Employee onboarding is one of the most important business processes within any organization, yet it is often managed through a patchwork of disconnected systems, emails, spreadsheets, and manual follow-up. Human Resources may be responsible for collecting employee information and documents, IT may need to provision accounts and equipment, managers may need to schedule training and introductions, and other departments may have their own onboarding responsibilities as well. Without a centralized system, it becomes difficult to ensure that every task is completed on time and that nothing falls through the cracks.

Many organizations struggle with common onboarding challenges. A new employee arrives on their first day only to discover that no laptop has been ordered. User accounts have not been created. Required paperwork is still missing. Training sessions have not been scheduled. Managers spend valuable time sending reminder emails and tracking progress manually. These issues not only create frustration for employees and managers but also result in lost productivity during a critical period when new hires are forming their first impressions of the organization.

The good news is that these problems can be solved without expensive custom development projects. SharePoint provides an ideal platform for managing onboarding processes, and Infowise Ultimate Forms extends SharePoint with powerful no-code automation, forms, workflow, reporting, and dashboard capabilities that make it possible to build a complete onboarding solution quickly and efficiently.

Create a Structured Employee Onboarding Process

One of the biggest challenges in onboarding is ensuring that every employee follows a consistent process. When tasks are managed through email chains or informal communication, important steps can easily be overlooked.

With Ultimate Forms, organizations can create a structured onboarding workflow directly within SharePoint. Every new employee can be entered into a centralized onboarding system that automatically launches the required activities and tracks progress from start to finish.

Instead of relying on memory or manual coordination, onboarding becomes a repeatable business process with clearly defined steps, responsibilities, deadlines, and accountability. HR, IT, managers, and other departments all work from the same system and have visibility into what has been completed and what still requires attention.

Assign and Track Tasks Across Multiple Departments

Employee onboarding often involves numerous departments working together. HR may need to collect tax forms and employment agreements. IT must create accounts, configure devices, and assign software licenses. Facilities may need to prepare workspace access. Managers may need to assign training and introduce team members.

Ultimate Forms makes it easy to create and assign onboarding tasks automatically. As soon as a new employee record is created, tasks can be generated and routed to the appropriate individuals or teams.

Each task can include due dates, instructions, status tracking, and automated reminders. Team members can update task progress directly within SharePoint, giving everyone involved a clear view of onboarding status without requiring constant follow-up emails or meetings.

Manage Equipment Requests and Account Provisioning

Providing employees with the tools they need to succeed should happen before their first day, yet this is one of the most common onboarding failures.

A well-designed onboarding process can automatically generate requests for laptops, monitors, mobile devices, security badges, software licenses, and system accounts. IT personnel can receive notifications when new tasks are assigned and can update completion status as work progresses.

Because all activities are tracked centrally, managers can immediately see whether equipment has been ordered, delivered, or configured. This eliminates uncertainty and reduces the risk of employees arriving without the resources they need.

Collect Employee Information Through User-Friendly Forms

Many onboarding processes require collecting a significant amount of information from new employees. Personal details, emergency contacts, tax information, direct deposit details, policy acknowledgements, and other documentation must often be gathered and stored.

Ultimate Forms allows organizations to create modern, user-friendly forms directly within SharePoint without writing code. Forms can be customized to display only relevant fields, enforce validation rules, and guide users through the information collection process.

This improves data quality while creating a more professional onboarding experience. Employees can easily provide the information needed while HR benefits from having all data stored in a centralized and organized location.

Automate Notifications, Reminders, and Approvals

One of the largest sources of inefficiency in onboarding is manual follow-up. Managers frequently find themselves sending emails asking whether tasks have been completed or reminding departments about upcoming deadlines.

Ultimate Forms eliminates much of this manual effort through automation. Notifications can be sent automatically when tasks are assigned, completed, or overdue. Reminder emails can be generated at scheduled intervals to ensure deadlines are not missed.

Approval processes can also be automated. Equipment purchases, access requests, training approvals, and other onboarding activities can be routed to the appropriate approvers with a complete audit trail of decisions and actions.

By automating communication, organizations reduce administrative overhead while improving accountability throughout the onboarding process.

Monitor Progress with Dashboards and KPI Indicators

Visibility is critical for successful onboarding. Leadership, HR staff, and managers need to understand where employees are in the process and identify bottlenecks before they become problems.

Ultimate Forms provides dashboards, KPI indicators, rollups, and reporting tools that make onboarding status visible at a glance. Managers can quickly identify overdue tasks, incomplete activities, pending approvals, and onboarding milestones.

Rather than searching through spreadsheets or sending status emails, stakeholders can access real-time information directly from SharePoint dashboards. This visibility enables faster decision-making and helps ensure that onboarding stays on schedule.

Reduce Spreadsheet-Based Tracking

Many organizations still rely on spreadsheets to manage onboarding activities. While spreadsheets may seem convenient initially, they quickly become difficult to maintain as onboarding volume increases.

