is still a large part of the information- and document exchange with customers and partners via email, with all of the problems associated, If these documents are still modified and edited. In the meantime, the possibility but in Office365, Web pages, Unlock libraries or documents for external, without having these registered (and licensed) Office365 users are. We have found, that you start very quickly with some transition energy, To provide documents in Office365 and then involved a document link in an e-mail message to inform. With Office 2013 is releasing on SharePoint online even easier and more convenient and works now properly "about".

Internal processes

With very little effort, processes can, that were classically depicted by Excel and/or E-Mail, Configure a SharePoint Portal. We do now for our internal project management, Time recording, Customer relationship management, Documentation management, Product management etc. Alone by setting up a central list of projects we have realized already a project management in its simplest form: with responsibilities, Acquisition- and edit forms, Evaluations, E-Mail notifications, Excel/Outlook integration etc. Of course, this form of project management for complex projects is suitable. But if you have previously managed projects in an Excel list and after a quick productivity search, realize a functioning project management solution with SharePoint online templates and an hour of SharePoint expertise.

Tip: Check the processes, You manage in Excel, and migrate Excel list with the SharePoint import to SharePoint online. Creating a SharePoint list is almost as easy as creating columns in an Excel spreadsheet I corresponding columns. These columns have then already built-in functions and recognize users logged-in, allow a comfortable date picker, etc.. Within minutes, a process tool with forms is from an Excel spreadsheet, Notification Workflow and reporting.

After implementation of the described here points, we are basically in a position, to give more or less on your own server. So do not succeed certainly, because whatever specific applications need to run or - as is the case with Office365 customers such as architects and real estate agents - many very large files/documents to be processed. In any case, Office365 allows a huge productivity gain may be especially for smaller companies, not to mention the cost. Not only we save ourselves a proper server infrastructure, but also the many hours of support- and administration work for setting up, Operation, Patches and backup.

 

In addition to the department- structures project teams in companies are becoming increasingly important. Especially, tools for project management and project control are necessary to effectively simplify project management and control. Unfortunately, there is no uniform Project management: also the project management processes are as varied as the tools available. There is also not the Central norm for project management, a variety of national DIN- and international ISO standards abound in this area (CF.. z.B. http://www.gpm-InfoCenter.de/).

The central objective remains the same but: How to reach your project goals as a project manager under optimum use of available staff and resources to defined milestones and dates? This article presents a solution approach, It combines the possibilities of more complex project management systems with easy customization options.

A variety of project management tools and specialized software products are competing for the favor of enterprise customers, while at the same time project managers often manage with the probably most widely used project management tool- Microsoft Excel. In addition to established manufacturers such as Oracle, Microsoft and SAP offer many more companies specialized project management software, and also a number of freely available open source software such as, for example, "project open" (http://ww.project-open.com) suitable for many project management-Requirements. However, the market is confusing, the summaries of the Computer week 2011 or Computer week 2013 only a small segment of the more established manufacturers to introduce.

Excel as a purpose weapon already enormously simplifies project management, but it is problematic, If you want to share project information in the team or central update. However, comprehensive project management solutions such as, for example, Microsoft Project Server require accurate planning and usually undergo a more complicated introduction process, because either the products need to be adapted to your request processes or your business processes and thus your project working methods must be adapted to a new product.

Microsoft SharePoint solution as a project management tool?

If you already Microsoft SharePoint use and may be used as strategic platform in your organization, are you easy ways to, to take advantage of the functionality of Microsoft Excel in the team and to add opportunities for collaboration in the project team. In the simplest case, take over an existing Excel-based project management as a central SharePoint list and have immediate benefits through a central synchronization, Team access, an automatic versioning and standard forms to create and edit project information.

