SharePoint

From Simple Wiki

Overview[edit]

SharePoint is the popular cloud-based document management and workflow platform from Microsoft.

Many businesses adopted SharePoint due to its customizability and integration with Office apps and Windows networks.

SimpleIndex is able to upload and organize files in SharePoint, as well as set managed metadata fields used for index-based searching and workflows.

SharePoint settings are configured in the File Output Settings tab of the Settings Wizard.

SharePoint Document Library URL[edit]

SimpleIndex is able to upload documents and index data to a SharePoint 2010, 2013 or Office365 document library. This setting can also be used to upload files via HTTP POST for integration with a variety of web-based document management systems and custom applications.

Enter the URL of the root folder of the document library in this setting. Folders and filenames created based on index settings will be replicated in the library. If you need to upload all the files to a specific subfolder, you can use a Fixed field with the Folder option checked to indicate this. If you replace the Output folder with the SharePoint URL in the output file path, you will get the resulting URL for the document in SharePoint.

For example:

SharePoint Site URL: http://sharepoint/Records/ Document Library URL: http://sharepoint/Records/Accounting/ Job File Output Path: Output Folder\Invoices\2010\vendor_date_invnum.pdf Final Document URL: http://sharepoint/Records/Accounting/Invoices/2010/vendor_date_invnum.pdf

The Document Library URL is the value that should be entered in the options screen.

Setting Document Metadata[edit]

When uploading documents, any index fields whose name matches a column name in the SharePoint document library will be used to set the value of that column. Use this method to set extended document metadata automatically.

The index field name must match the internal column name (known as the Static Name) used by SharePoint. This usually matches the display name, but may not if the column name is used elsewhere, has been renamed, or contains certain special characters.

It is recommended that you enter the field name as displayed, and if the value is not set during testing follow the next steps.

There is no good web interface for finding the static name. You can use tools like SharePoint Explorer or PowerShell to find it, or you can get it from the URL when you edit the column setting. The URL looks like this:

https://sharepointsite.com/DocumentLibrary/_layouts/FldEdit.aspx?List=%7B72DE47FF%2D7BB2%2D41B3%2DB40B%2DE468CDBB6675%7D&Field=Invoice%5Fx0020%5FNumber

The value after the word Field at the end is the static name. You can use %5F and the underline character “_” interchangeably for readability.

Spaces, single quotes and forward slash “/” characters are automatically replaced with their SharePoint character codes (_x0020_, _x0027_ and _x002f_ respectively) so you can leave these in their user-friendly format.

Managed Metadata Columns[edit]

For managed metadata columns that use taxonomy terms, you must use the term’s unique ID to set the field value instead of the actual value.

Search “export SharePoint taxonomy unique ids” to find various methods for exporting the list of terms and unique IDs.

You can also get the unique ID at the bottom of the term’s setting page in the term store manager.

Convert this list to an Autofill data source to convert the term value to a unique ID. Use an Autofill field that uses the managed metadata column name and is mapped to the unique ID field in the database.

SharePoint Login[edit]

In order to login to SharePoint automatically, your SharePoint site should to be included in the Local Intranet security zone in Internet Explorer. This allows your Windows logon information to be used automatically to login to SharePoint.

If your SharePoint site uses forms authentication, NTLM authentication with a different user account than your Windows logon, or if you use Office365 online, a logon window will prompt you for your password the first time you initiate the SharePoint upload in a new session. The password will be saved and used automatically in future batches.

Remove local files after upload[edit]

Files are saved to the Output folder before being uploaded to SharePoint. You can keep that copy or select this option to remove it so the SharePoint copy is the only one.