Setup and Configuration
How do I configure the SharePoint Connector App?
Assuming that you’ve downloaded the app already, the first step is to search for SharePoint Setup within Business Central. A window will popup calling for a registration code, seen below. Once you’ve generated this registration code, input it into the relevant field.
You will now be met with the Setup window with several fields. In the base URL field, fill in the URL of your SharePoint which should look something like below.
For sitename, there are three options depending on your configuration. If your SharePoint is your base site then leave the field blank. If you are using a subsite of your url then enter “name of subsite”. Finally, if you are using one within a group of subsites then enter “sites/name of subsite”.
What is the difference between Proxy and Personal Authentication methods?
With Proxy, all users authenticate using a shared Business Central account. In this case, every user will have the same permissions. With a Personal authentication, each user has a unique login.
What is the difference between Microsoft login methods Device Code and App Registration?
App Registration requires the use of registration, client IDs and secret values, which may be useful depending on your organizations security setup and needs. The Device Code option is much simpler to use.
What is the next step after filling out all the fields in the Setup Window?
Once the fields are filled out, you can click the >Connect button located at the top of window underneath the heading Setup Window (seen below). Copy the code shown, click the link below and paste the code into the available field. Choose the account you’d like to use and then continue through the prompts.
How do I configure table mapping within the Setup Window?
You can select “Yes” when asked if you’d like to use the default table mapping. Alternatively, refer to the next section “Table Mapping” or “Conditional Table Mapping” for a more detailed and customized setup.
How can I check to make sure the setup was successful?
Once configured, you can navigate to a customer card where you should now see a SharePoint box on the right hand banner. You can now try to drag and drop a file directly onto the SharePoint box. You can now open your SharePoint through the drop-down menu to confirm that the uploaded file has been placed in the relevant subsite and customer.
How do I configure a custom table mapping using the SharePoint Connector in Business Central?
First, search for “SharePoint Table Mapping” within Business Central. Once you’ve arrived at the Control Center, select the header “Edit List”. It should look like the screenshot below if you opted to use the default set of table mappings. Click on the blank cell in the table column and then select which one you’d like to map by searching the available tables in Business Central.
Next, decide on which of the three methods you’d like to use: Name (Number), Reference No., or Only Columns. The method Only Columns will be covered later on.
What is the difference between mapping methods Name (Number) and Reference No.?
Name (Number) is best used for static entities, such as customer names or bank account numbers. Reference No. is used for dynamic data which can change, such as invoices.
What should be used for the caption name when creating a custom table mapping?
How can I confirm that I was successful in setting up a new table mapping?
Navigate to the folder that you have added a table mapping to and verify the presence of the SharePoint box in the right-hand banner. Add a file by dragging and dropping, or otherwise uploading. Now use the drop-down menu in the box to navigate to the SharePoint and verify that the uploaded file is in the correct location with the correct label. It is also possible to overwrite and select alternate caption fields based on this distinction, if desired.
Conditional Table Mapping
When is it necessary or useful to utilize conditional table mapping within the SharePoint Connector for Business Central?
Conditional table mapping is best used when you have some information in a mapped table that you don’t want to end up in your SharePoint. An example is the variety of subheading underneath the Sales Header (eg. Sales Quotes, Sales Orders, Blanket Sales Order, etc). These all reside on the Sales table, however you might not want all of them to end up on your SharePoint.
How do I setup a conditional table mapping?
Similar to setting up a standard table mapping, start by navigating to “SharePoint Table Mapping” within Business Central. Click on the header “Edit List” and ensure that the column “Alternative Mapping Exists” is checked for whichever row you are interested in. Now select the heading “Alternative Folders” to inspect which conditions are being applied (seen below). Here, you can specify where a document will end up based on the type. For example, a Sales Order will end up in the Order folder, while a Sales Quote will end up in the Quote folder.
How can I confirm that I setup my conditional table properly?
Navigate back to one of the subheadings which you have setup using an alternative folder and upload a file using the SharePoint box on the righthand side. Once uploaded, use the drop-down menu to navigate to your SharePoint and confirm that the uploaded file has been placed in the correct location.
Reports and Document Generation
How do I create a SharePoint Document template?
Start by navigating to “SharePoint Document Template” using the Business Central search bar. Now use the drop down menus to fill in the fields for table number and report number. Finally, specify the report file type (seen below). For example, “customer”, “order summary”, and “pdf”.
