Sample Document Management System In SharePoint Online

In this article, we will discuss a simple document management system sample in SharePoint Online. With O365, we can use sites to share & collaborate documents at any time on any device. The default site in O365 is Team site. For business, we can customize our site and use it for the internet. By default, Team site has a logo, title, navigation links, get started tiles, Newsfeed, documents, and notebook for collaboration. Please refer the below screenshot.


Let’s get started with adding the work files to some document location.

Step 1

Click on "Add lists, libraries, and other apps" tile from the homepage.


Step 2

After this, click on "Document Library" and give a name to your document followed by a click on "Create". A new document will be created as shown below.




Step 3

Once a document library is created, we can upload our documents and files there. Also, we can create folders, Excel sheets, PowerPoint presentation etc. with options on top, as shown in the screenshot.





The document library created will reflect on quick launch on recent navigation link, as shown below.


Step 4

Lists are used to store the data like contact, announcement etc.



For creating a list, click on the Gear icon >> "Site contents".



Step 5

Click New >> List.


Step 6

Give a name and description to your list and click on "Create".



Step 7

We can change the logo and title for business. For this, click on Site settings and go to "Title, description and logo" under Look and Feel section. Please refer the below image.




Step 8

Give title, description, and insert logo from your SharePoint site assets library or from your computer and click OK.



Step 9

To make the page more attractive, create a welcome message in the page. For this, click on page present at the top left corner of the page and click "Edit".


Step 10

Click on "Text Layout" and select the layout you want to use.

Step 11

We have used three columns here with header and footer layout. We will delete the webparts and write a welcome message for our page.

Step 12

Also, we can build webparts; like in homepage, we can insert an individual storage webpart which contains documents. Clicking on those documents, we can navigate to the respective Documents Library.

Step 13

For a page to make eye-catching, we can customize that page by putting a top task, as shown below.

To do this, click on "Site contents". Click on New >> App and select promoted link. Give a name and click "Create", as shown in the below screenshot.

Step 14

Click on "All Promoted Links" & click "Edit".


Enter title, background image location, description, link location, launch behavior, order and click "Stop Editing and Save".

Step 15

Once the top task is saved, insert that webpart below to your welcome page.


For inserting a webpart, click on a page and click "Edit".


Step 16

Click on "Insert" and select webpart, as shown below.



Step 17

Select the webpart created and click "Add". It will reflect the webpart that has been created.



Note

Store the images/icon in Site assets library. For this, go to Site contents >> Site assets >> Add icons, and copy the image URL.

Step 18

Once the document library is created with a customized page, we can share our page and give permissions like full control and read-only to its specified users.



So, this was a sample document management system where we can upload our documents and share those across different users.