Want to implement but a more comprehensive project management for SharePoint, as with PMOffice365 a complete project management solution for Microsoft SharePoint. PMOffice365 is supported for the platforms Microsoft Office 365, SharePoint 2013, SharePoint 2010 and SharePoint Foundation and provides comprehensive project management functionality in the areas of:

• Project management
• Team organization
• Document management
• Project controlling
• Project reporting
• Risk management
• Process management
• Interface management

In the foreground is a uniform structure of projects, Partial projects, Project tasks/requirements, and project teams. For each of the objects of this structure is a variety of project-typical attribute fields available, facilitate a direct commissioning without adjustment. You can add more attributes according to your individual requirements or hide also not desired attributes and adjust to the available masks--simple configuration settings. Also, you can customize the terms used in your language.

User interface in the Web browser

For maps, Dynamic list views available are evaluations and reports, similar to Microsoft Excel sort is, can filter or group.

All direct functions of PMOffice365 are accessible via a Web browser. Edit the different project information in clear masks with tab titles, as for example, when creating a project:

These masks can be extensively configured, many project information management remains open at all times. Depending on the setting, certain riders are available only selected user groups available, so that you can manage, for example, project budgets as project manager, While members of your project team can see only the project basic information.

Detailed project information

After the project with the corresponding projects of part of and a project team is created, can the individual tasks or. Add requirements, Defining dependencies between tasks and teams or. assign individual employees. For the management of the project team itself is its own function module available, and the added project contacts can synchronize directly with Microsoft Outlook.

In the tab Project requirements all currently for the project defined requirements or tasks appear and can be edited directly from the mask or supplemented with new requests/tasks:

Tasks by their very nature are more complex and require a downstream processing with possibly multiple stakeholders, so the tasks for forwarding to a ticket system such as z.B can be. LTRS – http://www.locatech-it.com/losungen-leistungen/ltrs-ticketsystem-servicedesk-microsoft-sharepoint/ enable.

Project document management

A tab Project documents upload any project documents, and assign the current project. This is possible also a classification of the document type for later analysis or automated workflows. Also, an automatic versioning of documents is carried out., If you upload newer versions of a document. Even a direct processing of the documents in the PMOffice365 is possible, so that you can configure a central creation and management of all project documents. In this case, a collaboration on the documents in the team is possible, by a documents- and be checked out or by certain types of document feedback- or approval workflows are enabled.

Project team and project staff

For the management of project teams and project staff is a separate module available.

The addition of project team members to project teams, enter the percentage allocation. Over the employee information you have an overview of the percentage utilization of the person at any time distributed across all project teams:

A possible overload of the employee is immediately recognizable and can be avoided by redistributing the tasks possible.

Monitoring, Project controlling, Budget management

Project costs are incurred costs not only through the use of staff in a project, as well as other costs, the z.B. caused by external assignments of project work or costs of infrastructure use. The tab project cost capture and manage all types of project costs and can assign these different types of costs or cost centers.

The accrued costs can be an evaluation - even across multiple projects - as report provides or provided other applications. Manage project costs for example in your ERP system, so it can be passed via a Web service at PMOffice365, so a central charging only at one point must be made. On the tab Project management see immediately, whether the project budget has already been exhausted and how much budget remains.

Risk management

The integrated risk-management module allows the capture and project risk assessment and risk monitoring logging z.B. by project audit. Audit documents can be hung here central to the project. Also the history of the RIS management including the evolving risk assessments is understandable due to the risk history.

Project reporting

PMOffice365 offers comprehensive reporting functions, She both central preconfigured as individual by individual users for their own purposes can be established. Typical evaluations include:

• Cross-project evaluations of project budgets and project workloads
• Evaluation pending resubmissions/project tasks
• Gannt evaluation on the course of the project with the Gantt Web part

 

• Evaluations by project status, Project team or project manager

 

All evaluations can an Excel form- or access query outside of a further analyzed or passed on to third parties.

Full-text searches

With the help of the automatic full text indexing is a search function available, to search not only for specific information from the project administration, but also make transparent information from project documents. So is a Document management already integrated into the standard full-text search feature.