Spreadsheets often contain outdated information, require manual updates, and provide limited visibility into task ownership and status. They also make it difficult to automate notifications and reporting.

A SharePoint-based onboarding solution built with Ultimate Forms replaces spreadsheet tracking with a centralized system that provides real-time information, automated workflows, and complete process visibility. This reduces administrative effort while significantly improving accuracy and accountability.

No-Code Solution for SharePoint

Perhaps the most attractive aspect of Ultimate Forms is that the entire onboarding solution can be built without custom development. Organizations do not need specialized programming skills or lengthy development projects to implement a powerful onboarding system.

Using visual designers, forms, workflows, dashboards, and automation tools, SharePoint administrators and power users can build sophisticated onboarding solutions that meet their organization's specific requirements.

This approach dramatically reduces implementation time while making it easier to maintain and enhance the solution as business needs evolve.

Join Our Upcoming Webinar

If your organization is struggling with onboarding spreadsheets, manual follow-up, disconnected processes, or lack of visibility, this webinar will demonstrate a practical solution that can be implemented directly within SharePoint.

Join us to see how Infowise Ultimate Forms can be used to build a complete employee onboarding solution using a fully no-code approach. We will demonstrate how to automate onboarding tasks, manage approvals, collect employee information, coordinate activities across departments, and track progress through dashboards and status indicators.

Attendees will also receive a complete downloadable onboarding solution immediately after the presentation, providing a ready-to-use starting point for implementing employee onboarding automation in their own SharePoint environments.

Creating and deploying SharePoint solutions can often become a slow and repetitive process, especially when organizations rely on out-of-the-box tools or traditional development methods. Many businesses struggle with maintaining consistency across environments, recreating the same solutions multiple times, or finding efficient ways to standardize forms, workflows, pages, and list configurations throughout the organization.

Even experienced SharePoint teams can run into challenges when trying to duplicate solutions between departments, rebuild configurations for new projects, or package customizations in a way that can easily be reused. In many cases, organizations depend heavily on developers or highly technical administrators to recreate functionality manually, increasing deployment time and making ongoing maintenance more difficult.

In our next webinar, we will demonstrate how Infowise Ultimate Forms simplifies SharePoint template management with a practical no-code approach designed for business users, power users, and administrators alike. Using the Ultimate Forms Solution Catalog and Template Manager, organizations can quickly deploy complete SharePoint business solutions, customize them for specific requirements, and reuse them across multiple sites without writing code.

Ultimate Forms includes access to a growing Solution Catalog containing more than 440 ready-to-use SharePoint templates covering a wide variety of business scenarios. Instead of starting from scratch, users can install preconfigured solutions that include lists, forms, workflows, dashboards, permissions, navigation elements, and automation already configured and ready to use.

Templates can be searched by category, business process, or functional area, allowing organizations to quickly identify solutions that match their needs. Once installed, templates can be modified and adapted using Ultimate Forms’ no-code tools to fit specific processes, branding, or departmental requirements.

During this webinar, we will demonstrate how organizations can use templates to reduce deployment time, improve consistency, and simplify SharePoint solution management across multiple environments.

Topics covered will include:

• Access over 440 ready-to-use SharePoint templates in the Ultimate Forms Solution Catalog

• Quickly search, install, and deploy templates in just a few clicks

• Modify templates to match your organization’s business processes and requirements

• Package SharePoint sites, lists, libraries, forms, pages, workflows, and navigation into reusable templates

• Reuse templates across departments, projects, or separate SharePoint environments

• Standardize solution structure and user experience across your organization

• Reduce repetitive manual SharePoint configuration work

• Simplify deployment of forms, workflows, dashboards, and automation tools

• Enable business users and administrators to deploy solutions without custom development

• Eliminate many of the challenges associated with traditional SharePoint provisioning approaches

• Maintain consistency while still allowing flexibility for customization

• Fully no-code approach with no development experience required

We will also demonstrate how the Template Manager can be used to package existing SharePoint environments into reusable templates that can be redeployed later. This makes it easier to maintain consistent configurations across teams while reducing the amount of time required to recreate solutions manually.

Whether you are building HR processes, project management systems, help desk solutions, approval systems, dashboards, or department-specific applications, reusable templates can help simplify deployment and reduce ongoing administrative overhead.

This webinar is designed for SharePoint administrators, power users, IT managers, business analysts, and anyone responsible for building or maintaining SharePoint business solutions. Both new and existing Ultimate Forms users will benefit from seeing practical examples of how templates can accelerate solution delivery and simplify long-term management.

Join us to see how easy it can be to deploy, customize, and manage SharePoint solutions using templates in Ultimate Forms. Attendees will receive full access to templates along with guidance and practical examples to help them start building solutions right away.

Approvals are common but complicated...

