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Microsoft SharePoint 365 Export plugin

The SHAREPOINT_365_EXPORT plugin exports documents to an online SharePoint repository. The user can configure the export for each Document Type and connection settings in both online and offline modes. But for exporting the documents, connection with the SharePoint account is required. The PDF and TIFF files are exported to the online SharePoint repository along with the meta-data configured. Also, the failed export (in ERROR state) can be restarted to resume the export. Resuming the export overrides the already exported data to avoid duplicity.

To export documents to the online SharePoint repository, you must configure the SharePoint site as well as the SharePoint 365 Export Plugin in the Transact environment.

Configuration in SharePoint

  1. Create a new Site in SharePoint 365 site.

    This will be your relative site URL.

  2. Create a Document Library in the newly created site.

    This will be your relative folder path. The default path will be - Shared Documents/Document_Library_Name. All the documents (multiple document type) and metadata (index field value) will be exported to this repository.

    Microsoft SharePoint does not allow column access for folders at root level using web services.

  3. Under the Document Library, open the Library tab and click Create Column.

    This column holds the exported metadata, namely the index field value of the corresponding document (PDF/TIFF).

    Create multiple columns depending upon your requirement.

    For example, suppose there are 2 Document Types called DType1 and DType2 with 5 index fields each. If you want to export 2 index fields for the first Document Type and 1 index field for the second Document Type, then you need to create 3 columns in the SharePoint Document Library. On export, the Document Type shows the documents (PDF/TIFF) along with the exported metadata (index fields) as per the configuration.

SharePoint 365 Export plugin configuration in Transact

  1. Enable/Disable the SharePoint Export Switch.

    If you want to automatically export the executed batches to the online SharePoint site configured, then set this switch to ON.

  2. Configure the Document Type and connection settings to the SharePoint repository.

    You must configure settings and mappings for each Document Type separately.

Configure the SharePoint Export plugin for a document type

To configure the SharePoint Export Plugin for a Document Type under the selected Batch Class:

  1. Go to Export > SHAREPOINT_365_EXPORT_PLUGIN > Configure and click the Add button to open the SharePoint Configuration window
  2. Select the Document Type from the list of document types available in the selected batch class.
  3. For Connection Type, select New if you are configuring export to SharePoint repository for the first time.

    If you have already configured connection for the selected Batch Class, then you can set the connection type to Existing.

  4. If you select New connection type, Connection Details tab becomes visible.

    Give a name to the Connection, enter the SharePoint Site URL, Credentials (user name/password) and click the Connect button to connect to the SharePoint Server. You can configure a connection both in the online and offline mode.

  5. If you are offline, the application allows you to configure the connection settings even if the SharePoint sever is not reachable.

    In this case, the application prompts you to confirm the configuration setup in the offline mode.

  6. If you are online, in the Connection Details section, click the Connect button to check for connection settings.
  7. On successful verification, the Export Settings section becomes visible where you can configure the export site, repository (destination folder) and artifacts.
    1. Give the SharePoint Site URL, Document Library Path, and type of Export (PDF, TIFF or Both).
    2. Click Fetch Metadata.
  8. By clicking the Fetch Metadata button, Mapping Metadata Configurations tab becomes visible.

    It will fetch all the index fields for the selected document type and the columns created in the SharePoint repository. You can now map the index fields to the corresponding column (SharePoint Metadata) for export to the repository.

  9. Select the Index Field and corresponding Metadata (column in the SharePoint repository) and click Add Mapping.

    We recommend that you verify that the index fields (Ephesoft Transact) and columns (SharePoint) are compatible before mapping. SharePoint allows column validations but Ephesoft Transact cannot validate the data type of index fields with the mapped column and may result in an error during the execution of batches.

    For example, if an index field of data type string is mapped to a numeric column in SharePoint, the Ephesoft Transact application does not have any mechanism to validate that the mapping is correct.

  10. Perform the preceding step for all the index fields to be exported to the SharePoint repository.
  11. Once all the fields are mapped to the SharePoint columns, click Apply and then Deploy to apply the configurations.