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Betasoft Limited

SharePortals CRM

SharePortals is a contact / customer / case record management (CRM) interface for Microsoft's SharePoint Online service, which enables relational records for business application scenarios.

SME organisations investing in Microsoft Office 365 needing CRM can leverage licensing to manage record lifecycles, and centralise content e.g emails, documents, notes

Features

  • Relational Records, e.g 1 Contact to many Companies
  • Customisable Records e.g Students, Patients, Donors, Leads
  • Built in Charts Using SharePoint Data
  • Full SharePoint Document Management Capabilities
  • Record Stage Lifecycle Management
  • Office 365 Native Integration
  • Outlook Add-In for Seamless Contact Management
  • Full Capabilities on Mobile Devices
  • Pre-Defined Templates & Modules for Record Types
  • Kanban / Pipeline Record Views

Benefits

  • Unified customer data
  • Work on the move anywhere on any device
  • Limitless customisation capabilities
  • Automate business processes to reduce effort and cost
  • Leverage existing Office 365 licensing package
  • Manage GDPR requests, breaches, and perform granular audit access checks
  • Management of data for information compliance
  • All data stored in your own Office 365 tenant
  • Highly affordable in comparison to other enterprise capable offerings

Pricing

£0 to £25 a user a month

Service documents

Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at steffeng@betasoft.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

3 6 6 7 4 8 0 4 7 5 1 4 8 0 9

Contact

Betasoft Limited Steffen Gorgas
Telephone: 07917451700
Email: steffeng@betasoft.co.uk

Service scope

Software add-on or extension
Yes
What software services is the service an extension to
SharePoint Online
Cloud deployment model
Public cloud
Service constraints
Organisations must either already use a Microsoft Office 365 package which includes SharePoint Online, or purchase a plan.
System requirements
  • Microsoft Office 365 license which includes SharePoint Online plan
  • Recommended to have Power Platform licensing
  • Recommended to use Microsoft Office 365 Email (Exchange Online)
  • Edge, Chrome, Safari, or Firefox browser

User support

Email or online ticketing support
Email or online ticketing
Support response times
4 hour response 9:00 A.M -5:30 P.M Monday-Friday UK time excluding UK public holidays.
User can manage status and priority of support tickets
Yes
Online ticketing support accessibility
None or don’t know
Phone support
Yes
Phone support availability
9 to 5 (UK time), Monday to Friday
Web chat support
Web chat
Web chat support availability
9 to 5 (UK time), Monday to Friday
Web chat support accessibility standard
None or don’t know
How the web chat support is accessible
Accessible via website
Web chat accessibility testing
N/A
Onsite support
Yes, at extra cost
Support levels
Online support for users on any package.

For professional package - 4 hour SLA via phone/web/email with escalation procedures to a technical lead for critical / on-going issues. Account management included.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
User documentation is available on our website and linked to within the system. In addition we create regular blogs and posts relating to the service, and periodically run training sessions which in the past have been both provided onsite and online.
Service documentation
Yes
Documentation formats
HTML
End-of-contract data extraction
If our add on is no longer used, all data is still accessible within SharePoint Online without any process required to retain data. If an organisation stops using Office 365 they would then need to migrate their SharePoint Online data to an alternative system which includes documents and record information. Without migration tools, it is straight forward to export lists to Excel for download and files can be downloaded from containers.
End-of-contract process
We do not include any migration / offboarding assistance to customers beyond information on our users can remove their data from SharePoint generally.

Using the service

Web browser interface
Yes
Supported browsers
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
Application to install
No
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
Administrative changes to make system configuration changes can only be done from the desktop experience.
Service interface
No
User support accessibility
None or don’t know
API
Yes
What users can and can't do using the API
App is built on SharePoint Online which has a well documented API from Microsoft for manipulating data held within our add on app. API is a REST API accessed using web based calls with a user account with sufficient Office 365 administration access to the SharePoint site. The API does not make changes to the add on itself, however all data and configuration related to data is held within SharePoint Online.
API documentation
Yes
API documentation formats
HTML
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
Users can personalize their experience e.g create their own dashboard which loads upon login.

Manager users can create reports / charts, which can be consumed by all user types within a dashboard.

Administrators can customise the theme and menu configuration for the add on. Administrators can create custom record types, workflows, set regional settings etc.

Scaling

Independence of resources
Our services runs within Azure web services, which is designed to monitor and scale as required to handle additional user workloads. Our service is carefully monitored to ensure performance issues are mitigated using alerts and automation.

Analytics

Service usage metrics
Yes
Metrics types
It is possible to monitor all usage within the site our add on is deployed to natively within SharePoint Online. The specific metrics monitored can be configured related to content management.