Approval workflows are one of the most common requirements in SharePoint, yet they are also one of the areas where organizations consistently run into friction. On the surface, approvals sound simple—someone submits a request, someone else reviews it, and a decision is made. But in practice, these processes quickly become complicated. There are multiple stakeholders, conditional steps, escalations, reminders, and a need for clear visibility into status. When these elements are not handled cleanly, what should be a straightforward workflow turns into a source of confusion and inefficiency.

Many organizations attempt to solve this using traditional approaches such as Power Automate or custom-built solutions. While these tools are powerful, they often introduce a level of complexity that is hard to justify for what is fundamentally a common business process. Power Automate flows can become large, difficult to troubleshoot, and highly dependent on the person who built them. Even small changes—like adding an approval step or modifying notification logic—can require digging through layers of conditions and actions. Over time, this leads to brittle solutions that are hard to maintain and even harder to hand off to others.

Custom development introduces a different set of challenges. It may provide flexibility, but it also increases cost, extends timelines, and creates long-term dependency on developers. For many teams, this simply isn’t practical. What organizations really need is a way to implement structured approval workflows that are easy to configure, easy to understand, and easy to maintain—without writing code or managing complex automation logic behind the scenes.

An Easier Way to Do Approvals

In our upcoming webinar, we will demonstrate exactly that: a fast, practical, and highly effective SharePoint approval system built using the new Approval Control in Infowise Ultimate Forms. This solution is designed specifically to eliminate the friction associated with traditional approaches. Instead of building workflows from scratch, you configure approvals directly within your SharePoint forms. The result is a system that is not only faster to implement but also far easier to manage over time.

One of the biggest advantages of this approach is how naturally it integrates into the form experience. Approval workflows are not treated as a separate process—they are embedded directly into the form itself. This means users can immediately see the status of a request, who is responsible for the next step, and what actions have already been taken. There is no need to jump between different tools or dig through email threads to understand what is happening.

The system supports both simple and complex approval scenarios. You can assign one or multiple approvers, configure sequential or parallel approval steps, and adapt the workflow to match your organization’s real-world processes. Whether you are handling purchase requests, project approvals, or internal reviews, the structure is flexible enough to accommodate your needs without adding unnecessary complexity.

Simple Email Approvals

Another key feature is email-based approvals. Approvers can review and act on requests directly from their inbox, without needing to log into SharePoint. This significantly reduces friction and speeds up response times. When combined with automated email notifications, the system ensures that the right people are informed at the right time, without manual follow-up.

Transparency is also a major focus. The approval status and full history are displayed directly within the form, providing a clear audit trail of decisions and actions. Users can quickly understand where a request stands and how it got there. Visual indicators highlight the current stage of the workflow, making it easy to identify bottlenecks or delays.

From a configuration standpoint, the system is designed to be straightforward and intuitive. Outcomes such as Approved, Rejected, or Pending can be easily defined, along with the actions that should occur when those outcomes are reached. This might include updating fields, sending notifications, or triggering additional steps. Because everything is configured within Ultimate Forms, there is no need to manage separate workflows or external logic.

The solution is also fully responsive, working seamlessly across desktop and mobile devices. This is especially important for organizations where approvals need to happen on the go. Whether someone is at their desk or using their phone, they can participate in the approval process without any limitations.

A Complete SharePoint Approvals Solution

In this webinar, we will walk through the complete setup of an approval system from start to finish. You will see how quickly a fully functional workflow can be implemented, and how easily it can be adapted to different scenarios. The focus will be on practical, real-world usage—not theory—so you can immediately apply what you learn.

As an added bonus, all attendees will receive a downloadable template that includes everything demonstrated during the session. This template provides a ready-to-use foundation, including SharePoint lists, customized forms, approval configurations, and automation settings. Instead of starting from scratch, you will have a working solution that you can deploy and modify to fit your specific requirements.

If you have struggled with building or maintaining approval workflows in SharePoint, this session will give you a clear alternative. The goal is not just to show what is possible, but to provide a realistic path to implementing approvals in a way that is efficient, maintainable, and aligned with how your organization actually works.

Managing technology assets such as laptops, monitors, phones, and printers requires more than a simple list. Many organizations begin tracking equipment in spreadsheets or basic SharePoint lists, but these approaches quickly become difficult to maintain. Records become inconsistent, updates are missed, and it becomes difficult to determine who currently has responsibility for each device.

A modern asset tracking system should do more than store information. It should guide users through consistent data entry, automate notifications, and provide clear visibility into asset status and ownership.

Using SharePoint together with Infowise Ultimate Forms, organizations can build a complete asset tracking system that centralizes information while remaining simple for everyday users to maintain. In our upcoming webinar, we will demonstrate a fully functional SharePoint Asset Tracking solution built entirely with Ultimate Forms. The solution requires no custom code and works seamlessly on both desktop and mobile devices.

Centralized Asset Records

An effective asset tracking system starts with a centralized inventory database. A SharePoint list can store all equipment records in one structured location, including information such as:

• Asset type

• Serial number

• Purchase date

• Warranty expiration

• Assigned employee or department

• Current asset status

Having a single system of record eliminates the confusion that often comes from scattered spreadsheets or disconnected tracking tools. SharePoint also provides built-in security, permissions, and version history, ensuring that asset data remains accurate and controlled.

