Workflow management/check list



  • Wonder if anyone can help...
    We have a client in the insurance sector who are very strict about their workflow...however they are currently using sharepoint online through 365 and is a bit clunky and are massively exceeding their library limitations (they dont want to go down the onpremise solution). Therefore does anyone else have any client in this sector and know of and can recommend a good workflow management system.

    As is stands, they need to give pricing/quotes quickly and often files/folders are re-saved multiple times and has to go through a series of check points to then be given cost to client...They want to find a solution where they can monitor / track the process of data to see where it's at in regards to creating, modifying, producing and sharing quotes and other documentation.

    Any ideas?



  • Honestly, nothing competes with Sharepoint for this, it really is the best in the business.



  • Only competitor that I know is Alfresco, and it would be on premises so not what they wanted.



  • I don't think anything will be as good as Sharepoint. Maybe they need someone who really knows Sharepoint to make it not clunky for them? Or an archival system to pull data out of it so that they don't use so much capacity?



  • okay. In order for me to rebuild their confidence with SP I'd probably suggest they download the new client as I believe it allows you to sync sharepoint libraries to local machines? Has anyone used it as I know the initial sharepoint personal sync tool was crap and very buggy. Wondered if anyone used the new sync agent for site libraries?

    The only downside is their computers are 128gb ssd and their data is more than they can handle so may need to change computers for bigger capacity!



  • @Joel said in Workflow management/check list:

    The only downside is their computers are 128gb ssd and their data is more than they can handle so may need to change computers for bigger capacity!

    Sounds like they just don't have the capacity all over the place for their needs. 128GB SSD for a lawyer who has tons of data he needs to store? I have so much more than that in my little admin laptop for travel because it's just what laptops come with!

    What are the real issues? What's the issue that makes it "clunky", for example? Why do they want to sync everything locally, but don't want a system on premises?



  • So couple of 'issues'
    We took them on after 2years of trading. They have a single document library with over 60,000 files when limitation is 5,000!!! They therefore need to reorganise it all and separate it into different libraries.

    The way they work at the moment is they map the sharepoint library as a mapped drive. All too often the drive disconnects and we need to remap it. this could be because they use surface pros and are often closing the lid and running around connecting at different locations but this issue is a pain and despite going through steps to keep it persistent it disconnects far too often.

    There is often problems with files not opening once saved! I.e. Someone would save a PDF or excel, then 5mins later try to open it and get an error and have to reboot!

    Buggy things like that.



  • @Joel

    What i understood from your post is that the client currently using the library which is over 60,000 and also the client have sync issues. Are they on the latest sync clients?

    Is that the only problem or you have an issue with the overall work flow as well?

    speaking of limitations just wanted to share this:
    SharePoint-Size-Limits-icansharepoint-thumbnail.png

    Another post that might be helpful http://sharepointmaven.com/how-to-overcome-sharepoint-5000-item-limit-threshold/



  • Ah, i see you mentioned about updating the client "SP I'd probably suggest they download the new client"

    And when you mentioned about looking for an alternate workflow management system, what are the features you are looking at?



  • Agree with @scottalanmiller here. The SharePoint product in 365 is a great solution for workflow and even project tracking. MS also just came out with Flow not that long ago. I haven't used it yet, but I was poking around the interface and they have some pretty cool things in Flow that directly integrates with Flow. Things like triggering emails or SMS when items are updated or added in a SharePoint list or library. Really useful stuff.



  • @Joel said in Workflow management/check list:

    So couple of 'issues'
    We took them on after 2years of trading. They have a single document library with over 60,000 files when limitation is 5,000!!!

    Limit is 30,000,000 not 5,000.

    You are having a view issue, not a storage one:

    http://sharepointmaven.com/how-to-overcome-sharepoint-5000-item-limit-threshold/



  • The 5K view limit only applies if people want to "just view" the entire pool and at 5K items, no one should ever want to do that, there is no purpose to it. If Sharepoint is being used properly (with proper tagging and metadata) it should never be an issue with 5K in a single view because humans just can't use a list that long.



  • @Joel said in Workflow management/check list:

    So couple of 'issues'
    We took them on after 2years of trading. They have a single document library with over 60,000 files when limitation is 5,000!!! They therefore need to reorganise it all and separate it into different libraries.

    That's so small, they really shouldn't need separate libraries for that.



  • @Joel said in Workflow management/check list:

    The way they work at the moment is they map the sharepoint library as a mapped drive. All too often the drive disconnects and we need to remap it. this could be because they use surface pros and are often closing the lid and running around connecting at different locations but this issue is a pain and despite going through steps to keep it persistent it disconnects far too often.

    In theory that should "work" but it is really a kludge and not using Sharepoint as it is meant to be used.

    Ouch, Surface used in a business? I'm sorry. Someone really hates those employees 😉



  • @Joel said in Workflow management/check list:

    There is often problems with files not opening once saved! I.e. Someone would save a PDF or excel, then 5mins later try to open it and get an error and have to reboot!

    Buggy things like that.

    That sounds like an end user device issue. If rebooting fixes the ability to open a file... that's just weird.


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