Document management with SharePoint

The same SharePoint, a different result.

Consulting, design, migration, automation, adoption and operation of document management on SharePoint, Teams and Microsoft 365, with a single partner.

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Building and running technology since 2008
Microsoft Partner since 2010
200+ large organizations as clients
ISO 27001 certified
60+ in-house professionals in Barcelona and Madrid
Our own SaaS services and solutions

THE STARTING POINT

Almost every organization has SharePoint

The result depends on how it is designed and implemented.

STRUCTURE

Copying folders is not organizing

Network drives moved as-is to SharePoint and Teams: the same mess, now in the cloud.

PERMISSIONS

Nobody knows for sure who sees what

Inherited permissions and uncontrolled shared links: a risk that Copilot makes visible.

PROCESSES

The document cycle runs through email

Reviews, approvals and signatures outside the system: duplicated versions with no traceability.

THE DAY AFTER

Without governance, the mess comes back

Sites and teams that multiply, content that nobody archives and users with questions.

That’s why who you implement with matters as much as what you implement.

What changes with a full-cycle partner

From a repository that fills up without order to document management that is used, governed and evolves.

USUAL IMPLEMENTATION

A migration that copies folders

Folders and structure are copied; order is left for later
Permissions replicated as-is, without review
SharePoint isolated from the ERP, the CRM and processes
One-day training and users who go back to the network drive
After the migration, another vendor or nobody

Result: the same mess, now in the cloud

WITH ITEQUIA

A single team, from analysis to operation

Information architecture designed before migrating
Permissions by design, reviewed and documented
Integrated with the ERP, the CRM and document processes
Adoption planned by user profile
The team that implements it is the team that maintains and evolves it

Result: documents that can be found and controlled

HOW WE DO IT

Four phases, a single partner

Each phase has its own scope and deliverable: you start with the first and decide afterwards.

Consulting

Document inventory, information architecture, permissions model, scope, planning and budget.

Implementation

Sites and libraries, migration of content and permissions, and user training.

Expansion

Process automation, integrations, portals and custom developments.

Adoption and operation

User adoption, governance, support and evolution.

PHASE 2

Implementation or reorganization

Two starting points, one method: organized content and prepared users on the day of the change.

NEW IMPLEMENTATION

From network drives or another repository

File servers, Google Drive, Box, Dropbox or another document manager.

Sites, libraries and metadata based on the analysis
Migration of content, versions and permissions
Training for key users and end users

SHAREPOINT IN USE

A SharePoint where nothing can be found

Disorganized Microsoft 365, uncontrolled Teams or SharePoint Server 2016/2019, no longer supported.

Review of sites, permissions and shared links
Migration from SharePoint Server to SharePoint Online
Adoption plan to recover usage

In both cases, a pilot migration per area, validation of content and permissions, and a final migration in waves without stopping the business.

PHASE 3

Expansion and integration

SharePoint extended where the standard falls short and connected to the rest of the organization.

Custom development

AI-Driven SPFx web parts
Customer and supplier portals
Document applications
Intranet and team spaces

Power Platform

Review and approval flows
Power Apps on libraries
Integrated digital signature
Approvals in Teams and Outlook

AI and Copilot

Copilot on documents
SharePoint agents and Copilot Studio
Data extraction with AI

Data and reporting

Power BI for the document cycle
Activity and auditing
Compliance dashboards

Integrations

Business Central and other ERPs
Dynamics 365 and other CRMs
Teams and Outlook
Corporate systems via API

IN-HOUSE DEVELOPMENT

When the standard falls short, we build it

Implementer and software factory in a single partner: what SharePoint doesn't cover is built, not left to email.

Custom-built, with the AI-Driven method

SPFx web parts, portals and document applications connected to SharePoint with Microsoft Graph, in weeks.

Power Platform

When it fits: Power Automate and Power Apps to automate and extend without leaving Microsoft 365.

Method quality

Prototype validated by users, automated tests and a SonarQube quality gate on every change.