Ultimate Forms enhances this structure by providing customizable forms that guide users through the correct data entry process, ensuring that records are complete and consistent.

Smart Forms that Adapt to Asset Types

Different assets require different information. A laptop may need operating system details and warranty information, while a printer may require maintenance schedules and supply tracking.

Ultimate Forms allows administrators to create smart forms with conditional logic. Fields automatically appear or hide depending on the asset type selected.

For example:

• Selecting Laptop can display CPU, RAM, and operating system fields.

• Selecting Printer can display toner status and maintenance information.

This approach keeps forms simple for users while still capturing the detailed information needed for effective asset management.

Mobile Updates from Anywhere

Asset management often happens away from a desk. IT staff may be installing equipment, facilities teams may be checking devices across multiple locations, or employees may need to report issues from the field.

Ultimate Forms automatically creates mobile-friendly forms that adapt to smaller screens. Users can update asset records directly from their phones while interacting with the equipment.

Staff can quickly:

• Capture asset photos

• Update device status

• Record notes or maintenance details

• Assign assets to employees

By allowing updates to happen immediately in the field, organizations reduce delays and maintain more accurate records.

QR Code Scanning for Fast Asset Lookup

Many organizations attach QR codes or barcodes to their equipment to simplify tracking.

With a SharePoint-based asset system, each QR code can link directly to the corresponding asset record. When a user scans the code with their phone, the asset record opens instantly.

This makes it easy to:

• Verify asset details

• Update equipment status

• Log maintenance activity

• Confirm ownership or assignment

QR code integration eliminates time-consuming searches and allows users to interact with the correct asset record immediately.

Automated Notifications and Alerts

Tracking assets also requires timely action. Warranties expire, equipment must be returned, and maintenance schedules need to be followed.

Ultimate Forms includes automation features that allow administrators to configure alerts and workflows without programming.

Examples include:

• Notifications when warranty dates approach

• Emails when assets are assigned or returned

• Alerts when maintenance deadlines are approaching

• Reminders when equipment has not been returned

These automated notifications help organizations stay proactive and avoid missed maintenance or lost equipment.

Visual Status Indicators

Large asset inventories can quickly become difficult to interpret when reviewing lists of records.

Ultimate Forms provides visual indicators and color-coded status icons that display directly in SharePoint views. These indicators allow users to immediately identify conditions such as:

• Overdue maintenance

• Assets awaiting approval

• Devices currently assigned

• Equipment that is inactive or retired

Visual cues allow teams to quickly spot issues and take action without digging through individual records.

Powerful Search and Filtering

As asset inventories grow, locating specific equipment becomes increasingly important. SharePoint views combined with Ultimate Forms filtering tools allow users to quickly find assets based on criteria such as:

• Department

• Asset category

• Assigned employee

• Current status

• Location

Filtered views allow different teams to focus only on the assets relevant to their responsibilities, improving efficiency and usability.

See the Full Solution in Action

SharePoint provides a powerful foundation for managing organizational data. When combined with Infowise Ultimate Forms, it becomes a complete no-code platform for building sophisticated business applications, including asset management systems.

In this webinar, we will demonstrate how these features work together to create a practical, easy-to-maintain asset tracking solution.

All attendees will receive a downloadable template that includes the SharePoint lists, forms, automation rules, and configuration settings used in the demonstration. This allows you to quickly implement the solution in your own environment.

If your organization is currently managing equipment with spreadsheets or disconnected tools, this session will show how SharePoint and Ultimate Forms can transform asset tracking into a structured, automated, and mobile-friendly system.

Your organization runs on processes. Projects must stay on track. Support tickets must be resolved quickly. Sales pipelines must be monitored. Leadership needs visibility. Yet for many teams using SharePoint, there is still a gap between storing information and truly seeing what matters.

The data is there. It lives in SharePoint lists. It is updated daily by staff across departments. But without a clear, visual way to present key measurements, important signals get buried in rows and columns. Managers end up exporting to Excel. Developers reach for complex tools. Teams build one-off reports that require ongoing maintenance. Before long, what should have been simple status visibility turns into a time-consuming technical project.

In our upcoming webinar, we’ll demonstrate how Infowise Ultimate Forms provides a practical, elegant solution: a fully customizable SharePoint Status Board built directly on top of your existing lists. No coding. No expensive add-ons. No complex infrastructure.

Instead of struggling to extract data, you’ll learn how to surface it instantly and present it in a format that leadership, team members, and stakeholders can understand at a glance.

Pick the Metrics That Matter Most

Every organization is different. A help desk team may care about open tickets and response times. A project management group may track milestones and budget variance. Sales leaders may focus on pipeline value and close ratios.

