SharePoint CMS: A Сontent Management System to Put Your Digital Content in Order

SharePoint CMS - ScienceSoft

SharePoint Content Management System in Brief

As a content management system, SharePoint helps organize and manage corporate documents, records, media assets and web content throughout their lifecycle, from creating to archiving.

SharePoint content management software was recognized as a Leader in Gartner’s Magic Quadrant for Content Services Platforms in 2020 for the fourth consecutive year. Overall, SharePoint is used as CMS, DMS, or intranet by 250,000+ companies worldwide. Today, SharePoint CMS is widely employed for enterprise content management (ECM) due to its out-of-the-box integration with Office 365 productivity and collaboration tools, support of multi-type, multi-format and multi-language content, rich document management capabilities, including real-time collaboration on documents, and strong data security features.

SharePoint as CMS: Key Functionality

Document management

Centralized document repository

Storing documents in various formats, from common ones (.docx, .pdf, .pptx, .zip) to rare file extensions like .odt, .ods, .xlsb, and .ppsx.

Indexing and metadata

Tagging documents based on their content and filled-in metadata (e.g., a document’s title, author, type, modification date) to facilitate their categorizing, archiving, search and retrieval.

Document IDs

Unique identifiers to differentiate each document in SharePoint CMS.

Enterprise search

Search by name, metadata and full document text across SharePoint CMS and integrated systems (e.g., ERP, CRM, intranet). Filtering and ranking of search results.

Document categorization

Assigning shared settings for specific types of documents, such as contracts, presentations, manuals, process maps, and specifications.

Document workflows

Creating, tracking, and collaborating on document-related processes (e.g., routing of documents to collect approvals, feedback or signatures) directly from Office applications.

Document templates

Reusable templates for fast and easy creation of typical documents like letters, contracts, policies, invoices, etc.

Alerts and notifications

Automated sending of notifications (e.g., creation of a new document, update of a document, end of an approval workflow) and alerts (e.g., document approval deadlines, a contract’s expiration) to relevant users.

Real-time collaboration on documents

Editing a document by several users simultaneously.

Media asset management

Media asset libraries

Centralized storage for images, audio and video files based on their metadata and unique IDs

Media content categorization

Media content types offering more metadata features than standard document libraries.

Thumbnail views

Thumbnail views enable quick browsing of images, audio and video files.

Metadata extraction

Automatic extraction of metadata for typical image formats (e.g., BMP, JPEG, PNG, TIFF).

Pop-ups

Playing videos right from a document folder.

Built-in media players

Playing video and audio files from various sources, e.g., intranets, portals, publishing sites, team sites.

Records management

Centralized records repository

Structured and secure storing of records that serve as evidence of business activities, transactions and obligations.

Retention and deletion policies

  • Automated retention of a file copy if the file is edited or deleted.
  • Automated file deletion after a specified period depending on a company’s internal policies, relevant government or industry-specific compliance regulations (e.g., GDPR, HIPAA, SOX).

eDiscovery

Identification and delivery of electronic information that can be used as legal evidence. eDiscovery offers:

  • Content search for documents, websites, email messages across laptops, email servers, file servers, and other sources.
  • Creating and placing holds on content items to prevent data loss.
  • Exporting of content search results (e.g., downloading to a PC).
  • Tracking the status of the content under holds and the exported content.

Web content management

Templates

Reusable templates for quick and easy creation and publishing of web content (e.g., news, policies, surveys).

Page layouts

Reusable page layouts help maintain branding and navigation consistency throughout the SharePoint environment.

Multi-site and multi-language support

Support of 51 languages and automated translation of web content.

Web content editor

A drag-and-drop content authoring tool (editor) to easily add relevant text, images and links to the structural units of the web page.

Content management workflows

Automated workflows on content approval and publishing, including complex workflows (e.g., non-linear, multistep).

Mobility

Accessibility of SharePoint CMS on mobile devices.

Security and compliance

Data encryption

  • Two-level encryption of data at rest: disk-level BitLocker data encryption and file-level encryption with a unique key for each file.
  • Data in transit is protected due to SSL/TLS connection.

Access control

Permission-based CMS access to protect sensitive content from unauthorized viewing, modifying, and deletion at any level - from a document to the whole site.

Two-factor authentication

Combination of a password and a code from an email or a text message to enter SharePoint CMS.

Versioning

Storing document versions to prevent accidental deletion or unwanted changes in content.

Audit trail

Tracking various types of user activity with SharePoint CMS: access time, a user who opens, modifies, downloads, emails or prints out a CMS file.

