Upload processed documents to SharePoint and set metadata automatically using index fields.
SimpleIndex does not support multi-factor authentication to connect to a SharePoint Online site that implements it.
If your admin has set up 2-step verification for your organization you’ll need to generate an app password so the app can connect to Office 365.
Once you have an app password, you use this in place of your original password with SimpleIndex to connect to the SharePoint site. Your SharePoint administrators should be able to create one for you.
You can find more information about App Password here:
For instructions on how to set one up, visit this page:
The first time you run a SimpleIndex Job Configuration that uploads to SharePoint it will ask for your SharePoint User Name and Password. Once you enter this it saves this information and doesn’t ask for it again. If you need to change the User Name or Password for SharePoint please follow the instructions below.
Open the Windows File Explorer and navigate to this location:
The WINDOWSUSERNAME section will be the Windows User Name that you login to Windows with when you run the SimpleIndex software.
The “DefaultDomain_Path_3aa0dedu1iaszsodvugr0hxbpamae3ew” section will vary, but will always start with “DefaultDomain”.
Once that folder is found delete all of the files and folders from this location.
If login issues occur when connecting to SharePoint or it continually prompts for a login please try this solution.
- Search for “regedit” on your computer.
- Navigate to this folder in the Registry Editor window: Computer\HKEY_LOCAL_MACHINE\SOFTWARE\WOW6432Node\SimpleIndex\Misc
- In the right pane of the Registry Editor window Right Click and select New>String Value
- Set the name of the file to this: DisableSharePointForms
- Double click on the “DisableSharePointForms” registry key, set the Value to “1” (Zero) and click OK.
- Run again and re-enter the login information.
- This will automatically logon to SharePoint without requesting the login information each upload.
The problem was being caused by the fact that the root site on the server did not grant the users read access.
For example, imagine they are trying to upload to:
The user has full permissions on mysite, but if they try to access http://server/ they get permission denied. Even though the user can upload to mysite, they cannot upload with SimpleIndex because the client objects require permission on the root site.
Granting the users at least read access to the root site at http://server/ resolves the issue.
If a SharePoint user has a Managed Metadata column that they need to set the value for in SimpleIndex, the value they must use is the unique ID for that metadata value, not the value itself.
To find the unique ID, go to a document library that uses the managed metadata column and view the documents in Datasheet view. The unique ID is the part before the semicolon in that column. In the example below, the ERM Classification of “Electric Deal Tickets” has an actual value of “1”.
You will need to have a document with each possible value in order to get all the values this way. If there are a great number of possible values, it is possible to use a script to download them or to pull them directly from the SharePoint database.
SharePoint 2013 & Office365
For SharePoint 2013 and Office365 you need to use the GUID identifier for the taxonomy term.To get the actual value for a managed metadata term, you can use the Unique Identifier that is displayed when you edit the terms in Term Store Management.
In order to get the full list of unique ID values, follow the steps on this here. Use this list to create an autofill table that will replace the text value with the unique ID and map that field to your column in the database.
Users may have access to other tables and views that aren’t in their schema. When connecting to the database these tables will show up in the list, but when you try to get the list of fields you get an “Invalid object reference” error.
To reference these tables, use [Schema].[Table] for the table name to explicitly reference the table.
You can also change the user’s default schema on the server to the one matching the table.
A third option is to create a view under the user’s default schema that selects the necessary records.
At the present time you cannot enter [Schema].[Table] in the wizard, so if you need to use this workaround configure the job in the wizard and modify the table name in the old job options screen.
Any document processed with SimpleIndex can be uploaded directly to your SharePoint document library, and any custom columns or metadata tags can be set automatically using the SimpleIndex index field values.
Find out more at our SharePoint Document Scanning page.
Integrated custom metadata is only supported in SharePoint 2010 and above, including SharePoint Online / Office 365. Microsoft .NET 3.5 and the SharePoint 2010 Client Object Model are required and must be installed separately in version 7. Version 8 includes a download option in the Global Settings Wizard. Version 8.4 and above include them automatically. Version 7 users can Download the SharePoint 2010 Client Object Model here.
To configure SharePoint export, go to the Advanced Options screen in your Job Options and enter the URL of your document library in the SharePoint Document Library URL setting.
The easiest way to integrate with SimpleIndex is to simply map a network drive to the SharePoint document library and set your Output folder to use this drive. SimpleIndex will create folders and name files automatically using your job settings.
In this configuration, only the Title tag is set. You can also use SimpleIndex‘s file property feature to set EXIF tags (images) or PDF file properties for the Title, Subject, Author and Keywords tags.
One thing to remember when configuring SimpleIndex jobs for SharePoint is the extra restrictions on filenames in SharePoint. For a detailed list please visit SharePoint File Name Restrictions. When using the integrated SharePoint feature with SharePoint 2010 these invalid characters are automatically replaced when exporting.
There are also several inexpensive or free applications that allow you to upload documents processed with SimpleIndex to SharePoint. These can be useful when you have a slow connection and need the files to upload in the background without slowing down production. Here are two of them:
If your SharePoint integration has requirements not met by these solutions, our Professional Services department will be able to design a SharePoint interface to meet your specifications.