With Infowise Ultimate Forms, you define your own key metrics. Choose the fields and calculations that reflect the true health of your operations. Want to display the number of open issues? Done. Need to calculate overdue tasks automatically? Easy. Want to show the percentage of completed milestones? That’s built in.

You are not locked into a rigid dashboard structure. The board reflects your business priorities.

Display Measurements in Clear, Color-Coded Boxes

A status board should communicate instantly. When someone walks by a screen or opens the page, they should understand the situation in seconds.

We’ll show how to present measurements in bold, color-coded tiles. Green means on track. Yellow signals caution. Red highlights areas needing attention. These visual indicators eliminate ambiguity and reduce the need for lengthy explanations.

Instead of asking, “How are we doing?” your teams can immediately see the answer.

Add Interactive Filters for Deeper Insight

High-level visibility is important, but teams also need flexibility. In the webinar, we’ll demonstrate how to add interactive filters that allow users to narrow the data by department, date range, project type, priority level, or any other relevant dimension.

With a few clicks, a manager can move from organization-wide metrics to team-specific insights. There’s no need to open multiple reports or request custom exports. The same board adapts dynamically to user selections.

This makes the status board not just a display tool, but an interactive management tool.

Automatically Roll Up Key Data

Many SharePoint dashboards fail because aggregating data across lists is complicated. Teams often rely on Power Automate flows or external reporting systems to calculate totals and summaries.

Infowise Ultimate Forms simplifies this process. We’ll show how to automatically roll up counts, sums, averages, and calculated values directly from your SharePoint lists. As items are created or updated, the board reflects the new totals without manual intervention.

This eliminates duplicate data entry and reduces the risk of inconsistent reporting.

Data Refreshes Automatically

A status board is only valuable if it reflects current information. Static screenshots and manual refreshes defeat the purpose.

The SharePoint Status Board we demonstrate will refresh automatically as list data changes. When a ticket is closed, the open count decreases. When a project milestone is completed, the completion percentage adjusts. When new sales opportunities are added, totals increase.

Your board becomes a living representation of your organization’s activity.

Looks Great on Large Displays

Many organizations mount large screens in operations centers, support areas, manufacturing floors, or executive spaces. A well-designed status board should be readable from across the room.

We’ll show how to configure the layout so it looks clean and professional on large TVs and monitors. Bold metrics, clear labels, and structured alignment ensure that your information is visible and impactful in shared spaces.

Create Custom Boards for Each Team

Different teams have different priorities. Instead of building a single overloaded dashboard, you can create focused boards for each department.

Support can have one board. Projects can have another. Sales can maintain its own view. Executives can have a summarized, high-level board that rolls up the most important metrics from across the organization.

Each board is built from the same underlying SharePoint data but tailored to its audience.

Track What Matters: Tickets, Projects, Sales, and More

The possibilities extend far beyond a single use case. During the webinar, we’ll demonstrate scenarios such as:

• Open support tickets and SLA compliance

• Project health and milestone tracking

• Sales pipeline totals and monthly performance

• Task completion rates

• Compliance and approval status

If the data exists in SharePoint, it can be surfaced on your status board.

If your organization has struggled to display meaningful status information without heavy development or expensive licensing, this session is for you.

Join us to learn how to build your own powerful SharePoint Status Board using Infowise Ultimate Forms. You’ll see exactly how to configure the lists, forms, views, automation, and board layout step by step.

As a bonus, all attendees will receive the complete solution template immediately after the presentation — including lists, forms, views, automation components, and the full Status Board page — so you can implement the solution in your own environment right away.

Don’t miss this opportunity to transform how your organization monitors critical processes and turns SharePoint data into actionable insight.

Automating SharePoint Processes with Ultimate Forms Actions

Automation has become an essential part of modern SharePoint solutions. Organizations rely on repeatable processes such as approvals, notifications, provisioning, record updates, document generation, security changes, and integrations with other systems. When these activities are handled manually, they quickly become slow, inconsistent, error prone, and difficult to scale.

Productivity improves dramatically when these processes are automated. When automation is combined with intelligent custom forms, SharePoint becomes more than a place to store data. It becomes a platform for building complete business solutions that guide users, enforce business rules, trigger workflows, and connect with the rest of your digital environment.

To demonstrate how this can be achieved quickly and without development effort, we recently hosted a webinar focused on Ultimate Forms Actions. The webinar recording is now available, along with an installable template that allows you to explore the solution directly in your own SharePoint environment.

Why Automation Matters in SharePoint

Traditionally, automation in SharePoint has been associated with complex development tools. Many organizations rely on Power Automate flows, scripts, Azure services, or specialized workflow engines to automate their processes. While these tools are powerful, they also require technical expertise, ongoing maintenance, and significant development time.

For many teams, especially those led by business analysts or administrators rather than developers, this complexity creates a barrier. Implementing even simple automation often requires IT involvement and extended project timelines.

