SharePoint Integration

Purpose: Display a list of files, stored in Microsoft SharePoint, that are related to a specific case in LegalServer. A folder is created in SharePoint for each case and those files are available in LegalServer. LegalServer will also save files to that folder instead of LegalServer document storage. 

Cost: $4500 one-time setup fee and $100 per month. Additional support hours are available for setup beyond the included details. Non-standard configurations as described below may require additional costs. Migrating documents to Sharepoint from your existing setup is an additional hourly cost.

Optional Trial: $2700

• We will enable Sharepoint on your demo site after payment is made and we have received the credentials we need (see below) Once we give you access, Sharepoint will remain enabled on your demo site for 60 calendar days. We will also provide you with 1 hour of Sharepoint training time or support assistance.
• If you proceed with purchasing the full integration, we will deduct $2500 from the one time $4500 setup cost. The additional $200 represents setup and maintenance costs for the 60 days of access time we will provide and will not be credited to the full purchase.

Video: Working with SharePoint

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

• SharePoint Features
  • SharePoint Documents Block
  • SharePoint - Create Case Folder Block
  • Uploading Files
• Integrations and Report Details
  • Reports
  • APIs
  • Automating Folder Movement to a Different Library
  • Other Integrations
• Included in the Integration
  • Additional Support
  • Document Migrations
• Frequently Asked Questions
• Non-Standard Configurations

SharePoint Features

SharePoint Documents Block

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

The SharePoint Documents block has a few configuration features to identify. 

1. The first is that it contains a dropdown named "SharePoint Create Case Folder Process". Link here to the Auxiliary process that will create a SharePoint folder. If no SharePoint folder is found, then a link to this process will be offered from the block instead of just a message that there is no SharePoint folder. 
2. SharePoint Query Timeout is another dropdown that identifies how long to wait for the query to fully load. If there are a lot of document and especially a lot of subfolders, then it can take a long time to load the documents. You can choose between short (10 seconds), medium (20 seconds), and long (30 seconds) timeouts. If the query to review the full set of documents in SharePoint takes a long time, the page will finish loading and display an instruction informing you of the long load time. You'll be given a link to the related Sharepoint folder to open it directly in SharePoint instead of displaying in LegalServer. 

With the SharePoint Document block, you are able to also drag and drop files directly into SharePoint from your desktop. Dragging files into subfolders highlights the subfolder's row and not the whole set of documents, LegalServer will automatically rename the file to remove any special characters. If a file is uploaded via drag and drop and one with the same name already exists, you will be prompted before it is overwritten. File uploads are currently limited to 50mb through LegalServer. Larger files may be uploaded through SharePoint directly. 

In the SharePoint Document block, clicking on any of these links will take the user to the 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. The documents displayed are now sortable by name or modification date -- Ascending/Descending and Within Folders/Altogether. Sorting by Modification Date is purely looking at all files and then sorting regardless of folder. To reset the list to the default sort, click the reset filter button in the top right, reload the page, or click the Sort by Filename option four times. 

SharePoint - Create Case Folder Block

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. 

The SharePoint - Create Case Folder block now requires you to set the SharePoint Site and Library value from the related lookup. Previously, you were allowed to have this null which would create the folder in the the default SharePoint Site and Library. Now all new folders have to have a corresponding lookup value.

This lookup is setting the system field of "SharePoint Folder Site and Library" that saves the location of the SharePoint Folder on the specific case file. The block will only set this new system field the first time it is run. If the system field is already filled out, you will need to change the field outside of the SharePoint - Create Case Folder block. This field can be set before the SharePoint - Create Case Folder block is run the first time. This field controls where the SharePoint Documents block looks for the folder. If it is blank, then it will look in the default location. If it is filled out, then that is location the listview will look. Regardless of what is configured on the SharePoint Documents block, it will look at the library set by this field if it is set.

The SharePoint - Create Case Folder block must be configured to select the same library as the system field or no new folder will be created in the intended Library. Submitting a version that does not have it set will create a folder in the other location instead (or in addition). 

Uploading Files

When creating a file using a New Style 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, although there is a flag when editing the document that allows you to have LegalServer convert the file from RTF to DOCX. There are no guarantees about the formatting after the conversion, so test in advance. Alternatively, you can create a Power Automate function that will convert all of the RTF files to DOCX files if you want to extend the functionality and make the generated documents editable in Word Online. Old Style Document Templates will not save to SharePoint. 

Uploading a file via adding a Case Note will add that file to SharePoint. Using the Static Add Document form will also save it in SharePoint. 

Uploading a file via the Attestation on File, Retainer on File, and Affirmative Litigation blocks (all that collect documentation for LSC compliance purposes) will save the document to both LegalServer and to a Compliance subfolder of the case in SharePoint.

Emails to a case require LegalServer Developers adding a configuration flag to your site. Email Support or open a ticket to enable that feature. This would add automatically save the email and any attachments to SharePoint but the attachments will not appear in Case Notes. The text of the email is still parsed for the Case Notes. If a SharePoint folder does not exist for the case, one will not be created. Then the email will be handled as though SharePoint is not configured. 

Immigration forms will automatically save the generated forms to SharePoint. 

