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If you’re in the market for a new CRM, chances are you’ve found one of the many articles online offering comparisons of the major software options.

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If you're in the market for a new CRM, chances are you've found one of the many articles online offering comparisons of the major software options.

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Realise the important of automated chats

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Realise the important of automated chats

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Over the past year, companies have seen a major digital shift across industries to battle the COVID-19 pandemic. Most businesses have shifted to remote work set-ups and accelerated the adoption of digital solutions.

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Prometix Pty LtdFollow this publisher - current follower count:0

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Realise the important of automated chats

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Over the past year, companies have seen a major digital shift across industries to battle the COVID-19 pandemic. Most businesses have shifted to remote work set-ups and accelerated the adoption of digital solutions.

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At the heart of all Microsoft products is a compelling mission to enable and empower its users. Every day, trillions of people depend on Microsoft Office and the whole suite of Microsoft Cloud tools available in accomplishing tasks and making milestones.

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At the heart of all Microsoft products is a compelling mission to enable and empower its users. Every day, trillions of people depend on Microsoft Office and the whole suite of Microsoft Cloud tools available in accomplishing tasks and making milestones.

In 2016, Microsoft surprised its supporters with the Power Platform. This software lets users easily create apps, reports, triggers, chatbots and more, paving the way for centralised and intelligent systems that can seamlessly connect with your existing tools. To this day and age, Microsoft's innovations continue to influence and transform people's lives.

Prometix is a specialised IT consulting firm leveraging the power of Microsoft Power Platform and Dynamics 365 to unlock business growth. Prometix offers enablement workshops on Power Platform, whether you are a citizen developer without prior knowledge or an IT professional already working with Dynamics 365. Through these workshops, you can quickly learn how to use Excel-like expressions in creating apps, flows, dashboards and chatbots for your business.

What is the Power Platform?

Power Platform is a cutting-edge yet approachable Microsoft technology that lets you create apps and chatbots, automate workflows, analyse data and more in a matter of days and without having to learn code. It has four main product offerings-Power Business Intelligence, Power Apps, Power Automate and Power Virtual Agents. Knowing about these four products will help you understand what Power Platform can do exactly.

he 4 product offerings of Microsoft Power Platform

Allow me to walk you through some helpful Microsoft developments and capabilities as I learn them for the first time myself. Hopefully, this blog can be helpful in your personalised business journey, coming up with modern and creative solutions to everyday challenges.

Power Business Intelligence (Power BI)

The socials we know today have one substantial advantage over traditional advertising-socials can provide quantitative data on engagement through measuring the likes, shares and comments in a post. Similarly, growing companies accumulate a massive amount of data from various departments, and always, the best ones look to data to make critical decisions.

The importance of intelligent reports in a data-driven society cannot be said enough. With Power Business Intelligence (Power BI), an organisation obtains, unifies and analyses AI-infused insights and recommendations from many sources to help them make the best decisions. Moreover, Power BI lets you create immersive reports that provide actionable insights. Its interactive dashboards provide information at your fingertips and allow you to visualise impactful data.

Remember when you first downloaded an app on your mobile device? Apps have become part of our everyday lives. If you want to build applications that can access your company data and run on the cloud, Power Apps can help you do that. Make web and mobile apps to solve IT inconsistencies or add creativity and efficiency to your business. The sky is the limit when thinking about the functions and features you want your app to have.

Most interesting is that companies can now train their personnel from various departments to create the apps they need to optimise business performance. Imagine an app with a booking function to help facilitate social distancing at the office during COVID-19? Check out Clearspace, Prometix's low-code app. Like other apps created on Power Platform, Clearspace is a repeatable and scalable solution. You can make a small idea come to life and watch it grow into something life-changing for many people later.

In a high-functioning environment, simple tasks can quickly become a chore because of the bulk of things to do and repeat. For instance, when customers make online purchases, staff need to email customer receipts right after receiving payment. Most likely, they need automation to handle this task consistently and on a larger scale. Retail shops are just one example. Manufacturing, finance and non-profit industries can also benefit from automated flows to be more efficient.

Power Automate allows you to create customised flows for your business. It connects with hundreds of apps and services so that you only need to figure out which applications you want to speak together. For instance, you can get notified of negative tweets about your company, and you can respond with an automatic 'how can I help you?' email. With the correct flows, your team can focus on high-level tasks and enjoy the work they do.

