Question 1

What is a SharePoint DMS and what does CNEXT build?

Accepted Answer

A SharePoint DMS structures document storage with metadata (document type, department, status, contract value), content types, versioning, approval workflows, retention policies and search configuration. CNEXT builds DMS solutions for contracts, HR documents, quality records, technical drawings, board papers and regulated content (FADP, ISO 9001, GxP).

Question 2

What is SharePoint metadata and why does it matter?

Accepted Answer

Metadata are structured properties attached to documents (Title, Department, Document Type, Status, Expiry Date, Project Number). Unlike folder-based storage, metadata allows filtering, sorting and searching across all documents regardless of where they are stored. CNEXT designs metadata taxonomies as a key step in every DMS project.

Question 3

How does SharePoint versioning work?

Accepted Answer

SharePoint version history tracks every change to a document: who changed it, when and what changed. CNEXT configures major/minor versioning (drafts = minor, approved = major), version limits (e.g. retain last 50 versions) and co-authoring settings. Version history is essential for ISO 9001 document control and FADP audit trails.

Question 4

What are SharePoint Sensitivity Labels and when are they needed?

Accepted Answer

Sensitivity Labels (Microsoft Purview) classify documents by confidentiality: Public, Internal, Confidential, Highly Confidential. Labels can encrypt documents, restrict printing/forwarding and display visual markings. CNEXT implements Sensitivity Labels for Swiss companies handling personal data (FADP), financial data or intellectual property.

Question 5

How does CNEXT implement document retention in SharePoint?

Accepted Answer

CNEXT implements Microsoft Purview retention policies: define how long documents are kept (e.g. contracts: 10 years), whether they are locked after a retention period (legal hold), and whether they are deleted automatically or moved to an archive. Retention policies are configured per document library, content type or Sensitivity Label.

Question 6

Can SharePoint handle approval workflows for documents?

Accepted Answer

Yes. CNEXT builds multi-step document approval workflows with Power Automate: sequential approvals (manager → legal → CFO), parallel approvals (all reviewers simultaneously), rejection handling (return to author with comments), reminders and audit trail in SharePoint metadata. Approval status is visible directly in the document library.

Question 7

How does SharePoint DMS handle access control?

Accepted Answer

CNEXT implements SharePoint permissions at multiple levels: site collection (broad access), document library (team/department access), folder (project-specific access) and item-level (document-by-document for sensitive contracts). Access is managed via Microsoft Entra ID security groups, not individual users – for auditability and scalability.

Question 8

Is SharePoint DMS suitable for ISO 9001 quality management?

Accepted Answer

Yes. CNEXT has implemented ISO 9001-compliant SharePoint DMS for Swiss manufacturing companies: document control (version management, approval history, distribution lists), controlled document libraries (only QM-approved documents visible to staff), process documentation libraries and audit checklists. SharePoint's audit log and version history satisfy ISO 9001 document control requirements.

Question 9

How does SharePoint search work in a DMS?

Accepted Answer

Microsoft Search indexes all SharePoint content including document text (Word, PowerPoint, PDF), metadata and content types. CNEXT configures search: managed properties (searchable metadata), query rules (priority results for document types), refiners (filter by department, status, date) and Result Types (custom display cards). For large document repositories, Azure AI Search adds semantic/vector search.

Question 10

Can SharePoint DMS integrate with Swiss ERP systems?

Accepted Answer

Yes. CNEXT integrates SharePoint DMS with ERP systems: automatic document creation from ERP events (new contract → SharePoint folder with metadata populated from ERP), bi-directional metadata sync (document status in ERP matches SharePoint), and document links embedded in ERP records. ERP integrations use Power Automate or custom APIs.

Manage Documents Intelligently

Modern Document Management

Versioning

Metadata & Tags

Folder Structure

Intelligent Search

Permissions

Templates

What is SharePoint document management?

Benefits of SharePoint DMS

Frequently Asked Questions about SharePoint Document Management

Reference Projects

Global teams informed, collaboration without borders – intranet for Steelco-Belimed

Connected, mobile, modern – an intranet AEW employees use every day

Cases handled faster, less paperwork – digital case management for Canton of Bern (WEU)