Within this article we will explain how you enable and use the Sharepoint integration.
Enable the SharePoint integration:
Only 12Build users that are (sub) admins have the rights to enable and disable the SharePoint integration. There are two ways to enable the integration.
First way:
Navigate to company branch settings: Go to the settings where you find the company settings specific for the branch you're active in.
Navigate to the 'Integrations' tab: Go to the 'Integrations' tab where you will find all the integrations company settings for the branch you're active in.
Enable the SharePoint integration: Use the SharePoint toggle to enable the SharePoint integration.
Below a short video to show the steps above.
Second way:
Navigate to the documents page: Go to the documents page where you will find all the documents that have been uploaded to the project you're currently active in.
Navigate to the upload documents screen: Go to the upload documents screen where you will find all the sources from which you can upload documents.
Navigate to the SharePoint integration enabling screen: Click on the SharePoint tile.
Navigate to the 'Integrations' tab: Click on the 'Enable SharePoint' button. This will lead to the 'Integrations' tab within the company branch settings where you will find all the integrations company settings for the branch you're active in.
Enable the SharePoint integration: Use the SharePoint toggle to enable the SharePoint integration.
Below a short video to show the steps above.
Add customized SharePoint metadata to 12Build:
Within the integration between 12Build and SharePoint, documents with metadata information are imported. The metadata information already included in 12Build consists of the version date, version, and a link to the source within SharePoint.
In addition to the default SharePoint metadata, it is possible to add more SharePoint metadata to existing columns within 12Build. You can select which metadata to include based on your company's preferences. Before attempting to follow the steps below, ensure that you have the appropriate permissions to access organisation-wide settings, as metadata will be added there.
Steps:
Navigate to the organization wide settings: Go to the organizations wide settings page where you will find all the user-, group managers-, security- and general wide company settings.
Navigate to the organization wide 'Settings' tab: Go to the 'Settings' tab where you will find all the organization wide general settings.
Add the SharePoint metadata based on your company's preferences: In the SharePoint mapping section, the 12Build column must be selected and linked to the preferred SharePoint metadata. To select the corresponding internal name of the metadata needed to link to the 12Build column, you can consult the SharePoint knowledge base via the provided link below the SharePoint input box.
Below a short video to show the steps above.
Import documents from SharePoint:
When the integration is enabled, you can import documents from the SharePoint project sites to which you have access within SharePoint.
Steps:
Navigate to the documents page: Go to the documents page where you will find all the documents that have been uploaded to the project you're currently active in.
Navigate to the upload documents screen: Go to the upload documents screen where you will find all the sources from which you can upload documents.
Navigate to the SharePoint integration grant access screen: Click on the SharePoint tile.
Give 12Build permission to import documents from SharePoint: Click on the 'Grant access' button.
Navigate to the preferred project site: Select the SharePoint project site you want to import documents from by clicking on the 'Select site' button.
Link the project site to the 12Build project: On the 'select site' page, you have the option to link the SharePoint project site to the 12Build site. You can enable this link using the pin icon. On the 'project details' page, it is possible to enable or disable the ability for users within this project to switch to other SharePoint project sites within the 12Build project.
See the original SharePoint project site: To view the original SharePoint project site for the projects displayed on the 'select site' page, the redirect icon can be used. This will lead directly to the SharePoint project site.
Select the folders and or files that are preferred to import: To select the preferred folders and/or files for import, use the checkboxes. Once the selection has been made, click the 'Next' button to continue
See the original SharePoint folders and files: To view the original SharePoint folders and files displayed on the 'select documents' page, the redirect icon can be used. This will lead directly to the folder or file on the SharePoint project site.
Select the folder to import the folders and/or files into: Once the selection of the folders and/or files to be imported is made, select the 12Build folder to import them into. You can either reuse an existing folder within the project or create a new one.
Start the import: Click the 'import documents' button to start the import.
Below a short video to show the steps above.
Keep documents up-to-date:
Once documents are imported via the SharePoint integration they can be kept up-to-date via the 'syn files' button. This button only appears once documents from integrations are imported.
Steps:
Navigate to the documents page: Go to the documents page where you will find all the documents that have been uploaded to the project you're currently active in.
Navigate to the 'checking for updates' page: Click the 'sync files' button. The folders and/or files will be checked for any new or updated folders and/ or files.
If no new or updated folders and/or files are found, navigate back via the button 'return to documents'.
Select the folders and or files that that are preferred to import: If new or updated folders and/or files are found, they can be selected using the checkboxes. By default, all new or updated folders and/or files are selected, but they can be removed if preferred.
Start the import: Click the 'import documents' button to start the import.
Navigate to the documents page: Click the 'return to documents' button.
Below a short video to show the steps above.
Manage linked folders and/ or files:
Once documents are imported via the SharePoint integration, a link is established between 12Build and SharePoint at the folder and/or file level. This link can be managed in 12Build at both levels. Enabling or disabling the link determines whether the documents will be checked when the 'sync files' button is used.
Steps:
Navigate to the documents page: Go to the documents page where you will find all the documents that have been uploaded to the project you're currently active in.
Select the folder or file where the link should be enabled or disabled: Click the SharePoint link icon next to a specific file or folder to enable or disable the link
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