Developing SharePoint Applications: Best Practices and Benefits for Business-Specific Needs

Developing SharePoint Applications: Best Practices and Benefits for Business-Specific Needs

Microsoft SharePoint has long been recognised as a powerful platform for document management and team collaboration. But in today’s fast-evolving digital workplace, it is also proving to be a versatile foundation for building custom business applications. From streamlining operations to automating repetitive tasks, SharePoint applications are transforming the way organisations manage workflows, data, and communications.

While SharePoint offers a wide range of built-in features, many businesses require solutions that are uniquely tailored to their internal processes. This is where custom SharePoint development comes in. Whether it’s a portal for employee onboarding, a compliance tracking dashboard, or an automated approval system, businesses are finding real value in applications designed to fit their exact needs.

At Wolfe Systems, we work with Australian organisations to unlock the full potential of Microsoft 365 and SharePoint by developing custom solutions that align with their goals, systems, and user behaviours. This article explores the advantages of custom SharePoint applications, their use cases, development best practices, and how your organisation can get started.

What Is a SharePoint Application?

A SharePoint application is a tailored digital solution built on top of Microsoft SharePoint to address specific business requirements. These applications go beyond document storage and collaboration tools, offering fully customisable features such as automated workflows, data capture forms, performance dashboards, and team portals—all within the SharePoint environment.

Unlike generic off-the-shelf systems, a SharePoint application is purpose-built for your organisation’s internal operations. It leverages SharePoint’s core capabilities—like lists, libraries, permissions, and version control—but combines them with modern development tools, custom code, and integrations to create something unique and highly functional.

For example, a SharePoint app might be:

• A leave request and approval system integrated with Outlook and Microsoft Teams
  
• A contractor management portal with document compliance tracking
  
• A real-time inventory tracker that pulls data from your ERP system
  

SharePoint applications can be developed for both SharePoint Online (part of Microsoft 365) and on-premises SharePoint Server environments. With the rise of low-code tools like Power Apps and Power Automate, businesses can now extend SharePoint’s functionality even further without needing to build from scratch.

By designing applications that sit natively within the Microsoft ecosystem, you enable your teams to work more efficiently in a secure, familiar platform that integrates directly with tools they already use—like OneDrive, Teams, and Outlook.

Why Build a Custom SharePoint Application?

While SharePoint provides many out-of-the-box features, businesses often find that their unique workflows, compliance requirements, and operational needs demand something more tailored. Custom SharePoint applications bridge that gap by transforming how teams interact with data, processes, and one another.

Solve Business-Specific Challenges

Off-the-shelf software can fall short when it comes to niche processes or industry-specific requirements. A custom SharePoint app is designed from the ground up to match the way your business operates. This ensures you’re not bending your processes to fit the software—instead, the software is shaped around you.

Boost Productivity

Custom SharePoint applications help reduce time spent on repetitive tasks, eliminate manual data entry, and automate approval processes. With data and tasks consolidated in one system, staff can focus on high-value work rather than chasing information across multiple platforms.

Unify Your Microsoft 365 Ecosystem

SharePoint integrates natively with Microsoft Teams, Outlook, Power BI, and Dynamics 365. Building your applications within this ecosystem means fewer logins, less duplication, and a seamless flow of data between tools your staff already rely on.

Enable Remote and Hybrid Work

Modern SharePoint applications are cloud-based and responsive, allowing staff to securely access the system from any location. This is critical for enabling remote work, mobile field staff, and cross-office collaboration.

Support Compliance and Governance

Custom SharePoint solutions can be designed with built-in audit trails, permission controls, and data validation rules. This helps organisations meet internal compliance standards and external regulations—particularly important in industries like finance, education, and healthcare.

Investing in a custom SharePoint solution is not just about convenience—it is a strategic move to increase efficiency, improve accuracy, and gain control over the business processes that matter most.

Common Use Cases for SharePoint Applications

Custom SharePoint applications are highly versatile and can be designed to support a wide range of business functions. Whether your organisation is looking to automate internal processes or improve information management, SharePoint provides a robust platform for tailored solutions. Below are some of the most common use cases across industries:

Document Approval Workflows

Streamline the review and approval process for contracts, reports, and internal documentation. SharePoint can automate version control, notify stakeholders, and maintain audit trails without relying on email threads.

Employee Onboarding Portals

Create a centralised platform where new hires can complete forms, read policies, watch training videos, and track their onboarding progress. Integrating with HR systems ensures accurate and timely updates to employee records.