Chatbots are changing sales and customer support operations around the world. With a faster turnaround on requests, chatbots revolutionise communication, not just for customers but also for call centre agents who are slowed down by repetitive spiels and lack of real-time access to customer data.

Power Virtual Agents is relatively new as compared to Power BI, Power Apps, and Power Automate. But just like its older siblings, Power VA seamlessly connects with Power Platform and is also infused with intelligence. With Power Virtual Agents, you can build chatbots that effectively engage with customers and assist real-life agents in the daily grind. Respond faster to queries, organise commonly asked questions, generate a ticket for an inquiry-these chatbots are friendly, intelligent and trustworthy.

More than just a sum of its parts

One by one, the four product offerings of Power Platform are impressive. But it is when you bring them together and connect them with other Microsoft products that Power Platform's potential begins to shine brightly. Power Platform works with Office 365, Dynamics 365, Azure, and hundreds of other apps, providing end-to-end business solutions that push against current limits.

By working with Microsoft, a reliable and experienced brand, the possibilities are both exciting and reassuring. You can grow your business without worrying that the system you have cannot keep up. Microsoft has your back every step of the way, from offline work to the cloud.

Prometix as a Microsoft Gold certified partner and certified O365 consultants (Sydney, Canberra, Melbourne & Perth), we have extensive experience in delivering Office 365 based solutions. For more information, please contact us from enquiries@prometix.com.au

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Prometix - Microsoft SharePoint Certified Consultant

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At the heart of all Microsoft products is a compelling mission to enable and empower its users. Every day, trillions of people depend on Microsoft Office and the whole suite of Microsoft Cloud tools available in accomplishing tasks and making milestones. In 2016, Microsoft surprised its supporters with the Power Platform.

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You might already be using Power BI to create your dashboards and reports, but have you tried to create a real-time dashboard before? Typically, you need to set up a refresh schedule.

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Push messages to Microsoft Team via Power Virtual Agents

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Push messages to Microsoft Team via Power Virtual Agents

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Did you know that it’s possible to have your chatbot in Microsoft Teams send a message to a user proactively? That means, rather than waiting for the user to chat to the bot, the bot can be the first one to message them.

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Did you know that it's possible to have your chatbot in Microsoft Teams send a message to a user proactively? That means, rather than waiting for the user to chat to the bot, the bot can be the first one to message them. Proactive chatbots have several useful business applications, chief among them is that they can anticipate customer needs and improve customer satisfaction. In this blog, I'll show you how to create a proactive chatbot using Power Virtual Agents and Power Automate.

Did you know that it's possible to have your chatbot in Microsoft Teams send a message to a user proactively? That means, rather than waiting for the user to chat to the bot, the bot can be the first one to message them. Proactive chatbots have several useful business applications, chief among them is that they can anticipate customer needs and improve customer satisfaction. In this blog, I'll show you how to create a proactive chatbot using Power Virtual Agents and Power Automate.

This is the flow that I used for the example above. It is based on the Dataverse trigger: When a row is modified. You can use any trigger you like in order to send the proactive message. Your flow will need to include the Microsoft Teams action: Post message in a chat or channel.

Make sure to set the following:

Post as: Power Virtual Agents

Post In: Chat with bot

Bot: Select the bot who should send the message

If you are using Dataverse, you may want to send the message to the person who is the owner of the row/record. You can add their email address in the Recipient field of the Teams action as dynamic content. In this example, the message is sent back to the user who initially submitted the IT support request, which is stored in Dataverse. To get their email address, you can use the Dataverse 'Get a row by ID' action and connect it to the Users table.

Prometix as a Microsoft Gold certified partner and certified O365 consultants (Sydney, Canberra, Melbourne & Perth), we have extensive experience in delivering Office 365 based solutions. We have also developed toolset that will migrate records from your legacy system to SharePoint without losing the digital continuity. For more information, please contact us from enquiries@prometix.com.au

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Push messages to Microsoft Team via Power Virtual Agents

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Did you know that it's possible to have your chatbot in Microsoft Teams send a message to a user proactively? That means, rather than waiting for the user to chat to the bot, the bot can be the first one to message them.

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Read text from an image using AI Builder for Power Platform

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Read text from an image using AI Builder for Power Platform

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Transcribing text from images is tedious, time-consuming and error-prone. Luckily, you don’t need to manually transcribe text anymore thanks to text recognition in AI Builder.

