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logo shareflex ecm online enterprise content management

Modern, cloud-based ECM and Document Management for Microsoft Office 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 Office 365 to a platform for cloud-based business applications. Shareflex consistently relies on the Microsoft Content Services integrated in Office 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.“

Modern Enterprise Content Management System based on SharePoint Online

Together with Office 365 or Microsoft 365, Shareflex provides all functions and tools required for professional ECM system. This includes file plans, Outlook and Office integration, full-text and metadata search, template management, and ad-hoc or process workflows.

With Shareflex ECM Online you get a versatile and flexible platform for the creation of individual business and process applications. Our product portfolio also includes a whole range of ready-made 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.

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Digital Files

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

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Document Management

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



Admissability of Microsoft 365 and SharePoint Online as audit-proof DMS; no outsourcing to storage centres necessary

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

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Capturing, document generation and digital signature

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ERP Integration

Standardised interfaces to SAP, S4/Hana, Microsoft Dynamics 365, Dynamics NAV, AX, Salesforce and many more

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AI and mobile working

Project Cortex; SharePoint Syntex

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Standard Business Solutions

Contract and Invoice Management, Document Control and Audit Management, HR solutions as well as individual applications

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, quality management with controlled documents, audit management or digital personnel administration.

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.

  • Office 365 / Microsoft 365 and SharePoint Online

  • Easy contract creation and management

  • Online or hybrid

  • Keep track of all deadlines

  • User-friendly and efficient

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  • Office 365 / Microsoft 365 and SharePoint Online

  • Control and manage QM documents

  • Online or hybrid

  • Convenient integration of the QM manual

  • Seamless integration into existing IMS

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  • Office 365 / Microsoft 365 and SharePoint Online

  • Control and manage audits

  • Online or hybrid

  • Within the company and across locations

  • Measures and findings

Click here to visit the website with all information regarding the Invoice Management solution by Portal Systems.
  • Office 365 / Microsoft 365 and SharePoint Online

  • Financial accounting along the entire process chain

  • Online or hybrid

  • Standard interfaces for ERP integration

Click here to visit the website with all information regarding the Shareflex project solutions.

Project Solutions

  • Shareflex® Templates

  • Fleet Management

  • Digital Personnel File

  • Meeting Management

  • Supplier Management

  • Contact Management

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 Office 365 and the Microsoft Content Services thus enables modern, cloud-based ECM specialist applications that can be operated intuitively.

This makes Microsoft Office 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.

Any questions about cloud-based ECM? We will be happy to support you!

Frank von Orlikowski, Board of Directors and Sales, +49 (0) 40 226040-12

Email: info@portalsystems.de

Frank von Orlikowski, Vorstand der Portal Systems AG
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Microsoft Gold and Silver Partner Certficates of Portal Systems AG