Ultimate Forms Actions takes a different approach. Instead of building workflows externally, automation is configured directly within SharePoint forms using clear and intuitive rules. This makes it possible to build powerful business processes without code and without relying on complex workflow platforms.

Automation Built Directly into the Form

With Ultimate Forms Actions, automation becomes part of the form itself. When a user submits, edits, or updates a form, the system can automatically perform a series of tasks in the background.

This approach keeps business logic close to the data and the user interaction. Instead of building complicated automation outside SharePoint, administrators can configure rules that respond directly to form activity.

Ultimate Forms includes 22 different Action types that can be combined to create a wide range of workflows and business solutions.

Because these Actions are configured through a visual interface, they are easy to understand, maintain, and extend as requirements evolve.

Managing SharePoint Data Automatically

One of the most common uses of Actions is automating how SharePoint items are created and updated.

With only a few configuration steps, Actions can:

• Create new list items

• Update existing records

• Copy information between lists

• Archive closed items

• Delete outdated records

For example, when a request form is submitted, the system can automatically create related records in another list. When a status column changes, a master record can be updated with the new information. When a project closes, records can be moved to an archive.

All of this can be done without writing scripts or building Power Automate flows.

Automating File and Attachment Management

Handling documents and attachments often introduces manual work and inconsistencies. Users may upload files with incorrect names, store them in the wrong location, or forget to organize them properly.

Actions can automate file management tasks such as:

• Copying attachments between lists

• Moving files into document libraries

• Renaming files using metadata

• Creating folder structures automatically

Instead of relying on users to follow strict file management rules, the system enforces them automatically.

This ensures documents remain organized and easy to locate.

Flexible Email Notifications

Email communication is a key part of most business workflows. Requests, approvals, reminders, and status updates all rely on timely notifications.

Ultimate Forms Actions includes built in email automation that can trigger messages based on any condition.

For example, emails can be sent when:

• A form is submitted

• A request is approved or rejected

• A deadline approaches

• A status column changes

Email templates can include dynamic content pulled directly from SharePoint columns. This allows notifications to contain personalized information about the item being processed.

Whether sending approval requests, escalation alerts, or completion confirmations, the system handles communication automatically.

Automated Provisioning of SharePoint Resources

One of the most powerful capabilities of Actions is automated provisioning.

Based on form submissions, the system can automatically create:

• SharePoint lists

• Document libraries

• Folder structures

• Entire SharePoint sites

For example, when a new project request is approved, the system can automatically create a dedicated project site. The site can include predefined libraries, metadata, and permissions.

This eliminates the need for manual setup and ensures consistency across projects.

Dynamic Security and Permission Updates

Security often changes as processes move through different stages.

For example, during an approval process, different people may need access to a record at different times. Actions can automatically update permissions as the workflow progresses.

When a form changes state, Actions can:

• Grant access to specific users or groups

• Remove permissions from previous participants

• Assign access to departments or teams

This allows you to create secure, role based processes that adapt automatically as the item progresses through its lifecycle.

Integrating SharePoint with External Systems

Modern business processes rarely operate in isolation. SharePoint often needs to exchange data with other systems such as CRM platforms, HR tools, or financial systems.

Ultimate Forms Actions can integrate with external services using APIs and webhooks. This allows SharePoint solutions to communicate with other applications and synchronize information automatically.

For example, data collected in a SharePoint form could be sent to a CRM system or used to update an external database.

These integrations expand the role of SharePoint within the broader digital ecosystem.

Automatic PDF Generation

Many organizations require professionally formatted documents generated from structured data.

Actions can automatically create PDF documents using information stored in SharePoint columns. These documents can represent contracts, reports, invoices, inspection summaries, certificates, or other formal records.

Once generated, PDFs can be:

• Stored in document libraries

• Attached to SharePoint items

• Sent via email

This capability eliminates manual document preparation while ensuring consistent formatting.

Extending Automation Across Microsoft 365

Ultimate Forms Actions can also automate tasks across other Microsoft services.

Automation can include updates to:

• Entra ID user accounts

• Exchange mailboxes

• Microsoft Teams workspaces

This allows SharePoint forms to become the starting point for broader organizational processes.

For example, onboarding a new employee could begin with a single form submission. Once submitted, Actions could automatically create the user account, assign security groups, provision a mailbox, add the employee to Teams channels, generate onboarding documents, and notify HR.

All of these steps happen automatically without code.

Designed for Business Users

One of the most important aspects of Ultimate Forms Actions is accessibility.

The system is designed for business analysts, administrators, and power users rather than only developers. Because configuration is visual and intuitive, organizations can build sophisticated automation without specialized technical skills.

Processes are easier to understand, document, and modify when requirements change.

This dramatically reduces the time required to implement and maintain solutions.

Watch the Webinar Recording and Try the Template

During our recent webinar, we demonstrated how Ultimate Forms Actions can automate real business processes directly inside SharePoint forms.

The session covered real world examples including approvals, provisioning, notifications, document generation, security updates, and integrations with other systems. Attendees were able to see how complete workflows can be built using simple rules and configuration.