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Read text from an image using AI Builder for Power Platform

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Supporting people centric Records Management with OnePlace Solutions

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Supporting people centric Records Management with OnePlace Solutions

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Join Prometix and OnePlaceMail, both Microsoft Gold Partners, and discover how to make your Microsoft Office 365 document & records management a success!

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How to auto categorise and classify documents with SharePoint Syntex

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How to auto categorise and classify documents with SharePoint Syntex

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Prometix as a Microsoft Gold certified partner and certified O365 consultants (Sydney, Canberra, Melbourne & Perth), we have extensive experience in delivering Microsoft 365 based solutions.

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Many organisations are facing challenges in setting metadata and applying properties to content stored in SharePoint. At Prometix we experienced this issue recently when delivering a large document management rollout project.
Educating end users to apply metadata or taxonomy was difficult, and there were many questions asked on how to automate the metadata tagging process. Unfortunately, there wasn't any technology available at that time to solve this easily.

Fast forward, and things have changed now as Microsoft's SharePoint Syntex addresses this exact issue.

SharePoint Syntex, the first product to come out of Microsoft's larger Project Cortex, is now available under general release. Syntex takes advantage of the advanced AI and machine learning coming out of Project Cortex to automatically categorise and classify documents based on models set up by the user.

Using these models, Syntex can extract specific data and apply it as metadata to documents, as well as applying Sensitivity and Retention labels for information protection.

SharePoint Syntex lets users create two types of model: Form Processing and Document Understanding. The difference between the two is that Form Processing extracts values from a structured form, while Document Understanding is trained to pick out information from an unstructured document.

To implement a Document Understanding model, you need to provision a Content Center. A Content Center is a SharePoint site that's used to create and store the different document models, as well as to apply those models to your Document Libraries.

When you have identified a document type you wish to model - such as invoices, receipts, board papers of purchase orders - you can create the new model in the Content Center. On creation, the default action is to create a new Content Type; however, you can change this to use an existing Content Type if you have one already set up in your Content Type Hub.
Training the model to understand the patterns
After creating the model, you need to train it by adding in some example files. Syntex only requires five positive examples and one negative example, but more is always better if possible. Once the example files have been uploaded, explanations need to be created alongside them to train the model. The model can then be tested within the Content Center.

You can optionally create Extractors. Extractors provide the ability to draw specific information out of a document - such as a key date, a client name, or a contract value. The information an extractor can pull out of a document can then be mapped to a metadata field on the document.

The final part of a Document Understanding model is the ability to apply a Sensitivity and/or Retention label to the type of document. This ensures that the different document types that are being processed by Syntex can conform to organisational or regulatory requirements for being retained due to the nature of their data, as well as being marked for sensitivity.
Form processing made easy
If your organisation stores documents that are in structured format (like forms) - such as Purchase Orders - specific key/value pairs from these forms can be extracted and used to populate metadata fields for your documents. Setting this type of model up is done at the Document Library level using Power Automate's AI Builder functionality.

As with Document Understanding models, you must upload sample documents in order to train the model. Once analysed, it's simply a case of selecting the fields to be extracted, and ensuring they have been given a suitable name.

The automated categorising and tagging of documents can become very powerful when coupled with other tools within Microsoft 365, such as Power Automate or Power BI, but the value of these tools can only come with engaging with different areas of your business to identify the use cases.

The administration and governance of the functionality will also need to be considered before rolling out at scale. Document Understanding models are added to SharePoint Document Libraries from the Content Center; however, they can only be applied to libraries the acting user can access, so there is the option to devolve the running of this to specified users within your business units. There is also the option to provision more than one Content Center for further separation if this is required.

Every organisation will have its own requirements when coming to implement the functionality made available by SharePoint Syntex. Taking the time to consider how it will be used at the start of the journey will most likely help save some headaches further down the road.
Prometix as a Microsoft Gold certified partner and certified O365 consultants (Sydney, Canberra, Melbourne & Perth), we have extensive experience in delivering Microsoft 365 based solutions. If you need any assistance or demo with SharePoint Syntex then please contact us from enquiries@prometix.com.au. Leslie Anjan is a Solutions Architect in Office365/Azure with solution provider Prometix

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How to auto categorise and classify documents with SharePoint Syntex | IDM Magazine

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Many organisations are facing challenges in setting metadata and applying properties to content stored in SharePoint. At Prometix we experienced this issue recently when delivering a large document management rollout project. Educating end users to apply metadata or taxonomy was difficult, and there were many questions asked on how to automate the metadata tagging process.

