Why choose Zetadocs Capture with SharePoint?

Leverage SharePoint for a full document management solution – not just document storage

“Document management” and “document storage” are often confused as meaning the same thing. However, there are very significant differences.

Essentially, document storage is a digital or physical repository where documents can be archived. Whereas document management is an active solution or system that tracks, automates and controls the documents that are archived in the repository. Using a document management solution makes documents easier to find, collaborate on and track.

In this blog post, we explain how Zetadocs leverages Microsoft 365 SharePoint to provide an outstanding document management solution for Business Central customers.

What is SharePoint?

SharePoint is a web-based platform that acts as an organization’s centralized hub for documents. It can be used for company intranets, document storage, team sites and more. As it is part of the Microsoft 365 ecosystem, it integrates seamlessly with Microsoft Teams, OneDrive and Office apps such as Word and Excel.

How does Zetadocs leverage SharePoint to offer a document management solution?

With Zetadocs, you can drag and drop multiple files into the Documents FactBox in Business Central. These documents are stored in SharePoint, but remain accessible from the relevant Business Central record.

Below are three reasons why you should choose to use Zetadocs with SharePoint:

• Configurable file plan: Zetadocs uses a configurable folder structure that makes it easy to manage and browse the SharePoint archive. For example, the folder structure could be: Customer > Document type > Date.
  Zetadocs always uses meaningful folder and file names (without any GUID numbers). This means there is no confusion about what files are stored where. This makes document lifecycle management tasks, such as batch archiving or deletion, easier.
• Document tagging: Documents that are captured using Zetadocs are automatically tagged with a comprehensive range of metadata, which is configurable if needed. This includes Business Central ‘Record No’, ‘Company No.’ or ‘Customer No.’ and Customer or Vendor name. 
  You can use this document tag information to create a SharePoint view(s) that are relevant to particular audiences and trigger workflows automatically (e.g. a Power Automate Flow).  The result is that you can search, filter and retrieve documents more quickly and easily.
• Customizable: With Zetadocs, you have the flexibility to tailor the way documents are archived, in order to satisfy your specific business requirements. Some examples of customization options include:
  • Automatically rename archived files to ensure a consistent naming convention
  • Override the archive folder location in specific scenarios (e.g. for a specific record type), so that documents are archived to a different SharePoint site, document library or sub-folder
  • Attach additional metadata (e.g. BC ‘purchaser code’) to archived files
  More complex requirements, such as combining fields from another business system, are also possible using Zetadocs.

Manage your documents more effectively

While Business Central’s external storage options are a helpful way to store documents outside of the Business Central database, it doesn’t offer an effective document management solution. If you need to manage your document archive, with flexibility to make documents more easily searchable and retrievable, you need to consider other options. 

Zetadocs Capture offers more than just an alternative to Business Central storage – it leverages SharePoint to provide a comprehensive document management solution. If you’d like to understand more, you can either contact our team or book a personalized demonstration of the solution. We’ll be delighted to understand your document management requirements and find a solution that works for you.