If you missed the live event, the recording is now available to watch at your convenience. We are also providing a downloadable template that you can install in your own SharePoint environment to explore the solution firsthand.

By installing the template and watching the demonstration, you can see how quickly automation can transform SharePoint into a powerful business process platform.

Explore the recording and template to discover how Ultimate Forms Actions can simplify automation and accelerate solution development across your organization.

Beginning in October 2025, Microsoft will start deactivating SharePoint email alerts, a feature that many organizations have depended on for years to stay informed about list and library changes. By early 2026, these legacy alerts will be completely removed from Microsoft 365 environments.

For countless users, email alerts have been an essential tool for monitoring updates - whether tracking document uploads, list item changes, approvals, or workflow progress. Their simplicity and reliability made them one of SharePoint’s most used features. But as Microsoft continues to modernize its cloud ecosystem and streamline communication tools, native SharePoint email alerts are officially reaching end of life.

That leaves a crucial question for thousands of organizations and site owners: what happens next? How can you maintain automatic notifications for your business processes once Microsoft disables this core functionality?

A Modern Alternative: Infowise Ultimate Forms Email Alerts

Fortunately, there is a clear path forward. Infowise Ultimate Forms provides a comprehensive, feature-rich email notification system that works seamlessly inside SharePoint. It is not just a replacement for classic alerts - it’s a major upgrade.

Infowise Ultimate Forms allows you to design and manage sophisticated email alert rules directly within your SharePoint environment. You can easily define what triggers a message, who receives it, and how it looks - all without writing a single line of code or using Power Automate.

The Ultimate Forms Email Alerts module is designed to be intuitive for everyday business users while offering the flexibility advanced administrators need. You can send instant updates when data changes, or configure summary digests that consolidate multiple updates into a single, concise message.

Key Features and Advantages

• No Coding or Workflow Required
  You don’t need Power Automate, Flow, or external connectors. Everything runs natively inside SharePoint, managed entirely from within your site settings.

• Flexible Sender and Recipient Rules
  Define the “From” address, CC/BCC, and recipients dynamically using list fields or fixed addresses. Notifications can go to internal users, external partners, or custom distribution lists.

• Powerful Trigger Conditions
  Send alerts only when specific conditions are met - for example, when a status changes to “Approved,” when a due date is approaching, or when a numeric field crosses a threshold. You can create multiple triggers per list for precise control.

• Immediate or Consolidated Delivery
  Choose between real-time notifications or scheduled digests that group multiple updates into one email. Summary mode is perfect for managers who prefer a single daily report instead of dozens of individual alerts.

• Rich Text Email Editor
  Design professional-looking messages using the built-in editor. Insert tables, images, logos, hyperlinks, and formatted text. Include dynamic placeholders to pull in live SharePoint data such as field values, user names, or item URLs.

• Reusable Email Templates
  Save time by creating and reusing templates across multiple lists and sites. Standardize messaging for consistency and easier maintenance.

• Embedded Approval Buttons
  Add actionable approval or rejection buttons directly in the email body. Recipients can respond instantly without opening SharePoint - streamlining common business processes like vacation requests, purchase approvals, or document reviews.

Why You Should Plan Now

Microsoft’s removal timeline gives organizations only a few months to prepare. Waiting until the default alert system stops working could create significant disruption, especially for teams that rely on automated notifications to manage tasks, compliance processes, and critical deadlines.

By transitioning to Infowise Ultimate Forms now, you can ensure business continuity while gaining access to an even more capable and customizable alerting platform. The setup process is quick, requiring only a few clicks to install the Infowise app and activate alert rules within your existing lists.

Once configured, the system operates independently of Microsoft’s retired alert framework - so you’ll have full control going forward, regardless of future SharePoint feature changes.

Real-World Use Cases

• Project Management: Notify team members automatically when project milestones are reached or updated.

• HR and Onboarding: Send reminders for upcoming training sessions or expiring certifications.

• Help Desk: Alert technicians when a new support ticket is created or escalated.

• Quality and Safety: Instantly inform managers when incident reports are submitted or status changes occur.

• Document Libraries: Notify reviewers when new files are uploaded or when document approval is required.

These are just a few examples - the flexibility of Infowise Ultimate Forms means nearly any process can benefit from automated, rule-based email notifications.

Join Our Upcoming Webinar

If your organization depends on SharePoint email alerts, don’t wait until they disappear. Join our upcoming live webinar where we’ll demonstrate exactly how to set up and use the Infowise Ultimate Forms Email System as a complete, modern replacement for Microsoft’s discontinued alerts.

You’ll see a full walkthrough covering:

• How to define triggers and recipients

• How to design dynamic, branded email templates

• How to use approval buttons for interactive communication

• How to consolidate notifications for efficiency

This session is ideal for SharePoint administrators, site owners, and power users looking to maintain - and improve - their notification capabilities in the post-alert era.

