Centralized management of document templates using the document template management application unifies document management practices and facilitates the distribution of templates to Teams groups or SharePoint sites

Document management based on document templates and the use of metadata makes working with documents such as contracts, offers, and project documents more efficient. The centralized management and distribution of document templates to Teams groups or SharePoint workgroup sites can be a challenge on the Microsoft 365 platform.

These challenges can be solved and the distribution of document templates to teams and sites is successful with the help of the application for centralized management of document templates.

Document templates, which can be, for example, a ready-made document template as a Word, Excel, or PowerPoint file, can contain elements in line with the corporate look, such as uniform header and footer areas, tags, and other graphic elements, as well as typography. In addition, they can contain metadata stored in SharePoint columns.

Metadata can also be used in the content of the document itself with the help of document model control objects. Metadata can be, for example:

Document types, such as a contract, offer, project plan, or a meeting memo
Project name and/or number
Process or process step
The name of a person, such as a project manager
The customer’s name or identification information
Cost center, business unit, and so on.

With the application for centralized management of document templates, you can update the properties of document templates centrally, and you can use the changes in your work community immediately.

The use of metadata should be as extensive as possible, but automatic so that supplementing the metadata does not remain a laborious task for the author of the document, and the correctness of metadata is not entirely their responsibility.

The application for centralized management of document templates ensures that the new document contains the necessary metadata values preset for the document template every time and facilitates the preparation of documents.

When it comes to utilizing document metadata, only the sky is the limit. With the help of automatically defined metadata, the information contained in your organization’s documents is structured, found, and kept up-to-date.

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Improve your organization’s productivity cost-effectively:

Use the right information at the right time.
- Metadata helps to find the information you are looking for easily and quickly.
Improve work efficiency and save time by reducing manual work.
- A light automation solution speeds up work when using Microsoft Teams or SharePoint.
Improve data quality reduce errors caused by manual work.
- Metadata defined based on the organization’s information practices ensure that all the necessary information can be found in every document that utilizes document models.

Implementation of document automation flexibly according to your needs

We implement the document automation solution that meets the needs of your organization in accordance with different stages:

Identifying the needs of managing document templates and defining practices
Identification of document templates and support for their preparation
Possible definition of automatic completion of document content control objects and its implementation using Power Automate workflow
Support for trial use of the solution
Commissioning
Trainings or workshops for effective use of the tool

The implementation of the tool can be done quickly and smoothly with the support of Solu Digital’s experts. We have long experience and know-how in document management.

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Automate project document management with the Solu 365® tool

Solu 365® automation tool

The Solu 365® automation tool offers a comprehensive solution for managing projects and project documents. The solution concentrates all the information, tools, and colleagues needed for project work to Microsoft Teams project work groups.

With the help of the Solu 365 tool, the project creation process becomes significantly simpler, faster, and more efficient, while improving data security.

Solu 365 offers a form for creating projects and related work groups and a portfolio view for all Teams groups in the organization.

With the help of project and workgroup automation and the groups’ portfolio view:

Project work becomes easier and faster when project management, project communication, reporting, and information and document management are centralized into one application
A simple and clear process for creating projects improves the findability of information and documents and increases their manageability and transparency
The management of projects and project documents is harmonized according to the uniform practices of the organization
Data security is improved as the access of external users is limited to certain Teams groups and folders.

The Solu 365® automation tool helps you create workgroups suitable for different purposes, such as internal projects and projects with external partners.

Resources are defined for projects, such as:

Project for the Web project resources for managing individual projects and project portfolios
- Read more about Microsoft Project for the Web:
Microsoft Project for the Web supports project management
Microsoft Project for the Web: Project list and project form
Microsoft Project for the Web: reporting with Power BI
The structure of Teams channels and, for example, a private channel for the steering group
folder structure of documents
ready-made document templates such as Word, Excel, and PowerPoint files, for instance, for reports or minutes of meetings, which ensures a uniform way of working throughout the organization
project-specific time recording items for the electronic worktime recording application
resourcing application for planning, allocating, and reporting the use of the working time of project team members

Every project created with the tool and its resources get their own metadata, which is automatically displayed in all documents. When document automation uses the project’s ready-made document templates, the metadata of the document templates is also stored in the new document.

The automatically controlled project, workgroup, and document management process ensures project operation in accordance with the organization’s uniform practices and compliance with naming and recording practices.

Snapshot of projects in Solu 365 Portfolio