Challenges

SharePoint Integration with ECM suite

OVERVIEW

The client is a well-known Banking institution using Microsoft Office SharePoint Server 2010 for employee collaboration needs. Several stake holders edit and approve documents before they are finalized. Also, the documents received from external sources are kept for future reference. Client wanted to integrate third party ECM software for long term archival of generated documents and enforcing data retention and expiration policies of the organization.

THE CHALLENGE

The integration had to be so done to present a familiar User Interface to the users of the existing SharePoint system to minimize their learning curve and facilitate smooth acceptance of the ECM application. The main challenges were:

  • Seamless integration of existing SharePoint infrastructure with the ECM application.
  • Single Sign-On allowing SharePoint users to automatically log-on to ECM application.
  • Search Documents across ECM repositories from within SharePoint.
  • Interactive and Scheduled Automatic archival from SharePoint to ECM repositories.
  • Workflow integration to automatically archive approved documents.
  • Host and display ECM Business Dashboards and Activity Monitor within SharePoint.
Case Study Hurdles

NEWGEN SOLUTION

A middle layer component was developed to facilitate the exchange of data between SharePoint and ECM application. The server level integration of the two systems provided the needed robustness and scalability. The component was delivered as a SharePoint Solution for easy deployment across SharePoint farm.

The availability of the solution could be controlled at individual site levels by configuring a SharePoint feature provided as a part of integration. SharePoint administrator had an easy option to customize feature at each site level.

The document archival option was placed within each SharePoint Document Library and workflows configured to facilitate automatic archival of approved documents according to a pre-defined schedule.

Archival process was designed so as to take document indexes along into the ECM repository to allow SharePoint users document search from the archives. The new User interface was blended with the existing screens extending the application master pages presenting consistent user experience.

KEY BENEFITS

  • Integration of two disparate systems providing information consolidation leading to enhanced productivity.
  • Minimum or no learning curve for the end users.
  • Extensibility to integrate new systems to further consolidate various types of information.

TOOLS & TECHNOLOGIES

Tools and Technologies

ASP.NET, C#, Microsoft Office SharePoint Server 2010, SharePoint Foundation 2010, SharePoint Designer 2010,Microsoft Visual Studio .NET 2010, Microsoft SQL Server 2008