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Prometix are a Microsoft Gold certified O365/Azure consultants (Sydney, Canberra, Melbourne & Perth) have delivered numerous Azure Data warehouse based solutions.

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It has been over year since Microsoft officially launched Azure Synapse. This was officially released in November 2019 at its Ignite conference in Orlando, Florida.

A platform touted to be a cutting-edge initiative and an attempt to unify and make sense out of an exceedingly clogged space of Data & Analytics Platforms. In the past year, this technology has garnered some significant following. So, let's dig into why Microsoft came up with this new offering, what's in the bag and how it works and why you should give it a thought?
First let's look at the origin
Before understanding what Azure, Synapse is, you need to understand what Azure SQL Data Warehouse all is about!

Released by Microsoft as Gen 1 in 2016, and Gen 2 in 2018, a first-rate cloud native OLAP data warehouse. According to its definition by Microsoft, Azure SQL data warehouse is a managed petabyte-scale service having the control to manage computing and storage independently.

In addition to the flexibility around compute workload elasticity, it also allows users to pause the compute layer while persisting the data to reduce costs in a pay-as-you-go environment. Some of its competitors at that time were Amazon Redshift, Google BigQuery, Snowflake, and Presto.
So, what is Azure synapse Analytics exactly?
As said, it is an extension of Azure SQL Data Warehouse (DW) with some major enhancements like on-demand query as a service. With deeper integration with other platforms, it allows users to securely pull data from sources such as a data warehouse, data Lake and big data analytics systems thus, speeding up the journey from raw data to business insights.

As for operational components, Synapse consists of four fundamental parts:

1. SQL analytics: Synapse offers T-SQL analysis of your relational and non-relational data via SQL Cluster (where you pay by the computational unit) and SQL on-demand (where you pay by the number of processed terabytes).

2. Apache Spark: Apache Spark is the leading platform for managing SQL queries, batch processing, stream processing, and machine learning analysis on large data stores.

3. Synapse Analytics Studio: Synapse Analytics Studio offers a unified workspace where you can use all of your analytics tools related to AI, ML, IoT, and BI in a single place.

4. Connectors for ingesting/integrating data from data sources: Synapse features 85 native connectors for integrating the most popular data sources so you can quickly ingest all of your data from diverse systems into the data warehouse

Here are some of key features of Azure synapse that attracts you!

Cloud Data Warehousing, Machine Learning Analytics, and Business Intelligence - Through its deep integrations with a wide range of Microsoft Azure technologies, Azure Synapse offers cloud data warehousing, machine learning analytics, and dashboarding in a single workspace. This allows you to quickly ingest all of your data, transform and query it with SQL, analyze the data with advanced machine learning algorithms, and visualize it with Microsoft Power BI.

Ingest and Query Both Structured and Unstructured Data - Azure Synapse ingests all types of data, including relational (data warehouse) data and non-relational (data lake) data, and it lets you explore this data with SQL. In this way, Synapse brings all of your structured and unstructured data (LOB, CRM, Graph, Image, Social, IoT, etc.) under the same roof for easy access and analysis.

Azure Data Lake Storage Gen2 - Azure Synapse uses Azure Data Lake Storage Gen2 as a next-level data storage solution to support large-volume data analytics.

Massively Parallel Processing (MPP) - Azure Synapse uses massively parallel processing (MPP) database technology, which allows it to manage analytical workloads and aggregate and process large volumes of data efficiently. In contrast to transactional databases, which store rows in a table as an object, MPP databases store each column as an object. MPP databases also distribute data across many nodes that operate in parallel to process different portions of queries. This database architecture facilitates complex, long-running analytical processes.

Easy Integrations with Microsoft Technology - As a Microsoft Azure product, Synapse integrates natively with your favorite Microsoft and Azure solutions such as Azure Blob Storage, Azure Data Lake, Azure Active Directory, Azure Machine Learning, and Power BI.

Open Data Initiative Compatibility -Azure Synapse readily integrates with solutions that complies to the Open Data Initiative, which promotes easier data integration and compatibility between Adobe, Microsoft, and SAP technologies. Open Data Initiative solutions include products like Microsoft Dynamics 365, Microsoft Office, and Adobe Customer Experience Platform.

