Hellenic EU Presidency Office365

CLIENT : Microsoft
TECHNOLOGIES : SharePoint Online Office365
PROJECT SECTOR : Business Application , Web Application

The Hellenic Ministry of Foreign Affairs was interested in deploying Microsoft Office 365 for their users ahead of the 2014 Greek Presidency of the Council of the European Union. The project objective was to streamline the communications and business processes among organizational units involved in the Greek Presidency. The Office365 platform was selected for its features, scalability and robustness. Taking advantage of the platform’s extensibility, an electronic registry book for incoming/outgoing documents with configurable protocol numbering and security access was developed as a custom SharePoint 2013 app.

The SharePoint 2013 “Document Management” application was built using the latest SharePoint app model targeting SharePoint Online. The application is able to handle large volumes of documents and provide automatic protocol numbering based on configurable protocol masks. Each document can be characterized with a number of possible metadata values such as the sender’s protocol number, comments or other related incoming/outgoing documents. Furthermore automatic approval workflows inform users with tasks they need to complete new documents inserted in the system.

Benefits of the Document Management application include:

Services quality improvement with quick and controlled document handling.
Increase handling speed with automated processes.
Efficient access and search of large volumes of files.
Secure protection of files.
Minimize handling printed material.
Reducing storage space.
Easy and fast installation in any number of SharePoint sites.

Indice undertook the following tasks for the completion of the project:

Microsoft Office 365 environment configuration.
User accounts setup preparation.
Exchange Online configuration for email and calendar operations.
Configure Lync Online for messaging.
SharePoint Online environment configuration.

Installing and configuring the SharePoint “Document Management” application. Configure document libraries metadata, create custom approval routing workflows and setting permissions.
Train the trainers: Training of the Office 365 administrators of the portal in effectively managing and expanding the portal’s content as well as managing the “Document Management” app.