< 1 month

an application in production with the AI-Driven method

2 months

a 14-year-old legacy system, rewritten

Discover AI-Driven Development

HOW WE WORK

Extending SharePoint without losing the standard

SharePoint Online evolves every month and the solution must keep up.

Configure first

First, standard configuration
Then, Power Platform
Code only where it adds value
No unsupported customizations

Architecture

Flat sites grouped into hubs
Content types and site columns
Metadata before folders
Site naming and lifecycle

Permissions and retention

Permissions by group, not by person
Controlled external sharing
Sensitivity labels
Retention and audit policies

Migration and ALM

Pilot and wave-based migration
Versions and metadata preserved
Source code in Git
No manual changes in production
Automated deployment

PHASE 4

Adoption and operation

After the change, the same team: document management is maintained, governed and evolves.

WHAT IT COVERS

The solution, maintained and up to date

Usage queries and user training
Creation of sites, teams and permissions, with judgment
Microsoft 365 updates, reviewed before they reach users
Maintenance of flows, developments and integrations
Periodic review of permissions and shared content
Small enhancements, estimated per ticket
Tenant and license management, if required

HOW IT WORKS

From go-live to operation

Support: the project team, during the first weeks.
Handover to operations: the solution moves to Adoption and Support, already documented.
Monthly fee: whatever is included is covered by the fee; anything else is billed by the hour or at a fixed price.
If it grows, it's a project: new modules or extensions, as a project or Extended Team.

Contracted in phases, no blind commitments

Each phase is budgeted with the information from the previous one: nothing is contracted without knowing what it includes.

Consulting

Fixed price. Its outcome is the scope and the budget for the implementation.

Implementation

Fixed-price project based on the agreed scope, with a 6-month warranty.

Extensions

As a project or with Extended Team, depending on scope and pace.

Operation

Monthly fee, including the Adoption and user support service.

A fixed budget per phase and a single point of contact throughout the entire cycle. Microsoft 365 licenses can be supplied and managed by Itequia if required. All developments become the client’s property once paid for.

The difference from an implementer

A partner that masters the entire Microsoft platform and develops what the standard doesn't cover.

The entire Microsoft platform

SharePoint connected with Teams, Business Central, Dynamics 365, Power Platform and Azure: one partner for everything around it.

In-house development

Implementer and software factory: Power Platform when it fits and custom AI-Driven applications, in weeks.

From analysis to operation

One team and one point of contact: whoever implements is who maintains and evolves the solution.

What you get

Documents that can be found

Structure and metadata designed for each area.

Control and compliance

Permissions by design, auditable versions and retention.

A controlled change

Migrated content and prepared users.

Email-free processes

Automated reviews, approvals and signatures.

Documents ready for Copilot

AI finds the ones it should find, and only for those who should see them.

Predictable cost and one point of contact

Fixed price per phase and monthly fee in operation.

Where document management fits

We implement document management and connect it with everything else. It works on its own or together with the rest of Itequia's services.

BUILD AROUND

AI-Driven Development

Custom portals, applications and integrations connected to SharePoint.

Discover the service

IMPLEMENT SHAREPOINT

Document management with SharePoint

Consulting, design, migration, automation and integration.

ADOPT AND MAINTAIN

Adoption and user support

Support, adoption, maintenance and small enhancements after launch.

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OPERATE THE PLATFORM

Itequia Cloud Operations

Microsoft 365, identity, security, Azure and licenses.

Discover the service

Each service is contracted separately. And if you use Business Central or Dynamics 365, you get ERP, CRM and documents from the same partner.

Why Itequia?

AI at the core of how we work. Our own AI-Driven method, applied across the entire lifecycle, to take solutions to production in weeks, not months.

We build it, we run it. Consulting, development, Microsoft and cybersecurity with a single partner, from assessment to operations, with the same point of contact throughout.

Security we practice. ISO 27001 certified, with automated code security analysis in every delivery and experience in regulated environments: banking, pharma, manufacturing and the public sector.

Your feedback, with its own channel. A Customer Experience team, independent from the people delivering your project, tracks your satisfaction so we can correct course in time.