• Businesswoman looking at business statistics as a symbol for Enterprise Content Management with Shareflex ECM Online and Microsoft 365.
  • Business woman on a cloud views business data from cloud ECM or document management system.

Modern, cloud-based ECM and Document Management for Microsoft 365

Shareflex ECM Online is a holistic solution for document management (DMS) and enterprise content management (ECM). The solution is based on SharePoint Online and extends Microsoft 365 (formerly Office 365) to a platform for cloud-based business applications. Shareflex consistently relies on the Microsoft Content Services integrated in Microsoft 365.

„I am fully convinced of Microsoft 365 / Office 365 and our corporate group benefits from this high-performance platform for information management. With Shareflex ECM Online we have a flexible and efficient ECM and document management system that integrates seamlessly with Office 365. I am thrilled by the very user-friendly interfaces (Modern UI technology) and the easily configurable workflows.“

Shareflex ECM Online

Modern Enterprise Content Management based on SharePoint Online

In combination with Microsoft 365, Shareflex ECM Online provides all functions and tools required for a professional, cloud-based Enterprise Content Management (ECM) system. This includes file plans, Outlook and Office integration, full-text and metadata search, template management, as well as ad-hoc or process workflows. Additionally, our product suite includes a whole range of ready-made business solutions. Interfaces to ERP and LOB systems complement the offer.

(Almost) no limits and maximum security

Apart from Microsoft Office 365, no other IT infrastructure is required for the operation of Shareflex ECM Online. This is because Shareflex is a dedicated SharePoint Online application, with all the advantages of a modern cloud architecture. And in contrast to SharePoint On-Premises, there are also (almost) no capacity limits anymore (see box).

Furthermore, it is guaranteed that all data and documents captured with Shareflex ECM Online are stored exclusively in your Office 365 environment and thus “don’t leave the house”. Thus, Shareflex already meets all requirements for data protection and IT security in the standard version.

Document Management 4.0 – Shareflex® ECM Online Business Applications

Digital business applications are more functional than pure file solutions. Some examples of such business applications are contract management, incoming invoice processing or document control for quality management. These solutions are characterised by ready-made user interfaces, logics and processes and can be individually adapted to the technical conditions of the different business areas at any time.

The requirements for these cloud-based business applications are usually quite complex and often include all disciplines of an ECM system. These include, for example, file management, processes and workflows, authorisation management, ERP connection & services or audit-proof archiving.

Three file folders

Digital Files

Customer and supplier files, order and purchase order files, personnel, project and legal files and many more

gear and document

Document Management

Shared editing, Versioning, Permissions, Multi-format viewer, Favourites, Office integration, Meta data and full-text search



Audit-proof archiving with Microsoft 365 and SharePoint Online

process diagram


Rule-based and ad-hoc workflows, graphical workflow designer

fountain pen tip


Capturing, document generation and digital signature

bi-directional arrow

ERP integration

Standardised interfaces to SAP, S4/Hana, Microsoft Dynamics 365, FO, BC, Salesforce and many more

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A variety of options for integrating reporting tools like Power BI or Lightning Tools

Mobile and text bubble

AI and mobile working

Project Cortex; SharePoint Syntex

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Standard Business Solutions

Contract and Invoice Management, Document Control as well as individual solutions for document-centred processes

Get your “Modern Digital Workplace” with Shareflex® ECM Online

Portal Systems provides the business applications mentioned above as preconfigured software solutions. Using the Shareflex “tools”, the Shareflex Add-ons, any other applications and file solutions can also be implemented. The combination of Shareflex with Microsoft 365 and the Microsoft Content Services thus enables modern, cloud-based ECM specialist applications that can be operated intuitively.

This makes Microsoft 365 a highly efficient business process platform, comparable to a classic Enterprise Content Management System. But with all the advantages and flexibility of the cloud. Thus, with the help of Shareflex ECM Online, a modern digital workplace with cloud-based business applications from a single source is created.

Man sitting on a cloud

Contract Management

  • Microsoft 365 and SharePoint Online

  • Plain and simple creation and management of contracts

  • Online or hybrid

  • Keep track of all deadlines

  • User-friendly and efficient

Two quality managers checking documents on a tablet.

Document Control

  • Microsoft 365 and SharePoint Online

  • Document control for your quality management processes

  • Online or hybrid

  • Integration of the QM manual

  • Seamless integration into existing IMS

Businessman with marker checking an incoming invoice

Invoice Management

  • Microsoft 365 and SharePoint Online

  • Financial accounting along the entire process chain

  • Online or hybrid

  • Automatic key date calculation

  • Standard interfaces for ERP integration

Portrait of Frank von Orlikowski

Do you have any questions? I will be happy to answer them personally!

Frank von Orlikowski
CEO and Sales
Phone +49 40 226040 00