Now that I have my document template how do I use it?
How can I create a new layout for a .word document being generated?
Navigate to “SharePoint Document Templates” using the Business Central search bar. Now create a new template but select .word as the file type. Use the dropdown for “custom layout” and then click “select from full list”. If no layouts are available, select the “…” header near the page header. From there, select “new” to create a new custom layout for the report generation and toggle on “insert word layout”.
Click the “…” header and navigate to Layout > Export Layout to download your layout. Open the layout using Word and you will see that it is quite empty. Navigate to the “Developer” heading within the word document and select XML Mapping Pane (seen below).
Select the fields from the right hand banner that you’d like to include in your document such as “name”, “city”, “date”, etc. Now save your template and return to Business Central. Navigate to … > Layout > Import Layout. Finally, select OK.
Generating Sales and Purchase Documents
What do I need to do within Business Central to prepare SharePoint Connector to create pdf versions of Sales and Purchase documents?
There are three steps required to prepare SharePoint Connector.
1. First, navigate to “SharePoint Setup” using the Business Central search bar. Toggle the buttons for “auto-upload sales documents” and “auto upload purchase documents” to on.
2. Navigate to “Sharepoint Table Mapping” using the search bar. Make sure that your tables for “customer”, “sales invoice header”, and “purchase invoice header” are all mapped. These should be mapped by default.
3. Navigate to “report selection sales” or “report selection purchase” using the search bar and select “invoice” with the Usage dropdown menu.
Now that I’m prepared to generate Sales and Purchase documents how do I do it using the SharePoint Connector?
Once the three initial steps have been completed, you can navigate to a sales order and post the invoice. SharePoint Connector will generate a pdf of the invoice and ask if you want to open it. This invoice pdf will appear in your SharePoint box after a few seconds.
Printing Directly to SharePoint
How can I print files using SharePoint as a cloud printer?
Start by opening the setup window by searching “SharePoint Setup” within Business Central. You will see two fields under “folders and management” relating to printers. You will also notice that under “printer management” there is a new cloud printer called SharePoint.
You can now select SharePoint using the printer drop down menu when printing a report from Business Central. You can then locate your report or document within a file titled “Print” on the main SharePoint page. The Print folder is further broken down into subfolders based on the user and specified with a report name and a timestamp.
E-Signing with Adobe Sign
Which e-signing services are supported by the SharePoint Connector?
How do I get started with Adobe Sign?
Start by configuring Adobe Sign within Business Central by searching “adobe sign setup” and entering the required API keys into the relevant fields. When that is done, toggle on the “adobe sign active” button.
How do I sign a document using Adobe Sign with the SharePoint Connector?
Select the document which you would like to sign (or to be signed) in your SharePoint box and select “e-signing” from the drop down menu. Enter the name of email of the signee in the specified fields and click send. Multiple recipients can be added as necessary. In the same window, you can check the status from Adobe Sign.
Adding Metadata to SharePoint Documents
How can I add metadata to a SharePoint document?
Navigate to “SharePoint Table Mapping” using the Business Central search bar. Once the window pops up, choose the table you wish to add metadata for and select More Options > Related > Metadata Columns. You can now select which fields you would like to add as metadata, as well as specify the field data type and the name under which it should be stored. Finally, hit the “add column to SharePoint” header. You’ll see a checkmark in the column “exported to SharePoint” when successful.
You can now add that column in SharePoint and it will populate the data from Business Central.
Multi-Site Folder Mapping with SharePoint Connector
When is multi-site folder mapping useful?
How do I specify which files go to which site in SharePoint?
Start by going to “SharePoint Table Mapping” using the Business Central search bar. Now select the gear icon in the upper right corner of the screen and select “personalize” to add two fields. These two fields are called “Site Name” and “Base Folder”.
You can now specify which site (eg sites/site_name) your files will go to for each table. Remember to specify your base folder for the SharePoint.
Transfer Attachments to SharePoint Using the SharePoint Connector
How can I transfer attachments from Business Central into SharePoint with the SharePoint Connector?
Start by locating the attachments within Business Central. Navigate to “SharePoint Table Mapping” using the Business Central search bar and select the table you want to map attachments from. Now click Related > Transfer Attachments to SharePoint. Select Yes when prompted and confirm the presence of the attachments within SharePoint in the relevant folder.
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