Project and Task Management Dashboards

Enable real-time visibility over tasks, milestones, and team responsibilities. SharePoint dashboards can display project timelines, highlight overdue items, and facilitate team collaboration within Microsoft Teams.

Compliance and Risk Tracking Tools

For industries that require strict regulatory compliance, SharePoint apps can log incidents, maintain compliance records, and generate automated reports for auditing purposes.

Customer or Contractor Portals

Offer secure, permission-controlled access to clients, contractors, or vendors. These portals can be used for submitting documentation, viewing service tickets, or accessing relevant resources.

Integrated Help Desk Systems

Build internal service request systems where staff can log IT issues, facility requests, or HR queries. With integration into Power Automate, you can route tickets and escalate issues automatically.

Inventory and Asset Tracking

Use SharePoint lists and forms to track inventory, equipment, or software licences. These systems can be integrated with Power BI for visual reporting and with Business Central for financial reconciliation.

These use cases demonstrate how SharePoint applications can extend well beyond traditional content management. Whether you’re operating in healthcare, construction, education, or professional services, custom development enables your team to work smarter with tools designed for your exact needs.

Key Benefits of Developing Custom SharePoint Applications

Investing in a custom SharePoint application allows your organisation to gain more control, flexibility, and value from your existing Microsoft 365 environment. Rather than adapting to rigid systems, businesses can implement solutions tailored to the way they actually work. Below are the major benefits of custom SharePoint development:

Streamlined Business Processes

Custom applications enable you to eliminate manual workflows and fragmented communication. With automated approvals, structured forms, and real-time task tracking, teams can complete their work faster and more efficiently.

Improved Collaboration

SharePoint integrates seamlessly with Microsoft Teams, Outlook, and OneDrive, giving users a connected environment for sharing information, collaborating on documents, and managing projects—whether they’re in the office or remote.

Centralised Information and Data Visibility

Instead of scattered spreadsheets, emails, or paper forms, SharePoint consolidates data into a single system that’s searchable, structured, and easy to manage. This promotes consistency and minimises the risk of duplication or data loss.

Reduced Operational Costs

Many businesses rely on multiple software tools to manage processes that a single SharePoint application can handle. By consolidating systems, businesses can reduce software licensing fees, minimise switching between apps, and lower IT support costs.

Stronger Security and Compliance

With custom permissions, audit trails, and automated policy enforcement, SharePoint apps can support data governance efforts and help you meet regulatory obligations. This is especially valuable in sectors like education, legal, and healthcare.

Scalability and Long-Term Flexibility

As your business grows or evolves, your SharePoint application can be updated or expanded. Whether you need to onboard more users, add new features, or connect additional data sources, the platform is built for long-term adaptability.

By working with a specialist like Wolfe Systems, organisations can unlock all of these benefits while ensuring the application is secure, scalable, and aligned with Microsoft best practices.

Best Practices for Developing SharePoint Applications

Creating an effective SharePoint application requires more than technical skill—it involves strategic planning, thoughtful design, and a deep understanding of user needs. The following best practices will help ensure your application delivers long-term value and a seamless user experience.

1. Start with a Clear Business Need

Avoid building features for the sake of it. Start by identifying a real business problem or gap in current processes. Consult with stakeholders to define goals, expected outcomes, and the specific pain points the application should address.

2. Use the SharePoint Framework (SPFx)

For modern SharePoint development, SPFx is the recommended approach. It supports responsive, client-side development that integrates smoothly with Microsoft Teams and SharePoint Online. SPFx also allows for consistent branding and component reuse across your organisation.

3. Prioritise User Experience (UX)

The most successful applications are intuitive and easy to use. Focus on clean design, consistent navigation, and mobile responsiveness. Use Microsoft Fluent UI elements where possible to maintain a familiar experience for users already using Microsoft 365.

4. Leverage the Power Platform

Microsoft’s Power Platform—including Power Apps, Power Automate, and Power BI—can enhance your SharePoint application significantly. Use Power Automate to trigger workflows, Power Apps to build form interfaces quickly, and Power BI to visualise and analyse data.

5. Maintain Security and Governance from Day One

Security should be baked into the application from the beginning. Set up role-based permissions, data access controls, and logging mechanisms. Ensure all development complies with your organisation’s IT policies and regulatory requirements.

6. Plan for Maintenance and Iteration

Your business will change—and so should your SharePoint app. Include mechanisms for feedback collection, plan for version updates, and establish support workflows. Document the app’s structure and logic to make future updates easier for IT teams.