Security and Privacy - Synapse includes the latest security and privacy technology such as real-time data masking, dynamic data masking, always-on encryption, Azure Active Directory authentication, single-sign-on authentication, and automated threat detection. The platform also allows you to control access to sensitive data via column-level and row-level security.

In conclusion, there's no denying that Azure Synapse Analytics will bring some amazing changes in the developer community, there are others such as AWS Athena, Presto providing comparable solutions. This new product offering will help most of Microsoft's enterprise cloud customers add massive value to their offerings by combining it with the existing cloud products. For more information read our Prometix Data and Analytics practice.

Prometix are a Microsoft Gold certified O365/Azure consultants (Sydney, Canberra, Melbourne & Perth) have delivered numerous Azure Data warehouse based solutions. If you need any assistance, please feel free to contact us via enquiries@prometix.com.au.

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It has been over year since Microsoft officially launched Azure Synapse. This was officially released in November 2019 at its Ignite conference in Orlando, Florida. A platform touted to be a cutting-edge initiative and an attempt to unify and make sense out of an exceedingly clogged space of Data & Analytics Platforms. In the past year, this technology has garnered some significant following.

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Uncovering the art of developing information architecture for SharePoint online - Migration to Office 365

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Uncovering the art of developing information architecture for SharePoint online - Migration to Office 365

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As a Microsoft Gold partner, we have been delivering successful Information Architecture for Office 365 based solutions.

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In recent times, we had requests from organisations planning to migrate either from their legacy records management system or earlier version of SharePoint into the modern Office 365 environment. I suspect there are other organisations out there in the same position who may be dissatisfied with the way their current document management system is functioning for one reason or another and want to do a course correction. Perhaps there was no Information Architecture plan prior to implementing this system in the first place and over the years it has organically grown into an ineffective environment. Perhaps even if there was an IA defined it may have outgrown its effectiveness over time due to re-orgs and acquisitions, or just plain lack of attention to the original IA plan.

Fast forward several years and organisations like this may find themselves at cross-roads. Should they take a "lift and shift" approach and migrate the mess from the old to the new platform OR should they take the time to rethink the underlying information architecture, take stock of their current environment, do some housekeeping and start new? The answer is start new.

I call this a golden opportunity - the chance to learn from past mistakes and improve on the things you've done right. Information Architecture is a critical and necessary step in the planning and preparation phase of any SharePoint implementation whether you're moving to an on-premises or online environment. Some things can be difficult to change after-the-fact so it's best to do IA planning up-front prior to any content being added.

How should you tackle IA for your SharePoint environment? In the world of SharePoint management, Information Architecture, is the way content is organised and presented to the people within your organization. A logical Information Architecture lays the foundation for end-user productivity and ensures that everyone has access to what they need, when they need it. Creating a solid IA starts with understanding the content, and how people will interact with it. From there, you can start to consider how SharePoint will meet those requirements making sure to account for change management. The information you glean while developing your IA can also serve to inform your SharePoint governance plan. A good IA is the difference between a usable system that is widely adopted by users, and one that struggles to get off the ground. In this post, we will look at what it takes to build a good IA in SharePoint.

You have to consider the following when developing a solid IA:

what is the organizational structure?

what are the personas that represent the typical user groups across the organization?

what types of content does each business area need to track?

what are the business processes that will interact with this content?

Here are five things to consider in developing the IA in SharePoint:

Make your Information Architecture logical: Build a structure that users would consider logical, one they would recognize. A simple example is that all supermarkets tend to have a similar layout, which means, even if you have never been to that particular store before, you have a good idea how to find something. Ensure users are able to store or find things without having to ask or be taught.

Make your Information Architecture extensible: It is impossible to determine, upfront, every possible type of content your solution will need to hold. Your IA should be extensible so that it is able to grow and incorporate new types of content as they become apparent.

Keep it as simple as possible: It is important to create appropriate site collections (as well as libraries, metadata, content types, etc) for the content you are working with. But there is a balance. Asking a user for too much metadata, or making them navigate twenty subsites, will just frustrate them.

Limit how many options you present to a user: Users don't want to fill out twenty metadata fields, nor select from twenty different content types. To reduce frustration, or risk of user error, limit users' choices to between four and seven at a time. It is believed that this is the optimal number of items a user can manage easily in their short-term memory.