Process management and project workflows

Configurable workflows, you can direct individual structure objects automatically through a defined process of information processing. In the simplest case, this is a feedback- or approval workflow, for example, for a project as a whole, for individual project tasks, for project costs and project documents. You configure comfortably via automated pure Informationsworkflows Email-Notifications.

Interface management

Usually run master data such as for example the employee data to a central directory or cost information in an existing ERP system. Depending on needs to be determined from existing enterprise systems, What information PMOffice365 from another "leading" system provided. Alternatively PMOffice365 can for example planned project costs an ERP system as a source of information to provide. Here possible combinations are generally not directly configurable. However, Microsoft SharePoint offers complete prepared Web services and data interfaces, to process data in other systems to share or even data from third-party systems. Integration with existing systems is possible therefore usually without much effort.

A direct processing of PMOffice365 information in Microsoft Office products (Excel, Access, Outlook, Word) is already possible in the standard without adjustment.

Conclusion

In the combination of Microsoft SharePoint as a universal platform and PMOffice365 as a specialized project management solution to provide all functions, needed for an advanced project management. Not available in the standard functions can be added through configuration, also you can hide unused areas. Also integrate into an existing infrastructure with other internal systems is easily possible.

Therefore PMOffice365 is a very good alternative to a "project management by Excel" and also to very complex project management solutions with complex implementation processes. Basically, also a project portfolio management can be realized in this way.

How to contact with and further steps

Please contact us in connection, the product know to learn and test. We are looking forward to the personal How to contact with and introduce you to the product, with a calculation of costs.

Your contact persons: Rudolf Vehring and Dirk Löhn

Locatech IT solutions GmbH, Bar Opera str. 239 b, 44227 Dortmund

Tel: +49 231 9159650

Email: sales@locatech.com

Web: http://www.locatech.com

Plant: Managed project management fields in the standard PMOffice365 (Configure- and expandable)

Project based data

• Project title
• Project No..
• Description of the project
• Project objectives
• Project risks
• Project activities
• Project Manager
• Project Manager Deputy
• Project Manager Deputy: Phone
• Project Manager Deputy: Email
• Project Manager: Phone
• Project Manager: Email
• Project start
• Project end
• Project days set (planned)
• Project days (booked)
• Project status
• Client
• Client: Contact
• Client: Contact person telephone
• Client: Contact person email
• Contact Deputy
• Partial projects
• Project notes
• Project requests/tasks

Risk management

• Risk monitoring by
• Final audit on
• Audit report

Project controlling

• Project costs
• Project costs total
• Project budget
• Project provisions
• Other project costs
• Project budget (Available)

We provide SharePoint /.Office365-Introductions often fixed, that non-technical users little or have no idea of, as SharePoint /.Office365 simple and effective can incorporate into their work processes. We have designed so an introductory workshop, He puts you in a position for non-technical users, fast and practical to use the features provided.

We here provide the training materials available:

The topics are treated:

• Work in the team workspace / Team Web site
• Centrally manage Excel spreadsheets and forms
• Own management list / Custom lists
• Working with Central contacts or team calendars – Outlook integration
• Manage documents, create, drop
• Dokumentversionierung
• Customize Web pages to your own needs
• Views, Evaluations
• Use the full-text search, Retrieval of data and documents
• Graphical evaluations – Charts
• Notifications and workflows
• Acquisition of data from other systems or own Excel lists
• WIKI functions
• User management/permissions and access control

The functions are largely identical in a company's SharePoint installation or Office365 environment. Accordingly, the training also for Office365 users or those suitable, you want it.

Are looking for an IT consulting firm, that uses a solid and future-oriented business model opportunities, the through the development of Enterprise 2.0-Solutions and Cloud computing result?

