SharePoint Online departamento legal empresa

WHAT BENEFITS WILL USING SHAREPOINT ONLINE BRING TO YOUR COMPANY’S LEGAL DEPARTMENT?

SharePoint Online offers a number of significant advantages for the legal department of companies, facilitating document management, collaboration, automation of review processes and regulatory compliance, among others. Do you want to know all the details? We’ll tell you about them below.

ORGANISATION AND COLLABORATION

On the one hand, SharePoint enables efficient document organisation, a must for any legal department. The ability to create, manage and share documents securely within a centralised platform streamlines work processes and improves team productivity. With this tool, documents can be easily categorised, reducing time spent on administrative tasks and allowing legal professionals to focus on more critical aspects of their work.

On the other hand, it is important to highlight the benefits that SharePoint offers in terms of collaboration. It facilitates real-time co-authoring of documents, i.e. several team members can work simultaneously on the same document. Therefore, there is no need to send versions of documents by email and consolidate possible changes. Furthermore, thanks to pre-defined templates, processes are standardised and the department ensures that all internal rules and relationships are complied with.

SAFE PROCESS MANAGEMENT

In addition, security is always assured with SharePoint, a key element for any legal team. The platform allows you to establish 100% secure document retention and disposal policies. This ensures that sensitive information is handled in accordance with applicable laws and regulations. In addition, advanced security and compliance features, such as data loss prevention (DLP) and information rights management (IRM), provide additional layers of protection for sensitive data.

Another highlight is that SharePoint facilitates the secure exchange of documents with third parties, which is beneficial when collaborating with external customers or consultants. This functionality helps to increase efficiency and collaboration, while ensuring the protection of confidential information. Finally, administrators of any group can control who has access to what information, thus protecting the confidentiality of the company’s legal data.

PROCESS AUTOMATION WITH IA BUILDER AND POWER AUTOMATE

It is also important to highlight its work on process automation, which is essential to reduce manual workload, minimise errors and speed up daily operations. Automation can be carried out in the document approval process. For example, when creating a contract, a workflow can be created from SharePoint with Power Automate to send notifications to the legal team and request approval. Also, when a financial report is uploaded, the workflow can automatically move it to the appropriate folder based on the fiscal year. Even when a legal review task is created, the workflow can automatically assign the task to the appropriate attorney and send reminders.

When we talk about automation, we should not forget about document classification. With the help of IA Builder, a platform for creating Artificial Intelligence solutions with which customised applications are designed, these classifications can be automated. This saves time, reduces potential errors and greatly frees up the legal team to perform other more strategic tasks.

CLASSIFICATION WITH METADATA

In addition, SharePoint ensures efficient classification of documents with metadata. In a legal context, managing large amounts of documents can be complex. However, SharePoint offers an efficient solution by allowing the assignment of metadata to each file. This can contain relevant information such as document type, creation date and author. By associating these details with each file, it makes it easier to search for and retrieve specific documents when needed.

PRIVACY AND RETENTION POLICY MANAGEMENT

When it comes to privacy and retention policy management, SharePoint, in conjunction with tools such as Purview, ensures compliance with data protection regulations. This can be invaluable for any legal department, as it helps to keep up with changing privacy laws and regulations and ensure that the organisation is compliant with all legal obligations.

AUTOMATIC DOCUMENT GENERATION WITH MICROSOFT COPILOT

Finally, we must not forget the close collaboration between SharePoint and Copilot. Thanks to this artificial intelligence application, users can create content more efficiently and effectively. Thus, the legal department will be able to automatically generate contracts, agreements, policies or other legal documents in an optimised way with Copilot.

In short, SharePoint is the perfect ally for any legal department, as it provides the necessary tools to improve productivity, collaboration and information management.

ALMIRALL CASE STUDY: SHAREPOINT ONLINE IMPLEMENTATION

The pharmaceutical company Almirall has chosen Itequia to reinvent itself with SharePoint. The challenge we faced was to modernise their Contract Management Tool (CMT), which was built on SharePoint 2013. However, this tool lacked the advantages of the cloud and the advanced functionalities found in today’s market. It had significant maintenance costs and functional limitations.

Almirall caso de éxito sharepoint online
Almirall’s CMT (Contract Management Tool).

The company needed a new, modern and dynamic platform that offered speed and security. Therefore, we designed a new cloud platform with SharePoint Online. We also carried out its implementation and training for Almirall’s users.

Thanks to this work, collaboration and communication between the teams has been ensured. The optimisation of internal processes has been increased, both in terms of efficiency and productivity. Finally, the user experience and satisfaction of Almirall employees has improved exponentially.

CONTRACT YOUR SHAREPOINT SERVICE WITH ITEQUIA

At Itequia we have more than 15 years of experience in the technology sector. Likewise, our team of SharePoint experts will design a customised, secure and customised solution for your business. Don’t think about it any longer, give your company a new twist with SharePoint!

We will help you to achieve:

  • Efficient document management: Your documents will be organised and you will be able to access them easily.
  • Unique repositories: We create centralised repositories to facilitate access to information in a simple way.
  • Automation of document processes: Workflows will be 100% optimised thanks to automation.
  • Search systems: Thanks to them, you will find the information you need quickly.
  • Compliance with ISO standards: We are committed to ensuring that you meet the required levels of quality and security.
  • Digital signature: The management of legal documents and agreements will be simplified.
  • External access portals: We customise your SharePoint environment so you can securely share data with your team, customers and suppliers.
  • Document migrations: We simplify the migration of your data and documents efficiently.