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SharePoint Intranet Recommendations and Considerations

This is a thorough and detailed response—great job providing everything in one place! Here's a breakdown of recommendations and considerations based on your input to help build your SharePoint intranet efficiently:

General Structure

Hierarchy and Navigation

  • Use hub sites for Case Management, Administration, Technology, Knowledge Base, and Client Portals. Each hub will connect associated team sites and maintain uniform branding.
  • Set up a global navigation bar linking all hubs with a persistent "Home" link.
  • Include quick links for frequent documents in each hub, but avoid overloading to address your concern about frequent document visibility.

Permissions

  • Create permission groups:
    • "Global Admin" for you.
    • "Team Admin" for Mark, Jane, and yourself (for specific hubs/sites).
    • "External Users" for adjusters, restricted to their team sites.
  • Ensure Tech Hub access is exclusive to you, with specific libraries for personal projects.

Content Management

Document Management

  • Replace folders with document sets across all sites for standardization.
  • Use metadata fields: Case ID, Claim Number, Client, Adjuster, and Jurisdiction for search and filters.

Retention Policies

  • Apply a retention policy to delete/archive legal documents after 3 years unless marked as "Do Not Delete" (e.g., litigation hold).

Case Management

New Case Automation

  • Use Power Automate to create team sites for new cases:
    • Include libraries: Assignment Files, Court Documents, Correspondence, and Evidence.
    • Automate metadata tagging during site creation (e.g., populate fields for adjuster, case ID, etc.).

Client Data

  • Set up a centralized contact list with a lookup column for Opposing Counsel and Clients.
  • Enable filters for adjuster-specific views.

Tracking Case Progress

  • Use a SharePoint list for simplicity:
    • Fields: Case ID, Adjuster, Milestones, Deadline, Status.
    • Automate updates via Power Automate to notify staff of milestones.

Collaboration

Teamwork Tools

  • Enable Microsoft Teams integration for discussions and shared workspaces.
  • Use a shared calendar for Mark and mirror it with yours for collaboration.

External Sharing

  • Use SharePoint permissions and sharing links to restrict adjusters to their cases.
  • For sensitive data:
    • Require MFA (Multi-Factor Authentication) for external users.
    • Enable "View Only" permissions for external document access.

Automation & Customization

Automation with Power Automate

  • Email Flows:
    • "New Assignment" emails: Parse attachments and save to a temporary library in the Case Management hub.
    • "Invoice" emails: Forward them to a designated folder (e.g., "Invoice Email Folder").
  • Task Automation: Notify staff of deadlines, assign tasks, and move documents to team sites when created.

Customization

  • Apply firm branding (logo, colors) across all sites.
  • Use a homepage for dynamic content:
    • Recent announcements, quick links, and case updates.

Training and Adoption

Ease of Use

  • Focus on a user-friendly, minimalist design with clear instructions on navigation and usage.
  • Create training materials or quick-start guides after the main setup.

Knowledge Base

  • Include visual representations of content types and instructions for using the system.
  • House these resources in a dedicated team site under the Knowledge Base hub.

IT and Security

Compliance

  • Ensure HIPAA compliance by enabling data encryption at rest and in transit.
  • Use Azure Information Protection to add security layers for sensitive documents.

Integration

  • Integrate tools like QuickBooks Online and Visual Studio Code where possible (e.g., QuickBooks data summaries in SharePoint dashboards).
  • Look into Microsoft Power BI for reporting on invoices and case progress.

Synchronization

  • Enable real-time synchronization with Office 365 apps:
    • Outlook for shared calendars.
    • OneDrive for document backups.
    • Teams for discussions.

Suggestions for Tools

Project Management

  • Look into Microsoft Planner or Trello for task tracking.

Time Tracking

  • Use Clockify or integrate with a QuickBooks-compatible tracker.

Document Collaboration

  • Explore DocuSign for e-signatures.

Let me know where you'd like to start, and I can guide you step-by-step on building this system!