7. Test Across Teams and Devices

Before launching your SharePoint application, test it with users from different departments, roles, and devices. This ensures it works reliably across browsers, screens, and network environments.

Following these practices not only improves user adoption but also reduces risk, saves on rework, and ensures that the application continues to serve your business effectively well into the future.

Technical Considerations for SharePoint Developers

Building robust and future-proof SharePoint applications requires developers to navigate a range of technical factors. From platform selection to integration points, understanding these considerations early in the project ensures smoother implementation and long-term success.

Choose the Right SharePoint Environment

Decide whether the application will be built on SharePoint Online (Microsoft 365) or SharePoint Server (on-premises). SharePoint Online offers more modern development capabilities and native integration with Microsoft services, while on-premises environments offer more control but may limit scalability and features.

Use REST APIs and Microsoft Graph

For advanced data interactions, developers can use SharePoint REST APIs or Microsoft Graph API. These allow external systems to communicate with SharePoint, enabling data reads and writes across Microsoft 365 apps, Azure AD, and third-party services.

Integrate with Microsoft Entra ID (formerly Azure AD)

Authentication and access control are crucial in any business application. Microsoft Entra ID provides secure identity management for SharePoint apps. Developers can use it for single sign-on (SSO), multi-factor authentication, and role-based permissions.

Understand App Deployment Options

SharePoint applications can be deployed via the organisation’s App Catalog or through Microsoft AppSource (for broader distribution). Internal apps typically go through the App Catalog, which provides full control over access and versioning.

Ensure Performance and Scalability

Large lists, complex workflows, and heavy user traffic can affect application performance. Developers should implement indexing, batch processing, and proper caching strategies to optimise speed and responsiveness.

Consider Hybrid and Multi-Cloud Scenarios

Some businesses use both SharePoint Online and on-prem environments, or connect SharePoint to external systems hosted on AWS or other platforms. Plan for secure, compliant data flows and connectivity where required.

Follow Microsoft’s Development Standards

Microsoft provides extensive documentation, support, and patterns for SharePoint development. Following official guidelines ensures your application stays compatible with future updates and integrations.

Technical decisions can have long-term consequences for application maintenance, performance, and user adoption. Wolfe Systems helps businesses navigate these complexities with expert SharePoint consulting, ensuring every solution is built on a solid technical foundation.

Technical Considerations for SharePoint Developers

Building robust and future-proof SharePoint applications requires developers to navigate a range of technical factors. From platform selection to integration points, understanding these considerations early in the project ensures smoother implementation and long-term success.

Choose the Right SharePoint Environment

Decide whether the application will be built on SharePoint Online (Microsoft 365) or SharePoint Server (on-premises). SharePoint Online offers more modern development capabilities and native integration with Microsoft services, while on-premises environments offer more control but may limit scalability and features.

Use REST APIs and Microsoft Graph

For advanced data interactions, developers can use SharePoint REST APIs or Microsoft Graph API. These allow external systems to communicate with SharePoint, enabling data reads and writes across Microsoft 365 apps, Azure AD, and third-party services.

Integrate with Microsoft Entra ID (formerly Azure AD)

Authentication and access control are crucial in any business application. Microsoft Entra ID provides secure identity management for SharePoint apps. Developers can use it for single sign-on (SSO), multi-factor authentication, and role-based permissions.

Understand App Deployment Options

SharePoint applications can be deployed via the organisation’s App Catalog or through Microsoft AppSource (for broader distribution). Internal apps typically go through the App Catalog, which provides full control over access and versioning.

Ensure Performance and Scalability

Large lists, complex workflows, and heavy user traffic can affect application performance. Developers should implement indexing, batch processing, and proper caching strategies to optimise speed and responsiveness.

Consider Hybrid and Multi-Cloud Scenarios

Some businesses use both SharePoint Online and on-prem environments, or connect SharePoint to external systems hosted on AWS or other platforms. Plan for secure, compliant data flows and connectivity where required.

Follow Microsoft’s Development Standards

Microsoft provides extensive documentation, support, and patterns for SharePoint development. Following official guidelines ensures your application stays compatible with future updates and integrations.

Technical decisions can have long-term consequences for application maintenance, performance, and user adoption. Wolfe Systems helps businesses navigate these complexities with expert SharePoint consulting, ensuring every solution is built on a solid technical foundation.

