Tools to help you manage your notes, documents and communication - SharePoint, Teams and OneNote

Microsoft has some excellent tools for organizations to collaborate with customers and colleagues. They include SharePoint for document management, Teams for communication, and One Note to centralize all your notes and information. TekStack uses these useful tools to provide an integrated experience throughout your work day.

Let’s see how these work in TekStack.

SharePoint

When an account reaches the “Prioritized” stage of the TekStack Customer Lifecycle, or when an opportunity is created for an account, a SharePoint site is automatically created for the account.

This SharePoint site acts as the main repository for all Microsoft related documentation for the account.

A default document library is added to the SharePoint site with a folder called “General”. This folder will contain much of the documentation for the account.

1. To access this site from the account in TekStack, click the Documents tab in the account record.

2. Click Upload to add files to the SharePoint site.
3. Click Document Location to see the SharePoint site.

4. Click more commands … [] and then click Open Location to open the SharePoint site.

The Open Locations will default the name of the site. Click the site name.

The SharePoint site opens to display the General folder. Any documents you uploaded will appear here.

5. To see other folders in this SharePoint site, click Documents, either from the breadcrumb trail above or from the left navigation.

Here you will see folders associated with opportunities, projects and notebooks.

As other Microsoft apps are associated with this SharePoint, you will see references to Teams and to One Note. Learn more below.

Folders are added to SharePoint site to store certain types of documents:

Opportunities: When an opportunity is created, a folder by that name is added to the SharePoint site.

Invoices: When the first new invoice is created for the account, a new folder named Invoices is added under the “General” folder. All invoices generated will appear in this folder. Note: This folder can be renamed.

Projects: When a new project is created for the account, a folder is added to the SharePoint site named for the project.

One Note

A folder in the SharePoint site called Notebooks contains the One Note notebook. The One Note “file” is named after the account. <Account> - Notebook.

Note: Although there is a Notebook option on the left navigation, the active account notebook remains in the Documents folder under Notebooks.

When new appointments or phone call activities are created directly on the account, a new page is added to the account OneNote under the Discovery section using the activity name, the subject you entered for the activity. The OneNote page will have a link back to the appointment or phone call record.

Note the subject title of the conversation.

A OneNote button will appear in the ribbon of the appointment or phone call form to launch the OneNote from TekStack.

Note the subject title of the phone call.

Sections are added to One Note notebook to record notes about various processes. Throughout TekStack, you will see the Take Notes button in the ribbon when access to One Note is relevant for taking notes.

Opportunities: A Sales section is added to the OneNote and a section is added to the Sales group using the opportunity name.

Projects: A Projects section is added to the account OneNote and each project related to the account has a section with the project name. A General page is added to each project’s section.

Teams

Throughout TekStack, you will see the Chat button in the ribbon when access to Teams is relevant for communicating with colleagues. Clicking the button launches the relevant Teams channel.

All Teams have a General channel. All channels have tabs for Posts, Files and more. This channel has a tab linked to the account in TekStack. The Files tab in the General channel corresponds to the General folder in the account SharePoint site.

Opportunities: When the sales process reaches the Propose stage of the opportunity, a Microsoft Team is created for the account.
When a team is set up, the previously mentioned General channel is created automatically. It also sets up a channel for the specific opportunity that triggered the creation of the Team.

The opportunity channel has a tab linked to the opportunity in TekStack. It also has a tab linking to the OneNote General page for the opportunity.
The Files tab uses the opportunity folder in the account SharePoint site.

Note: If you do not want a Teams channel created for some or all opportunities, it is possible to filter which opportunities create channels. This is a configurable option.

Projects: When a project is created, a button appears in the ribbon allowing you to create a Microsoft Teams channel under the account Team.

Once the channel is created, you can access it anytime in a project by clicking the Chat button in the ribbon.

The project channel has a tab linked to the project in TekStack. It also has a tab linked to the OneNote General page for the project. The Files tab uses the project folder in the account SharePoint site, named for the project in TekStack.

Note: If you do not want a Teams channel created for some or all projects, it is possible to filter which projects create channels. This is a configurable option.

Teams Notifications

One of the powerful features of the Teams integration is its notification options. These notifications are sent to relevant team members for the following:
Sales:

• when an account owner is assigned
• when a contact is assigned to a user/owner
• when an account stage is moved to Prioritized

• when a project is created
• when a project task is assigned
• when a project user story is assigned
• when a time entry is rejected
• when project numbers are in variance
• when a user story is created by the customer on the customer portal