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SharePoint Integration

Purpose: Display a list of files, stored in Microsoft SharePoint, that are related to a specific case in LegalServer. 

Cost: $4500 on-time setup fee. Non-standard configurations as described below may require additional costs. Migrating documents to Sharepoint from your existing setup is an additional hourly cost.

Requirements:  Microsoft Azure, Microsoft SharePoint (cloud version only)

SharePoint Setup


Configuration Requirements

  1. Client must provide an Azure AD Global Administrator account
  2. Client must provide complete url links to their Demo and Live SharePoint document libraries (e.g., https://legalserver.sharepoint.com/sites/ms-demo/Shared%20Documents)

Generally

Agencies will need to share a set of Global Administrator Credentials with LegalServer for their Sharepoint instances. Agencies should send those via the Secure Messaging Tool.  LegalServer staff will create the API listener service in your Azure environment. 

The SharePoint folder is created via API call from your intake process, typically on the disposition step via the Create Sharepoint Folder block.   If you create a new intake process after going live with SharePoint integration, please include the folder creation block on your new intake process. This can also be called from an auxiliary process for existing cases.

There are multiple ways that we have configured Sharepoint with different levels of complexity and cost.

Standard 1 library per LegalServer Site Setup

Agencies will also need to identify the libraries to connect with their Live and Demo sites. These can be in the same Sharepoint site or separate sites depending on the Agencies preference.

Choice of Libraries per LegalServer Site Setup

Some Agencies may want to have a choice of which Sharepoint Library a case folder should be saved in. For details, please see the Multiple Sharepoint Libraries - Admin Setup help page. This currently needs to be enabled by LegalServer. 

EPONA 1 Library per Case Setup

Working with EPONA as outside consultants, we are able to configure separate libraries for each case. This configuration is not standard, so if you are interested in this, please contact Sales for pricing.

EPONA 1 Library per Outreach Setup

In addition to having 1 Library per case, with EPONA, we are also able to setup 1 Library per Outreach. Again, this is a non-standard setup, and contact Sales if you are interested. Creating folders in a given Library for Outreaches is on our roadmap but is not yet available.

SharePoint Features

An administrator will need to add this listview to a case profile once the SharePoint add-on has been activated:

Sharepoint Listview screenshot

The create Sharepoint folder block will need to be on both the Intake Process (for new cases) and an Aux Process (for existing cases). Case folders will be created with the case number of the case as the folder name. Currently, changing the name of that folder will break the relationship. 

Clicking on any of these links will take the user to either the desktop or web version of Microsoft Office, depending on the user's own settings and which Microsoft products you have made available to users.  It is not controlled by LegalServer but by the user's browser and device settings.

With the listview, you are able to also drag and drop files directly into SharePoint from your desktop. Dragging files into subfolders may be a little tricky as the field is sensitive. In the upload process, LegalServer will automatically rename the file to remove any special characters. Currently, if a file is uploaded and one with the same name already exists, it will be overwritten. File uploads are currently limited to 50mb through LegalServer. Larger files may be uploaded through SharePoint directly. 

When creating a file using a Document Template within LegalServer, it will automatically save to SharePoint. You will have to be logged into SharePoint for this to work. If you are not logged in, you will be prompted to log in to do so. Currently, all Document Templates will save as RTF files.

Uploading a file via adding a Case Note will add that file to SharePoint. Adding a file to a case via email will not. Immigration forms will not automatically save the generated forms to Sharepoint. 

SharePoint Permissions 

Permissions within SharePoint are managed within SharePoint.  While LegalServer can communicate with SharePoint to include metadata about the case (in the form of LegalServer field values sent by an API call), your agency will need to consult with a SharePoint expert if you want to leverage that information into any business processes that you want to enforce inside SharePoint.

Future Development

  • Sharepoint Libraries for Outreaches outside of EPONA (will require a separate Sharepoint Library from the Case Data)
  • Saving Emails to Case to Sharepoint
  • Allowing the renaming/moving of Sharepoint Case Folders without breaking the link between LegalServer and Sharepoint.