Limit the use of folders: There are many reasons for this but, put simply, folders create usability issues by hiding away content in a nested structure. Leverage metadata, libraries, views and web parts appropriately instead.
Consideration to be given to Information Governance & Records Management in new office 365
Also, Microsoft has been investing a lot of effort over the past year into porting functionality from their legacy 'Office 365 Security and Compliance Center' into the new, separate 'Microsoft 365 Security Center' and 'Microsoft 365 Compliance Center'. As part of this process, existing records management and retention features have been moved across and have found new homes within the new Compliance Center.

As the dust beings to settle, we are starting to see how functionality will be structured within the Compliance Center. Launch of the Records Management Solution sees Microsoft separating their Information Governance features from their Records Management features, both of which are now provided as two distinct, if partially overlapping, tools.
Information Governance features in Office 365
Labels: This tool provides the ability to create and maintain Retention Labels which can be used to classify content across Exchange email, Office 365 groups, OneDrive and SharePoint. Users cannot delete content that has been tagged with a retention label until the end of the retention period, at which point the items are either automatically deleted, or subject to a disposition review.

Label Polices: It's best to think of Label Policies as a way to associate different parts of Microsoft 365 with a collection of Retention Labels. Effectively, with Label Polices you can group together a sub-set of your labels, allowing you to only expose classifications in relevant areas of your tenancy.

Retention: Retention Policies can be found within the Retention section of Information Governance. Retention Polices allow you to apply a broad-brush blanket single retention period to all of the content stored in entire sites. Invisible to users, Retention Policies ensure deleted content is retained for the duration of the retention period. When the retention period ends, Retention Policies allow you to choose to automatically delete the content, but unlike Retention Labels, Retention Policies do not allow you to route content for disposition review.
Records Management features in Office 365
File Plan: Firstly, the File Plan tool allows you to download your Retention Labels into a csv, edit them and reimport them. We can see this tool being quite useful when managing large file plans, but be warned, it might prove a little tricky to make sure you get the formatting accurate before you will be able to successfully upload your labels. Secondly, the File Plan tool provides you with the ability to categorise your Retention Labels with 'File Plan Descriptors'. These seem to provide the ability to tag and sort your labels, which I can see being quite useful if you have hundreds of labels to maintain. However, File Plan Descriptors do feel like they are still work in progress, for example, I can't yet see how you can remove any of the out of the box descriptors that are provided by Microsoft (if anyone has found a way, please get in touch to let us know!)

Label Polices: As far as we can tell, Label Polices are functionally identical in both the Records Management and Information Governance areas. Irrespective of where they are created, Label Policies are used to associate groups of labels with specific sites and inboxes.

Events: Event-driven retention is a great way of setting up a trigger for the start of retention periods. Events allow you to start retention periods when things change in your organisation. For example, you could have an event that fires when a project closes, which automatically starts retention on all content that has been associated with the given project. As you can probably imagine, event-driven retention takes a bit of legwork to set up - planning for the events really needs to be central to the architecture of your content's structure and classification - however, the outcome can be led to really compliant solutions that dispose of content in alignment with regulation/legislation.

Disposition: Providing the location for undertaking disposition reviews, this area is an essential component of most records management solutions that use Retention Labels. The Disposition tab provides a summary of how many items are currently awaiting disposition review for each Retention Label. Selecting a given Retention Label provides two reports - Pending Dispositions and Disposed items.

Although Information Architecture is not the most exciting aspect of SharePoint, it is a necessary step. Our recipe is of course only one way of approaching the preparation of an IA plan. No matter which technique you use, at the end of the day the most important thing is to actually build one for your environment. Doing this up-front planning lays important groundwork for SharePoint and will definitely pay dividends in the long run.

As a Microsoft Gold partner, we have been delivering successful Information Architecture for Office 365 based solutions. For more information, please contact us from enquiries@prometix.com.au.

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Uncovering the art of developing information architecture for SharePoint online

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In recent times, we had requests from organisations planning to migrate either from their legacy records management system or earlier version of SharePoint into the modern Office 365 environment. I suspect there are other organisations out there in the same position who may be dissatisfied with the way their current document management system is functioning for one reason or another and want to do a course correction.

