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Streamline your organization's case handling with a powerful, fully customized Case Management System built on Microsoft SharePoint. Track cases, automate workflows, collaborate efficiently, and maintain complete audit trails — all within your existing Microsoft 365 environment.
A Case Management System replaces scattered spreadsheets, email threads, and paper forms with a centralized, structured platform. Staff can create, track, and manage cases from initiation to resolution — with full visibility, automated workflows, and complete audit trails.
Built directly on Microsoft SharePoint, our case management system lives inside your existing Microsoft 365 tenant. There's no separate software to procure, no new vendor to manage, and no additional infrastructure to maintain. Your team signs in with the same credentials they already use for Teams, Outlook and OneDrive.
Microsoft SharePoint is a powerful, flexible platform that goes beyond document management. Building your case management system on SharePoint provides a secure, scalable, and deeply integrated solution.
We build fully customized case management solutions tailored to your organization's unique workflows. Every feature is modular and can be enhanced to match your exact requirements.
Create, assign, and monitor cases in real-time. Track case status, priority levels, deadlines, and maintain complete case history with full audit trails.
Real-time insights into case performance with Power BI dashboards. KPI tracking, SLA monitoring, and custom reports for management visibility.
Automate case assignment, escalation rules, and approval processes with Power Automate. Send notifications and reminders automatically.
Team collaboration via Microsoft Teams integration. Comments, notes, activity logs, shared calendars, and task management capabilities.
Attach and manage case-related documents with version control, metadata tagging, and role-based secure sharing across your organization.
Powerful search capabilities across all case fields. Filter by status, assignee, priority, date ranges, and custom metadata for quick information retrieval.
Automated alerts for case assignments, due dates, status changes, and SLA breaches via email, Teams, or mobile notifications.
Define and monitor Service Level Agreements. Track response and resolution times with automated escalation when SLAs are at risk.
Our Case Management System is powered by SharePoint lists and libraries, providing a flexible and scalable foundation. Common lists include:
Central repository for all case records with case ID, description, status, priority, assigned users, and key dates. Provides complete lifecycle view from initiation to resolution.
Stores detailed information about individuals and organizations linked to each case — contact details, company info, communication preferences, and relationship history.
Manage and track all actions required to progress cases. Assign tasks to specific users with deadlines, priorities, and status indicators to ensure accountability.
Capture all interactions, updates, and internal notes related to a case. Maintains chronological record of emails, calls, meetings, and system updates.
Securely store all case-related files with version control, metadata tagging, and permission-based access. Documents are easy to find and properly managed.
Define system access, permissions, and responsibilities for each user. Ensures users only access relevant information based on their role while supporting governance.
Powerful search across all case data
Instant notifications for updates
Access from any device
Complete compliance visibility
Update multiple cases at once
Secure, permission-controlled
Tag and organize cases
Personalized views per role
From initial scoping to go-live, our structured 5-step process ensures your case management system is delivered on time, on budget, and perfectly aligned to your organization's workflows.
Organizations across South Africa and beyond have transformed their case management operations with our SharePoint-based systems.
We had HR systems in all different locations and SharePoint Systems helped us integrate it all together into one easy SharePoint site. Our HR team now operates from a single source of truth and the time saving has been remarkable.
We'd had Office 365 for five years and didn't realize we had SharePoint too. The case management system SharePoint Systems built for us has made a big difference to our business — especially the automated workflows.
We didn't know how and where to use our Microsoft 365, but SPS helped us immensely. Their support and turnaround time is amazing. The case management portal our staff use daily is clean, intuitive and has completely replaced our manual processes.