Compliance

  • Compliance with the majority of government and industry-specific regulations (e.g., GDPR, GLBA, SOX, HIPAA, PCI DSS).
  • Compliance with technical standards (e.g., WCAG 2).

Useful Integrations for SharePoint CMS 

SharePoint CMS integrations facilitate the creation of business-specific content (e.g., customer presentations, product descriptions, media materials for a marketing campaign) and ensure content consistency across the enterprise.

SharePoint CMS Integrations - ScienceSoft

  • Intranet - to deliver diverse content to a company’s intranet (homepage, team sites, department sites, information pages, etc.), regularly update this content, make it easily searchable, and more.
  • CRM - to route personalized content created in SharePoint CMS (e.g., newsfeeds and offerings with personal recommendations and loyal programs) to relevant recipients.
  • Ecommerce solution - to publish content about products, structurally organize it, and make it searchable on your site.
  • Marketing automation software - to deliver marketing materials and drive marketing campaigns across email, website, social channels, and more.
  • Social media - to publish corporate content (news, announcements, publications, etc.) directly on social media.

Custom content templates

Page layouts and navigation

Unique CMS branding

Custom content life cycle workflows (e.g., complex non-linear content approval, publishing)

Enhanced security (e.g., AI-based security capabilities)

With 10 years in CMS development and 14-year experience in SharePoint, ScienceSoft delivers SharePoint CMS solutions that ensure efficient and cost-effective content management.

Want to Make Sure that SharePoint CMS Fits You?

Reach out to ScienceSoft’s team and get a FREE demo of SharePoint CMS tailored to your content management needs.

SharePoint Content Management Use Cases

With SharePoint CMS, you can easily create and manage diverse content for intranets, extranets and portals.

Document management portal

Document management portal

  • Document templates.
  • Multistep and non-linear document workflows (e.g., approval, collecting signatures).
  • Real-time collaboration on documents.
  • Document search by titles, metadata, and full text.
  • Enterprise search and search filtering.
  • Permission-based access to documents.
  • Document versioning and audit trail.

Business intranet

Business intranet

  • Management company and industry news and announcements.
  • Document management.
  • Organization chart and employee profiles.
  • Policy management.
  • Knowledge management.
  • Formal employee communication and collaboration.
  • Compliance management.

Social intranet

Social intranet

  • Informal employee communication (blogs, forums, discussion boards).
  • Gamification.
  • Communities.
  • Social media integration.
  • Feedback and surveys.
  • Media galleries.

HR portal

HR portal

  • HR document management.
  • Employee information management.
  • Employee skill and competency management.
  • Employee benefits management.
  • Employee request management.
  • Employee learning and development management.

SharePoint learning portal

Learning portal

  • Support of multi-type, multi-format and multi-language learning content.
  • Learning content creation and management.
  • Collaboration on eLearning (e.g., group tasks).
  • Learning assessment via quizzes and tests.
  • Learners’ feedback on content.

SharePoint knowledge management portal

Knowledge management portal

  • Knowledge asset creation and management (e.g., articles, guides, FAQ).
  • Collaboration on knowledge assets.
  • Structured knowledge storage.
  • Knowledge transfer.
  • Advanced search of knowledge assets.
  • Analytics and reporting (e.g., user activity, number of articles created, views).

Vendor portal

Vendor portal

  • Vendor assessment and onboarding.
  • Product catalog management.
  • Purchase order management.
  • Invoice management.

SharePoint customer portal

Customer portal

  • Customer onboarding.
  • Creation and management of multi-language customer-targeted content (press releases, knowledge articles, user manuals, etc.).
  • Customer interaction with the content (shares, likes, subscription to updates).
  • Customer ticketing.
  • Customer feedback (surveys and polls).

SharePoint community portal

Community portal

  • Community membership management.
  • Social features and gamification.
  • Knowledge transfer.
  • Event management (e.g., lectures, podcasts).
  • Ad management (templates, scheduled publishing, etc.)

  • +20–40%

    employee productivity due to real-time collaboration on documents, document workflow automation, and integrations with other systems

  • -20%

    legal risk due to powerful protection of content from unauthorized access and distribution as well as accidental deletion

  • -20-40%

    content creation and management costs due to the reuse of components, layouts, and templates as well as efficient content search

  • Plan 1

    Plan 2

    Office 365 E3

    Office applications

    Services

    Features

    Price (annual commitment)

    Need Optimal Configuration for SharePoint CMS?

    ScienceSoft’s team is ready to estimate configuration or customization of your SharePoint content management system according to your content management needs.