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Prometix Webinar - Improve your Microsoft Teams Adoption & Governance using Powell Software

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Prometix Webinar - Improve your Microsoft Teams Adoption & Governance using Powell Software

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Prometix designs implements and supports solutions based on Microsoft Technologies that help our client’s staff to more easily use and share information as individuals and in teams.

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Prometix Webinar - Improve your Microsoft Teams Adoption & Governance using Powell Software

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PROMETIX - Certified SharePoint Consultants in Sydney

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PROMETIX - Certified SharePoint Consultants in Sydney

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Prometix designs implements and supports solutions based on Microsoft Technologies that help our client’s staff to more easily use and share information as individuals and in teams. This allows people to perform their jobs more efficiently to reduce operational costs and risk, improve productivity and increase competitiveness.

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Supporting people centric Records Management with OnePlace Solutions

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Supporting people centric Records Management with OnePlace Solutions

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Prometix designs implements and supports solutions based on Microsoft Technologies that help our client’s staff to more easily use and share information as individuals and in teams. This allows people to perform their jobs more efficiently to reduce operational costs and risk, improve productivity and increase competitiveness.

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Increase your knowledge culture with Microsoft Viva

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Increase your knowledge culture with Microsoft Viva

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We live in the information age. The problem is that with evermore information being continually produced, finding the specific content you need becomes ever more challenging.

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We live in the information age. The problem is that with evermore information being continually produced, finding the specific content you need becomes ever more challenging. According to one recent survey, 19% of employees struggle to find the information they need in their enterprise content management systems. And 16% struggle to find an internal subject matter expert in a reasonable time frame.

Viva Topics is Microsoft's innovative new approach to help organizations deal with this knowledge management headache. Introduced in early February and already available, Viva Topics uses artificial Intelligence and the Microsoft Graph to help improve how knowledge is found.

Viva Topics is one of the four modules in the Microsoft Viva employee experience platform. It's an offshoot from the Project Cortex initiative which aims to help organizations build an easily accessible (in Microsoft 365 apps) knowledge network based on information stored in SharePoint Online. SharePoint Syntex is the other offshoot of the Cortex initiative, but it's not part of Microsoft Viva.
What is Microsoft Viva Topics?
Viva Topics applies next generation thinking to knowledge management. In this model, a company's knowledge is organized into topic cards. Whenever an employee sees an acronym, a project or a specific term mentioned that they are not familiar, they can click on it and see a Topic Card which gives an overview of the subject. Viva Topic cards contain a description of the topic itself, as well as related documents and subject matter experts.

You might find it useful to think of Viva Topics as like an organisational Wikipedia. Whenever a user visits a page and sees a term they are not familiar with, they can hover over it to see a Topic Card which provides more information. If they want to learn more, they can open up the Topic and access additional resources.

Viva Topics uses a combination of your existing knowledge management structure and Artificial Intelligence to create the Topic Cards. Over time Viva Topics will begin to surface information based on what it believes your users need to know. This means that information will never be more than one click away.

Topics can be accessed throughout the Microsoft 365 interface. You will notice them in Microsoft Teams Consultant, Outlook, SharePoint and other apps you use.
Makes knowledge contextual
Because users can click on terms that they don't understand and see a Topic Card, the knowledge will be delivered contextually, at the moment of need. Just like contextual microlearning, this way of delivering information means users will retain information more effectively. It also means they're less likely to simply 'guess' what a term means. Instead, they can verify their understanding of concepts immediately then get on with whatever they were doing before.
You don't have to go somewhere to find knowledge
Traditional knowledge management systems require employees to visit an organizational knowledge page and seek out the terms or concepts they are interested in. This breaks up the flow of work, and means they might get distracted. They also spend more time looking for the information. Viva Topics brings that knowledge directly to the user, thereby saving time.
Find subject matter experts faster
In a similar way, Topic Cards will make it much easier for people to find subject matter experts who can provide extra information on one specific field or another. Again, this should save users time and avoid the risk of 'reinventing the wheel'.

Prometix as a Microsoft Gold certified partner and certified O365 consultants (Sydney, Canberra, Melbourne & Perth), we have extensive experience in delivering Microsoft 365 based solutions. If you need more information or a demo on Microsoft Viva platform then please contact us from enquiries@prometix.com.au.