If you are interested in one of the following activities, Please read on:

• Software developer with experience in c# and ASP.NET SharePoint programming

• SharePoint expert/consultant for implementing SharePoint projects and customer support

• JavaScript/Web UI expert in free cooperation

We are looking for employees, She likes at the interface between the organizational Requirements the companies on the one hand, and the technical implementation of future-oriented solutions on the other hand work. People, that can also communicate with non-technical customers and who are at the same time, skills and competences in modern software development. Staff, they not only with mind, but also with heart and enthusiasm to implement solutions in the interest of our customers.

We offer you a Workplace 2.0. Our philosophy of cooperation is characterized by sharing knowledge and continuous learning. You will find no classical hierarchy and no fixed working hours or locations with us. You work project-oriented, Usually in our Office, but also remote from the Home Office and occasionally in missions at the customer's site. You sustainably contribute to the project- and corporate success with and enjoying appropriate freedom to design your work. We are convinced, that such an environment is essential, to as Knowledge workers to be able to be productive.

Our goal is a balance between concentrated work on the one hand and on the other hand a creative and communicative atmosphere. We consider also no clear border between internal and external. As a freelancer or partner companies, you are welcome as well as employees in permanent. If you feel after reviewing our corporate website, Profile and skills fit with our company, We appreciate hearing from you.

Note for recruitment agencies/recruiters: We are looking for the direct How to contact with to employees and ask, to refrain from contacts!

We are seeking employees for the following activities. Please send your application documents, Project references, Profile, Curriculum vitae or other informative documents on your person in electronic form on arbeitsplatz20@locatech.com:

Software developer with experience in c# and ASP.NET SharePoint programming

You want to develop future-oriented process solutions in a SharePoint expert team for our clients or develop our SharePoint products. Even if you are not yet using SharePoint programming familiar, but to have a solid basic knowledge in Windows Server programming using c# and ASP.NET, are welcome. And if you the programming of WebParts, Event receivers or timer jobs for SharePoint is not uncharted territory for you, the better. A dedicated staff with analytical mind is important to us, is ready, to work quickly in new areas and the fun has, Process solutions for our customers to develop and expand.

SharePoint expert/consultant for implementing SharePoint projects and customer support

JavaScript/Web UI expert in free cooperation

Often SharePoint projects require Email-Notifications. Just when processes in SharePoint to be mapped, they were previously organized by emailing, facilitate the transition to a SharePoint-based process automated notification workflows. The default notifications in SharePoint, the so-called alerts, represent an easy way, to be automatically informed of changes in a SharePoint list to make. Are Requirements specific, This approach but not enough, because often certain conditions apply for sending E-Mail.

In very specific cases, of course, a complex can notification workflow to the example with SharePoint Designer oder anderen Workflow-Werkzeugen wie Nintex be configured. Configuring specialized Add-Ons, however, is easier, like the SharePoint Alert Reminder Boost-AddOn. Here we introduce the function more closely. Basically he has reminder Web part alert two components in the form of workflow templates for SharePoint lists:

• SharePointBoost Alert: enables event-driven notifications,  If list items added, have been changed or deleted.
• SharePointBoost Reminder: timed send notifications based on individual conditions and patterns, to remind user tasks, or appointments.

Just time-controlled sending of notifications is possible in the SharePoint default not readily and represents an interesting extension. Similarly, after the installation, you get two new workflow templates:

They can also choose like any other SharePoint list workflow and configure. The configuration of the different notification scenarios then via easy-to-manage alert profiles.

Example: Customizing and extending E-Mail notifications

Based on an SharePoint ticket system or desks notifications should be sent depending on the process definition automatically. The creator of a ticket should automatically receive a notification with a ticket number after submitting a service request, the support team should be informed by E-Mail about receiving a new ticket or tickets with a high priority on a certain group of persons should be escalated in individual cases. Also later more workflow can be defined simply. The alert reminder WebPart can be done with this law simply.