Don’t Get Left Without Notifications

When Microsoft disables email alerts, many business processes could break overnight. But with Infowise Ultimate Forms, you’ll have an even more powerful system at your fingertips - one that puts you in control, enhances productivity, and keeps your teams informed automatically.

Join us and learn how to future-proof your SharePoint email notifications.

Building the right team starts with the right tools. In today’s competitive hiring environment, organizations must do everything possible to attract, evaluate, and secure top talent quickly. A slow or confusing hiring process doesn’t just frustrate candidates - it risks losing them altogether to competitors with more efficient systems. That’s why a modern Applicant Tracking System (ATS) is essential for any organization that wants to build strong teams and thrive in the marketplace.

With Ultimate Forms for SharePoint, you don’t need a standalone ATS that forces your HR team to juggle multiple logins, export spreadsheets, or re-enter data. Instead, you can build a complete applicant tracking system directly inside your existing SharePoint environment. This allows you to manage the hiring process where you already collaborate, ensuring a seamless flow of information and minimizing administrative overhead.

In our upcoming webinar, we’ll showcase exactly how this works. You’ll see a complete end-to-end applicant tracking solution that can be set up quickly, customized to your organization’s unique needs, and scaled as your team grows. The goal is simple: simplify applications, centralize applicant management, and streamline every part of your hiring process without leaving SharePoint.

What You’ll See in Action

Custom Job Application Forms
Every organization is different, and the information you need from applicants can vary widely. With Ultimate Forms, you can create completely customized job application forms. Add as many fields as you want, whether it’s job history, certifications, references, or unique screening questions. You have the flexibility to collect exactly the details you need to make informed decisions.

Smart Validation Rules
Missing or incomplete information slows everything down. Our validation rules ensure applicants always provide the required details before submitting. Whether it’s requiring a phone number, checking that email addresses are formatted correctly, or enforcing file attachments, these rules eliminate back-and-forth follow-ups and keep the process moving smoothly.

File Attachments
Applicants can upload resumes, cover letters, portfolios, or any other supporting documentation directly through the form. All files are stored in SharePoint, where they can be accessed securely by hiring managers and HR staff. This central repository means no more searching through email attachments or misplaced folders.

Custom Confirmation Screens
The hiring process reflects your organization’s professionalism. After submitting an application, candidates see a polished confirmation screen that reassures them their materials were received. You can customize this message to include next steps, timelines, or additional resources, ensuring that every applicant has a clear and positive experience.

Brand Integration
Your hiring portal should feel like a natural extension of your organization. Ultimate Forms allows you to add your colors, logo, and branding elements so applicants immediately recognize your company identity. This creates a consistent and professional image that strengthens your employer brand.

Applicant Management in SharePoint
Collecting applications is just the beginning. The real power comes in how you manage candidates. Within SharePoint, you can track applicants across multiple hiring stages, from initial review to interview scheduling to final decision. Notes can be added to each applicant’s record, allowing your hiring team to collaborate seamlessly. Everyone stays aligned, and important details never get lost.

Automated Communication
Timely communication is one of the biggest factors influencing how candidates feel about your process. With Ultimate Forms, you can send email updates with a single click, whether it’s confirming receipt, requesting additional information, or notifying candidates about interview scheduling. Automation ensures consistency while saving your HR team valuable time.

Why This Matters

Hiring the right people is one of the most important functions in any organization. Yet too often, the hiring process is slowed by disjointed tools, manual tasks, or systems that don’t integrate well with existing platforms. By leveraging SharePoint, something many organizations are already using, you can avoid these pitfalls.

An ATS built in SharePoint offers several advantages:

• Centralization – All applications, notes, and communications live in one place.

• Collaboration – Hiring managers, HR, and leadership can work together in real time.

• Customization – You control the fields, workflows, and stages to match your process.

• Security – Sensitive applicant data is protected within your Microsoft 365 environment.

• Scalability – Whether you’re hiring for a single role or dozens at once, the system grows with you.

What You’ll Gain from the Webinar

This live session isn’t just a walkthrough. It’s an opportunity to see how Ultimate Forms transforms SharePoint into a hiring powerhouse. You’ll walk away with a clear understanding of:

• How to build your own applicant tracking system in minutes.

• Ways to customize forms and workflows to meet your needs.

• Techniques for streamlining collaboration among your hiring team.

• Best practices for delivering a professional and candidate-friendly experience.

Even if you already have a process in place, chances are it can be improved. This webinar will give you practical ideas to simplify, speed up, and professionalize your hiring efforts.

Don’t Miss Out

Hiring is too important to leave to inefficient tools. With Ultimate Forms for SharePoint, you can bring the entire process under one roof, saving time, improving collaboration, and giving candidates a positive impression of your organization.

Join us for this live webinar and see for yourself how easy it is to create a powerful, customized Applicant Tracking System in SharePoint. Whether your organization is small or large, this solution will help you take your hiring process to the next level.