A DMS for dispersed teams
A SharePoint intranet and document management system for CitNOW, with data migrated from the old setup so teams can find and co-author work, and a smooth migration.
SharePoint document management
A document management system inside SharePoint.
We configure SharePoint as a full document management system, with structured libraries, metadata, approval workflows, version control and retention covering the whole life of a document. You get the control a regulator or auditor expects without buying a separate product.
2 to 4 weeks
for a simple Power Automate flow, such as a document approval
20+ years
of SharePoint experience
1 working day
to respond to your enquiry
The problem
Why documents get out of control.
- 1
Versions everywhere
People work from copies saved in folders, email and desktops.
- 2
Approvals on paper or email
Reviews and sign offs leave no reliable record.
- 3
Retention left to chance
Documents are kept too long or deleted too soon.
What it does
A full document lifecycle inside SharePoint.
We configure SharePoint as a document management system, with no separate product to buy.
Organise
Structured libraries and metadata.
Libraries, content types and metadata make documents easy to find and file consistently.
- Structured libraries
- Metadata and content types
- Automatic tagging with the Metadata Manager
Approve
Approval workflows in Power Automate.
Approval, review and archiving workflows route documents to the right people and record every step.
- Approvals and reviews
- Archiving workflows
- Every step recorded
Govern
Version control, audit and retention.
Access controls, audit trails and retention rules match the legal and industry standards you work to.
- Version control
- Audit trails
- Retention with Microsoft Purview
How we work
How a document management project runs.
01
Discovery
We look at how documents are created, reviewed, approved and stored today, and the legal and industry rules you need to meet.
02
Design
Library structure, metadata, content types, permissions and retention rules, agreed with you before we build.
03
Build
We configure the libraries, metadata and access controls, build the approval and review workflows in Power Automate and set up retention.
04
Train
Training for document owners and site owners on filing, approvals and versions, so the structure is used as intended.
05
Go live
Documents move into the new structure, we support people through the first weeks and hand over to your team.
Built on Microsoft 365
Built in the SharePoint you already have.
SharePoint is part of your Microsoft 365 licences, so there is no separate document management product to buy.
Part of Microsoft 365
No separate product licence needed.
Compliance built in
Controls configured to the standards you work to.
Your documents moved in
We migrate from file shares, older SharePoint or another system.
Owners trained
Document and site owners learn filing, approvals and versions.
Case studies
Case studies we have delivered.
Read the CitNOW case study
Governed with retention labels
Shelter moved to modern SharePoint, mostly out of the box, with retention labels and policies keeping content governed.
Structured by business function
Praxis moved its file server into Teams and SharePoint, with a Team per business function, cleansed data, versioning and co-authoring.
Client feedback
What it is like to work with us.
“ThinkShare were a delight to work with and supported us every step of the way with great client service and strong technical expertise.”
“The migration went very smoothly, and our new intranet ensures our data is secure and easily accessible.”
Related services
Services that sit around your DMS.
A document management system touches metadata, automation, compliance and migration. These are the pieces we usually deliver alongside it.
Document management in SharePoint Online
Libraries, co-authoring and version control for everyday document work across your teams.
Contextual Metadata Manager
Our tool that stamps metadata on files automatically, based on folder location and your taxonomy.
Power Automate
Approvals, reviews and archiving automated with Power Automate flows.
Microsoft Purview
Retention labels, file plans and records management for documents with legal or regulatory weight.
Regulated organisations
Document management designed around FCA, CQC, ISO 27001 and other frameworks.
SharePoint migration
Moving documents from file shares, older SharePoint or another DMS, with the structure sorted on the way.
FAQ
Frequently asked questions.
Can SharePoint replace a dedicated document management system?
For a lot of organisations, yes. With structured libraries, metadata, workflows, version control, audit trails and retention, SharePoint covers the full document lifecycle and is already part of your Microsoft 365 licences.
How are approvals handled?
We build approval, review and archiving workflows in Power Automate, so documents go to the right people and every step is recorded.
How do you meet compliance requirements?
Access controls, audit trails and retention rules are configured to match the legal and industry standards you work to, with Microsoft Purview used for records management where needed.
Can you move our existing documents in?
Yes. We migrate from file shares, older SharePoint or another system and apply the new structure and metadata as part of the move.
Talk to our SharePoint team.
Tell us what you are working on and we will come back to you within one working day to arrange a call.