Email ticket number on ticket creator

The ticket creator should receive each adapted personalized emailing in HTML format status changes of a ticket created by him.  The first E-Mail will receive the creator immediately after creating a ticket. To do this, first set a new alert (Alert) on. It is also possible, To send alerts as SMS. Here is a further configuration of the SharePoint Server connected to an appropriate service provider condition:

Then set, When the notification should be:

Up here, the configuration is identical to the configuration of the standard SharePoint notification. With the alert can reminder boost AddOn now but very comprehensively configure the conditions for sending E-Mail.

In our case we set as a condition, "that a list box"Ticket Status"value"(0) New ticket"must have, so the condition is met. The notation using square brackets, you specify a user-defined list field, that should satisfy the condition. All SharePoint data type/box types are supported in principle as follows:

Also supports so-called 'global' column for the current time alert reminder boost AddOn (Now) or the current day (Today). As comparison operators are available:

So you are with a simple formula language capable of, almost unlimited conditions to evaluate.

Configuring notification emails

The contents of the email to be sent can be easy to configure in a well arranged Editor. Back to a simple bracket notation to select fields, for example, in our case the field [LTRS_Ersteller], to send an email to the author of the ticket list item.

Sending of notification

Similar to the default configuration of SharePoint notifications set the date of sending and adjust, If notifications immediately, be sent once a day or once a week combined:

 

 

Scheduled sending E-Mails with the SharePoint reminder

It will be exciting when the timing, them with the reminder WebPart, that cannot be configured in SharePoint and similar works such as for recurring appointments in Outlook.

 

Conditional shipping

Also can be extensively configured, Conditions under which notifications will be sent. Already in the SharePoint default notifications can be sent, If change entries in a specified list view. In the reminder Web part you can in addition conditions with a condition Editor to configure and to distributing the content of certain field values depending on.

 

Conclusion

The SharePointBoost alert reminder WebPart is thought through, powerful and very easy to install and configure. Thus it represents the preferred solution, If the default notification capabilities of SharePoint are not sufficient and would put no effort, in an individual development. The notification WebPart offers advantages even compared to a quite easy configurable SharePoint Designer workflow, developed as a small notification workflow, must be tested and maintained.

Information about the provider/manufacturer

We have even in projects, comprehensive Benachrichtigungsworkflows programmed or configured and met various AddOns. SharePointBoost solution represents the best ever, We have worked with the. For this reason the Locatech IT solutions GmbH has become partner of SharePointBoost. We sell and support the SharePointBoost products in German-speaking countries, less than resellers, as rather whenever, If used in the framework of a customer project or installation seems useful to us.

Shopping/testing

Due to the favourable prices from 200,- Euro (until 50 User) to ca. 600Euroo (Server license) is a very interesting alternative to own workflow configurations or-Programmierungen reminder WebPart the SharePointBoost alert. There is also the free upgrades to SharePoint 2013 already now to ensure. You can use one Download free trial of SharePointBoost reminder alert WebParts here or directly purchase a license from our online shop. Like our team is also call you +49 231 9159650 available.

Again, it's suddenly Christmas, and again the year is. Again it is felt in the last few weeks has become much more hectic, and again, we can't make it, us all customers and partners personally for the excellent cooperation and the good talks to say thank you. It was a good year, as for most companies especially in the IT environment, and we have – In addition to the establishment of our products – a variety of interesting projects implemented. Now we want to enjoy a few quiet days and wish you a calm and peaceful end of the year and of course a recovered and good start in the new year!

Between the holidays, catch us on 27. and 28.12. And from the 2.1. We're back with even reduced team for you. From the 7.1.2013 also we are complete again and with dynamism and full strength available.

2013 We expect an increased demand for Office365-Consulting and solutions, as well as an increased use of “Social media” in companies. You want a part of your business- or communications transmitted in a secure cloud solution, We would be the ways you like by Office365 introduce and assist in the implementation. Also, we prepare our products for operation into the Office365 cloud. With the avalanche of Microsoft-We expect also the first changes on SharePoint product updates 2013 and available with a professional team at your disposal, to master the transition and to take advantage of the new opportunities.