Examples include: who has last modified a record, what time the change occurred, the old value, when the user logged in, logged off etc. This level of monitoring is available with Microsoft's compliance centre.
Reporting types
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

Supplier type
Reseller providing extra features and support
Organisation whose services are being resold
Microsoft

Staff security

Staff security clearance
Other security clearance
Government security clearance
Up to Developed Vetting (DV)

Asset protection

Knowledge of data storage and processing locations
Yes
Data storage and processing locations
United Kingdom
User control over data storage and processing locations
Yes
Datacentre security standards
Managed by a third party
Penetration testing frequency
At least every 6 months
Penetration testing approach
In-house
Protecting data at rest
Physical access control, complying with CSA CCM v3.0
Data sanitisation process
Yes
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
Equipment disposal approach
A third-party destruction service

Data importing and exporting

Data export approach
Users can use SharePoint migration tools, or manually export record data / lists to Excel. Documents can be downloaded from containers either by clicking to download 1 or more files from either our interface or the native SharePoint interface, or sync document containers / libraries using the OneDrive sync tool.
Data export formats
  • CSV
  • Other
Other data export formats
Excel
Data import formats
  • CSV
  • Other
Other data import formats
Excel

Data-in-transit protection

Data protection between buyer and supplier networks
TLS (version 1.2 or above)
Data protection within supplier network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

Guaranteed availability
Our service run on Microsoft App services which guarantees 99.95% uptime. Outside of this change management windows to update the service occur outside normal UK business hours.
Approach to resilience
Microsoft abstracts resiliency for platform services such as the App service our add on runs on, and ensures the service is available by utilising alternative hardware within a datacenters / alternative datacenters as required. Our service runs on UK datacenters, though customers may have their Office 365 tenant located on an alternative datacenter.
Outage reporting
Our website will represent outages when detected, and email alerts are sent to clients as needed. If there is an outage with the customers own Office 365 / SharePoint Online tenant, this is managed by Microsoft via the Office 365 dashboard and potentially other methods such as email.

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Username or password
  • Other
Other user authentication
Microsoft Work Account (Office 365) with 2FA etc determined by the customers own Office 365 setup.
Access restrictions in management interfaces and support channels
Username and passwords, 2FA / MFA
Access restriction testing frequency
At least once a year
Management access authentication
  • 2-factor authentication
  • Username or password

Audit information for users

Access to user activity audit information
Users have access to real-time audit information
How long user audit data is stored for
Between 1 month and 6 months
Access to supplier activity audit information
Users have access to real-time audit information
How long supplier audit data is stored for
Between 1 month and 6 months
How long system logs are stored for
Between 1 month and 6 months

Standards and certifications

ISO/IEC 27001 certification
No
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Cyber essentials
Yes
Cyber essentials plus
Yes
Other security certifications
No

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
ISO/IEC 27001
Information security policies and processes
All policies are regularly checked and managed by the managing director of the business currently, and regular tests are performed to ensure compliance throughout the organisation.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
All updates to the service are carefully tested through a quality control process, with unit testing to ensure previous tests are automated and pass whenever changes are made. Each time new code is added to our code base, new tests are added. We maintain detailed documentation on code changes and supply a summary of all new features, enhancements, and fixes in release notes each time an update is performed.

When changes are made to the production system, we roll out updates to customers who have agreed to receive an early release. Checks are performed to validate security impact.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
As our services runs on Office 365 / SharePoint Online, Microsoft are responsible for the service which our add-on sits up and are typically very fast at identifying and resolving zero day vulnerabilities. For our add on we perform periodic checks to ensure all communications are secured, and all customer data is transferred securely and secured at rest. We check services such as Norton, Zdnet, TrendMicro, and other reputable sources of vulnerabilities relating to our code frameworks.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
We use Microsoft Defender Advanced Threat Protection which is an enterprise endpoint security platform designed to help enterprise networks prevent, detect, investigate, and respond to advanced threats.
Incident management type
Supplier-defined controls
Incident management approach
We provide all customers with access to a support portal where tickets are created either by the customer or by us. Whenever a ticket is created or modified, the customer will receive a notification email where they can either reply to the email to provide a response which updates our system, or click a link to respond within the portal.

Secure development

Approach to secure software development best practice
Conforms to a recognised standard, but self-assessed

Public sector networks

Connection to public sector networks
No

Social Value

Fighting climate change

Fighting climate change

Our product is designed to act as a centralised database for business information, preventing duplication of information and ultimately reducing the need for multiple systems. Our product uses Microsoft Azure which has been carbon neutral since 2012, with Microsoft aiming to be carbon negative by 2030.
Covid-19 recovery

Covid-19 recovery

We are providing a solution which focuses on allowing SME organisations to easily configure record management applications within Microsoft Office 365 using SharePoint Online. A common example is CRM, which is an important part of organisations getting back on their feet.
Tackling economic inequality

Tackling economic inequality

Many organisations cannot afford Microsoft Dynamics 365 or find it too complicated and therefore require a partner. Our offering seeks to provide a lower cost alternatives primarily to SMEs.

Pricing

Price
£0 to £25 a user a month
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
Refer to https://shareportals.com/pricing/ for a full list of differences.

The main difference between free / paid for is the limit of the number of users, records, and no direct support or account management.

Charities and Education accounts are not limited, but do not include direct support or account management
Link to free trial
https://shareportals.com/get-started/

Service documents

Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at steffeng@betasoft.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.