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  • Here you find the answers to the most frequently asked questions about our products and solutions

FAQs Portal Systems

These FAQs provide answers to questions that are frequently asked by interested parties and customers. The list does not claim to be complete and is regularly updated and extended.

If your question is not included or the existing answer is not sufficient, please contact us. We always welcome the opportunity for a personal conversation!

General topics

ECM stands for Enterprise Content Management. “Enterprise content management encompasses the technologies for capturing, managing, storing, preserving, and delivering content and documents to support organizational processes.” Definition by the international industry association AIIM (Association for Intelligent Information Management).


Shareflex works with Microsoft SharePoint 2016 and 2019 or Office 365 / SharePoint Online. Thus different scenarios are possible: on-premises, azure-based in the cloud or hybrid models.

Shareflex extends your SharePoint infrastructure and makes it more user-friendly and flexible. With our ready2go business applications (Shareflex Solutions) or individual solutions based on the Shareflex Platform , you get extremely secure and efficient tools for digitizing your business processes.

The Shareflex Solutions are our ready2go solutions for contract, quality and audit management as well as invoice processing. Shareflex Templates are solutions for smaller applications, mostly developed in projects. These include, for example, the fleet or meeting management. Shareflex Extensions are complementary components for our solutions, such as Outlook integration or PDF generation. All our solutions are based on Shareflex Platform, the Business Application Platform by Portal Systems. It provides the infrastructure and background processes for the software.

Shareflex sensibly extends SharePoint and maximizes its usability. Thus, Shareflex turns SharePoint into a platform for business applications.

Shareflex can generally be configured without explicit coding knowledge.

Not mandatory. You can host Shareflex on-premises on your own servers. External solutions are also possible, for example based on Microsoft Azure.

All our Shareflex Solutions are based on the Shareflex Platform. If you use one of our product solutions, the functions of Shareflex Platform are already available to you. However, in order to configure your own solutions with Shareflex, you need an additional license. We will be happy to inform you about the exact requirements and conditions in a personal conversation!

Basically: Yes! The Shareflex Platform is now fit for Office 365. And for our contract management Shareflex® Contract we can already provide a fully functional solution based on Office 365 / SharePoint Online. Corresponding solutions for our other ready2go business applications are under development and some initial projects are already being planned. If you are interested, please contact us, we are currently looking for further interested parties for pilot projects.

Yes, provided the appropriate SharePoint infrastructure and hosting model are in place.

Basically, all conceivable applications for business processes can be configured with Shareflex. We offer you pre-configured solutions for contract and audit management, administration and control of QM documents as well as invoice processing. We also provide project solutions for fleet, meeting and project management as well as digital personnel files. All these solutions can be easily adapted to the specific requirements of your company. And using Shareflex Platform, the list can be extended almost arbitrarily.

Employees of Portal Systems AG

Any questions? We will be happy to support you!

 Phone +49 40 226040 12

The Chilehaus in Hamburg hosts the headquarters of Portal Systems AG