Challenges and How to Overcome Them

While SharePoint is a powerful platform for business applications, custom development can bring challenges if not approached strategically. Being aware of these obstacles and addressing them early helps reduce delays, lower costs, and ensure smooth adoption.

1. Compatibility Between Classic and Modern SharePoint

Many organisations still use older “classic” SharePoint sites, which lack support for modern development frameworks and responsive design. Mixing classic and modern components can lead to inconsistent user experiences.

Solution:
Standardise on modern SharePoint experiences where possible. Use the SharePoint Framework (SPFx) and migrate legacy content to ensure compatibility with future updates and Microsoft Teams integration.

2. Performance Issues with Large Lists and Libraries

SharePoint has limits on how much data can be queried at once. Poorly designed apps that use unfiltered views or lack indexing can run slowly, especially with large datasets.

Solution:
Use indexed columns, filtered views, and pagination. Employ best practices for list design and use Power BI for heavy reporting workloads.

3. User Adoption Resistance

Even the most well-designed application can fail if staff do not use it. Resistance often stems from lack of training, unclear benefits, or poor usability.

Solution:
Involve end users early during planning. Provide training, demos, and documentation. Emphasise how the app simplifies their day-to-day work.

4. Security and Permissions Complexity

Poorly configured permissions can either over-restrict access or expose sensitive information. It is also easy for permission structures to become inconsistent over time.

Solution:
Apply role-based access control, group permissions, and inheritance management. Regularly audit permissions and implement logging for sensitive activity.

5. Managing Change Across the Microsoft Ecosystem

SharePoint Online is continuously updated by Microsoft. Unmanaged updates can affect how your custom solution works or cause broken functionality.

Solution:
Monitor Microsoft 365 roadmap announcements and test applications regularly in a staging environment. Design your app to be modular and easily updateable.

By partnering with a SharePoint development expert like Wolfe Systems, businesses can anticipate and address these issues early, ensuring their investment delivers long-term results with minimal disruption.

Wolfe Systems’ Approach to SharePoint Development

At Wolfe Systems, we take a strategic and people-first approach to SharePoint development. Our goal is not just to build software—it’s to deliver practical, user-friendly solutions that solve real business problems and support long-term growth.

Consultation and Discovery

Every project begins with a thorough discovery process. We work closely with your team to understand your workflows, challenges, and business goals. This ensures we’re solving the right problems and designing applications that support your operations—not disrupt them.

Custom-Built Applications

Our developers build tailored SharePoint applications using Microsoft’s latest frameworks and best practices. Whether it’s an intranet portal, workflow automation, or integrated reporting dashboard, our solutions are aligned with your organisation’s structure and IT environment.

End-to-End Integration

We don’t just stop at SharePoint. Wolfe Systems ensures your custom app connects with the rest of your Microsoft 365 tools, including Microsoft Teams, Outlook, Power BI, and Dynamics 365. We can also integrate SharePoint with third-party systems or your internal databases when required.

Security and Compliance by Design

We build every application with a focus on security, privacy, and compliance. This includes role-based permissions, audit trails, and secure access across all devices. For industries with strict regulatory requirements, we ensure applications are designed to support policy enforcement and governance.

Ongoing Support and Optimisation

Technology evolves—and so do your business needs. Wolfe Systems offers ongoing support, maintenance, and enhancements so your SharePoint applications remain relevant, secure, and efficient over time. We’re a long-term partner, not a one-off vendor.

To see how we also support ERP and business management through Microsoft Business Central, visit our Business Central page.

Future-Proofing Your Business with SharePoint Applications

SharePoint is far more than a file storage system. When developed and customised with intention, it becomes a powerful platform for building business-specific applications that streamline operations, improve collaboration, and support long-term digital transformation.

From automating leave approvals to managing compliance workflows, custom SharePoint applications provide flexibility, scalability, and security—while keeping your tools aligned with the Microsoft 365 ecosystem your staff already uses. When developed with best practices in mind, these applications can reduce operational costs, improve user experience, and ensure data remains accessible and secure.

However, getting the most out of SharePoint requires more than just technical know-how. It takes the right partner to understand your business goals, translate them into digital solutions, and provide ongoing support as your needs evolve.

At Wolfe Systems, we help Australian organisations unlock the full value of SharePoint with expertly designed and fully integrated applications. Whether you’re ready to build your first solution or looking to optimise your current environment, we’re here to help.

Get in touch today to explore how a custom SharePoint application can transform your operations.