A not entirely new post shows interesting way, as the Christmas story in the times of social media, Google, Facebook and co. run would be. How we find a things to do Video.

Enjoy the quiet days, Perhaps a White Christmas and maybe even again deliberately is a “Offline time”. We look forward to a continuation of the great cooperation in the coming year, and on many exciting projects and collaboration around the theme Enterprise 2.0.

Your team of the Locatech IT solutions

An analysis of the internal company stands before the introduction of such desks or ticket system Requirements. Although many functions of a ticket system can be standardized, are usually existing processes in your own organization to take into account, GGF. should be connected to third-party systems, possibly several internal support departments should a new, use unified system, short: the requirements should be collected, before you consider a software product in the shortlisted.

Ticket features

• Process file: All emails and information and communications to a ticket must be automatically structured and clearly visible under the respective ticket number.
• Files and documents, as z.B. PDF documents, you want to assign to a ticket.
• The system allows to carry out at any time, who has made what changes/additions to a ticket when (History/versioning). Earlier of a ticket can viewed and if necessary. be restored.
• Printing out a ticket including ticket communications
• Resolves an issue from a ticket, so should the solution be marked and highlighted can.
• Link related tickets via comfortable search function
• Ticket master tickets/summary – Multiple tickets can be assigned to a parent master ticket
• Zusammenführen (Merge) several related tickets to a ticket
• Typical functions like assigning tickets to agents or accept a ticket be carried out quickly with few clicks
• Once closed tickets can be opened again
• External customers a customer portal will be made available, the form-based capturing new tickets and can currently in edit existing tickets to see with the status.
• Right write function
• Expense management/time tracking: The time required for processing a ticket should be recorded and evaluated can
• Error messages from other IT systems (Software or hardware) should tickets be cast automatically - based on the supplied information will it be possible, Auto-mapping to make (z.B. Priority, Editor)

Operation and interface

• Tickets should be about Web forms created and edited.
• Users will automatically be recognized by the system (Single-sign-on)
• The operation will be simple and intuitive, so that no comprehensive user training required
• Ticket creator a customizable Web form for the collection of tickets to be made available
• Ticket agents can buy tickets form based comprehensively capture (z.B. in a phone call to the support
• Personalized home pages available are for ticket creator and ticket agent
  • Ticket creator see "their" tickets along with their current status
  • Ticket agents see tickets assigned to you (their "queue") and a list of new, Unassigned tickets
• All popular Web browsers to be supported, so no installations are required
• Incoming calls on central support number should be collected as in the ticket system ticket.
• Multilingualism: What language versions to the ticket system support (z.B. German/French/Italian for support service providers in the Switzerland)
• Mobile devices (Smartphone/Tablet) are supported

E-Mail integration

• Automatic creation of a ticket when email arrives at a central support email address
• Customer receives automatic notification, that request is received and will be processed, incl. a ticket number
• Automatic Email-Notifications upon receipt of tickets, Acceptance by a processor, Solutions and closing of tickets.
• Collect the E-Mail communication to a ticket in a total ticket operation
• Questions of the customer/ticket creator by E-Mail are possible and are automatically mapped to the respective ticket
• Automatic detection/mapping of E-Mail senders to lookup information (Phone number, Service level...)
• The proper agent is informed automatically incoming replies by the customer
• Support multiple post input trays (Support1@firma.com, Support2@firma.com …)
• External customers should use the ticket system email.
• Reminders for upcoming expiration dates

Ticket fields/attributes

The ticket system is to provide a set of fields for the acquisition and structuring, as well as the subsequent evaluation. This is important to ensure, that on the one hand are enough boxes available, to run later meaningful evaluations, on the other hand the number of fields is not too big, Since this increases the data entry effort and can represent also an additional entry hurdle.:

