Files - Setting Up the Sharepoint Document Site for SuperSync Files

Overview

When setting up the SharePoint documents connector in NetSuite, a dedicated SharePoint site needs to be created to store the documents. It is important to create a "Team" site rather than a "Communication" site in SharePoint. Follow the steps below to create and configure the SharePoint site.

Steps to Create and Configure a SharePoint Site

1. Sign In to Microsoft Office

  1. Navigate to office.com and sign in with your Microsoft username and password if not already logged in.

2. Access the SharePoint Application

  1. Once signed into Microsoft, select the SharePoint application from the menu in the top left-hand corner of the screen.

3. Check for Existing SharePoint Site

  1. If there is already a site created that will be used for storing documents from NetSuite, navigate to that site and go to Step 7.

4. Create a New SharePoint Site

  1. If you need to create a new SharePoint site, click the "Create Site" menu item at the top of the page.

5. Select a "Team Site"

  1. When prompted, select a "Team Site" and give the site a name.

6. Set Privacy Settings

  1. You can set either Privacy Setting—it will not matter as NetSuite will connect via an "App" connection to SharePoint.
  2. You do not need to add any specific members at this point if prompted.

7. Navigate to the Base Folder

  1. Once the site is created (or if it already exists), navigate to the base folder where documents should be stored by clicking on the "Documents" menu item and then navigating deeper if needed.

Note: If a NetSuite Sandbox account is being used, it is recommended to create base "PRODUCTION" and "SANDBOX" folders. This ensures that when the NetSuite sandbox is refreshed, it can be configured to automatically point to the "SANDBOX" folder so that testing documents do not get intermingled with production documents and folders.

8. Copy the URL of the Base Folder

  1. Once you are in the base folder where documents should be placed, copy the full URL of the current location so that NetSuite can be set up accordingly.

9. Forward the URL to the Implementation Team

  1. Forward the URL to the implementation team to set up, or continue to Step 10 to set up the configurations yourself.

10. Set Up the Configuration Values (Optional)

  1. Use the following guide to set the values on the configurations record so that they point to the selected SharePoint
  2. Example URL:
    https://example.sharepoint.com/sites/SampleSite/Shared%20Documents/Forms/AllItems.aspx?id=%2Fsites%2FSampleSite%2FShared%20Documents%2FPRODUCTION&viewid=31bacd44-e4ad-40d7-badc-2848bab6cc55

    Example Configuration Values:

    • SharePoint Base Path: Shared%20Documents/{#envType#}
    • SharePoint Site Domain: https://example.sharepoint.com
    • SharePoint Site Address: sites/SampleSite

  3. The smart tag {#envType#} will be switched out for the value PRODUCTION or SANDBOX by the system when documents are uploaded.

    Summary

    By following these steps, you will successfully set up a dedicated SharePoint site for storing documents from NetSuite. Ensure that you create a "Team" site and configure the necessary fields correctly to enable seamless document management.

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