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Prometix - Microsoft SharePoint Certified Consultant

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Increase your knowledge culture with Microsoft Viva

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We live in the information age. The problem is that with evermore information being continually produced, finding the specific content you need becomes ever more challenging. According to one recent survey, 19% of employees struggle to find the information they need in their enterprise content management systems. And 16% struggle to find an internal subject matter expert in a reasonable time frame.

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Increase productivity and wellbeing with Microsoft Viva Insights

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Increase productivity and wellbeing with Microsoft Viva Insights

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Microsoft Viva Insights is one of the four components that Microsoft released as part of the Microsoft Viva platform.

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All you need to know about Microsoft Viva Connections

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All you need to know about Microsoft Viva Connections

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In February, Microsoft announced a new employee experience platform called Viva. Viva is experienced through Microsoft Teams and other Microsoft Office 365 apps.

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In February, Microsoft announced a new employee experience platform called Viva. Viva is experienced through Microsoft Teams and other Microsoft Office 365 apps. Viva is broken down into four modules. In this insight, we are looking at Viva Connections.

What is Viva Connections?
Viva connections is one of the module of Viva described by Microsoft as 'your gateway to a modern employee experience'. It's designed to help people connect, focus and learn through flexible working. Bringing together relevant news, conversations and resources from your company.
Communication
Communicating with employees, workplace analytics, particularly when remote working, can be a challenge.

Vva supports this with a personalised feed in which employees can explore and contribute to company news updates. You can publish content from apps such as Yammer, SharePoint and Stream direct to employee feeds. A boost feature allows you to pin a news item to the top of the feed. The item will leave the top of the feed based on rules you set, for example: until read, always on top or X number of impressions.

In addition to this, you can use audience targeting to share information with specific departments or roles within your organisation.
Branded, Personalised Dashboard
The dashboard in Viva Connections is like a company homepage for employees. It's a central destination for employees to find resources or complete tasks. Each dashboard is customisable but also branded to reflect your organisations brand.

Customisation can be tailored to suit departments. For example: placing a clock-in board from Shifts on the homepage for those who need to clock-in each day. You can easily create a card from any existing Teams app to place it in your Viva Connections dashboard. Additionally, our SharePoint expert can use Microsoft Power Apps to make custom solutions.

Licensing and Deployment

All employees within your organisation licensed for SharePoint will be able to use Viva Connections at no additional cost. If you are unsure which license you are using, please contact us at Breakwater.

There are steps you will need to take to deploy Viva Connections to your employees once available. This includes upgrading to SharePoint Online, deploying a SharePoint home site and launching Yammer communities within Teams. If you have any questions on deployment or would like support in doing so, get in touch.

Prometix as a Microsoft Gold certified partner and certified O365 consultants (Sydney, Canberra, Melbourne & Perth), we have extensive experience in delivering Microsoft 365 based solutions. If you need more information or a demo on Microsoft Viva platform then please contact us from enquiries@prometix.com.au.

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All you need to know about Microsoft Viva Connections

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In February, Microsoft announced a new employee experience platform called Viva. Viva is experienced through Microsoft Teams and other Microsoft Office 365 apps. Viva is broken down into four modules. In this insight, we are looking at Viva Connections. What is Viva Connections?

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Manage your employee training and learnings using Viva Learning

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Manage your employee training and learnings using Viva Learning

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Viva Learning is one of the four components as part of the Microsoft Viva platform. Viva Learning aggregates personalised learning content from multiple places into one view which can then be easily accessed through Microsoft Teams.

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Manage your employee training and learnings using Viva Learning

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Viva Learning is one of the four components as part of the Microsoft Viva platform. Viva Learning aggregates personalised learning content from multiple places into one view which can then be easily accessed through Microsoft Teams.

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Office 365 Records Management Application | Prometix

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Office 365 Records Management Application | Prometix

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Customer Segment: Utilities The Challenge Our customer is a large utilities-based organisation in Victoria that provides services to 70,000+ customers and maintains over a billion dollars' worth infrastructure network. They have a high focus on the quality and capability of facilities and services that they deliver to their customers. To ensure the high standards they...

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Customer Segment: Utilities The Challenge Our customer is a large utilities-based organisation in Victoria that provides services to 70,000+ customers and maintains over a billion dollars' worth infrastructure network. They have a high focus on the quality and capability of facilities and services that they deliver to their customers.

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Legacy Data Migration Australia |Prometix

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Legacy Data Migration Australia |Prometix