Workflow/notifications

• Automatic notifications from support staff at ticket entrance, Assignment, Questions etc. The relevant texts should be configurable.
• The reporter or editor will be informed by E-Mail about changes in the ticket.
• New questions/tickets can be assigned to a staff comfortable
• Closes a ticket, so must be possible, This later if necessary to reopen.
• Editors should see any tickets, can edit and apply
• It should allow an escalation function, Ggf tickets. automatically be forwarded to an escalation level, If certain conditions are met (z.B. "Settlement to" expired date, no response within the agreed response time...)
• Follow-up function
• Cooperation in the support team
  • Automatic notification of all support- Staff for new tickets
  • Concise display, what tickets are assigned to which agents
  • At any time traceability, What was edited by whom when a ticket

Search/research and analysis/reporting

The system is intended to provide easy-to-configure evaluations and reports, z.B.

• Tickets can be purchased by any parameters such as z.B. Customer, Editor, Searchable category or keywords
• Full-text search
• Search for tickets to certain customers
• Search for covered fields/categories
• Searchability of filed documents
• Tickets, you are assigned to the current editor
• Tickets by category
• Tickets to status
• Average response times
• Relationship of open to being edited tickets
• Edited tickets per customer
• Graphical evaluations (Bar/pie charts) -configurable
• Controlling evaluations (z.B. for further calculation performance)
• Knowledge Base/WIKI: the system can used base knowledge, Alternatively a new Knowledgebase article can be constructed from tickets simply
• The ticket system must have KPIs. Z.B. How many tickets can be solved per day/week/month, closed tickets vs. Open tickets, identify peaks, …
• Should be possible to sort by multiple criteria, GGF. also multiple levels. For example, you to can see at a glance, which customer has open what tickets, which are strongly, When they were created and when they are to solve.
• Export of ticket statistics for external evaluations

Permissions and roles of people

• Simple permission control
• User login accounts are managed centrally via the Active Directory. The system will use this login (Single-sign-on).
• Groups of users (possible "Reporter") are actively managed in Active Directory. The system recognizes this assignment and assigns permissions system (Creating tickets, Display an individual overview page "My tickets").
• An editor can see all tickets / edit.
• For reporting will observe any. set a group of evaluated.
• The system is designed also by external users (Customers) can be used by E-Mail

 

Interfaces

• Tickets to can be imported as simply as possible from other systems (Excel import)
• Tickets to can be exported easily to outsiders (full export of tickets with all ticket communications)
• Customer relationship management:
  Customer data should be recorded in the system and managed- These data to a third-party system such as an ERP system are alternative, SAP or Dynamics CRM manages and should automatically be in the ticket system available
• Telephony support:
  • Comfortable fast entry of incoming phone support incidents
  • Automatic ticket creation for left voice messages

Adaptability/configurability

• Own evaluations have can easily be created
• The entry page for ticket agents or ticket creator must be easily customizable
• Catalogs/categories/master data can be maintained simply in one place
• Company-internal fields/attributes can be added easily
• The labels for tickets and fields should be administratively customizable
• Defining your own workflows should be possible
• Forms for the collection of the ticket should be easily adaptable
• Made adjustments must be preserved during updates

Comments

Not all of these requirements are essential requirements, may your core requirements are not as comprehensive. When assembling the requirements you should gather very aware not all wishes from all internal surveys, but this prefilter and prioritize suitable. Just to keep the chance, with a standard product to cover all important requirements. If you try, all possible wishes and requirements into account, can afford probably none of the standard products this. All ticket system products probably do not cover the requirements 100 Percent off. Have defined your requirements, can decide very quickly during a product demonstration, whether the necessary cover is given.

In this context, also the adaptability of the system WINS great importance. What effort is expected, If certain, not yet of the investigated product features provided to be configured or programmed must.

Advertising block

A small block of advertising is permitted. Of course, we are pleased, If we can assist you in selecting a ticket system. We offer LTRS/SharePoint an own product as a ticket system/service desk at. On the basis of Microsoft SharePoint is LTRS a standardized solution for the processing of requests and tickets and at the same time highly configurable. You will find more information here.