Other blocks (Add Document, Add Document with Title, Discovery, Activities, etc.) will not upload to SharePoint. As other blocks begin saving to SharePoint they will be identified. 

The Guided Navigation Action: Generate a Document will save to SharePoint if the SharePoint folder already exists. This element cannot be combined with an element that changes the SharePoint Site and Library value because the value will change first and then LegalServer will not find a SharePoint folder in the new library, causing the document to save to LegalServer instead of SharePoint. You may need to check the box to show the document link. Even so, if you don't want the link to display, set the document to generate when the segment is saved instead of when it is displayed. This will always use the App Authentication.

Once you are logged in as a user to SharePoint (having clicked the "Login to SharePoint" link in LegalServer), the Document List block will offer a SharePoint icon to move a file from LegalServer to SharePoint. Clicking this link will upload the file and refresh the SharePoint Documents block. 

Switching/Moving the SharePoint Folder

Top level case folders can be moved from one connected library to another connected library. See our article on Moving SharePoint Folders.

Multiple Library Configuration Suggestions

One option is to have a process with the new SharePoint Folder Site and Library field as the toggle field for branch logic. On each branch logic form you have the SharePoint - Create Case Folder block set with the destination library. 

The block is also available in Guided Navigation. You can use the logic evaluator in Guided Navigation to determine when you are creating a SharePoint folder in a given library. If you are using the SharePoint Site and Library field's value as your filter in the logic evaluator, that field's values need to be set before the dialogue offers the Create SharePoint Folder block. It can either be on the first segment with the Create SharePoint Folder block being on a second segment, or it needs to be set on a form before the form that holds the Guided Navigation dialogue. If you use a different field for the logic evaluator, you do not need a second segment in the Guided Navigation. 

Another option is to have separate Auxiliary Forms and Processes for each destination location. 

Integration and Report Details

Reports

The best field in LegalServer reports that may indicate whether a case has a SharePoint folder or not is the SharePoint Site and Library lookup available on the Case Data table. If that field is left to the default and not set, there is no way to indicate if a SharePoint folder exists on the matter record. As of early 2025, that field cannot be left null in the block, so this field will only be null for older cases. If the tracer file feature is enabled, that field will also show on the matter. There are also SharePoint Folder Creation DateTime and SharePoint Folder Creation Enqueue Datetime fields to track how long it took to create the SharePoint folder. Alternatively, if you have the Create Case Folder results stored to case notes, you can filter for that case note. 

APIs

LegalServer has a free API that allows you to interact with the SharePoint Site and Library Lookup. You can look at a full list of the values, add a new value (with the same validation as in the UI), and modify existing values. 

On a site that has SharePoint enabled, the SharePoint Site and Library value on a case will be returned in the Search Matter API and the Get Matter Details API. If you have Premium APIs, you can also set this value when you either create a case or update the case. Setting the value will not trigger the SharePoint Create Folder feature, there's a separate API endpoint that will do that. The endpoint to create the SharePoint folder is also a Premium API.  

PowerAutomate

See our article on SharePoint and Power Automate.

Automating Folder Movement to a Different Library

See our article on Moving SharePoint Folders.

Other Integrations

Lastly, some LegalServer consultants have tied in the use of LegalServer APIs to pull additional case related metadata into SharePoint. 

Included in the Integration

Purchasing the integration means:

1. We will supply a guidance document and a Powershell script for your IT staff to use in configuring the Microsoft Azure and SharePoint side of this integration.
2. Alternatively, your organization can choose to supply LegalServer with a Global Admin account and we will do the Microsoft Azure and SharePoint configuration ourselves. This needs to be an account that is unique to LegalServer. Note that LegalServer will not create a SharePoint Site or Library for you.  
3. We will host a 1 hour training call to look at how the integration works in the User Interface after it has been enabled on Demo.
4. We will wait to enable it on Live until we receive the go ahead from your team. 

Additional Support

Additional support hours (purchased separately) are available for:

1. Walking your staff through the configuration guidance document and providing additional support on the configuration setup if a Global Admin account is not provided. 
2. Walking your staff through tying the integration to PowerAutomate Flows
3. Additional training and support time with your staff regarding the LegalServer integration.  We do not currently provide SharePoint training.

Document Migrations

Please reach out at least a month in advance of when you want the document migration to happen. This work is developer intensive and requires us to plan for their time well in advance. 

• SharePoint Document Migration from your prior document management system or case management system to SharePoint is available, however the costs depend on complexity and size. The key requirement is a method to restructure the document folders so that they align with how LegalServer expects to see them (with the case number as the folder name). If the current document storage uses client names instead of case numbers, this may be exceptionally difficult to automate. Note that providing LegalServer with a Global Administrator credential is required to use the appropriate tools to make this migration happen. Pricing is available by emailing Sales@legalserver.org.
• If you do your own SharePoint document migration from your local file storage or a prior system into SharePoint and want LegalServer to identify existing cases with specific SharePoint Library values, there is a $500 charge for LegalServer to update the appropriate records. Note that this can also be updated using the Premium APIs.
• LegalServer can assist you in exporting existing documents that you have previously saved in LegalServer into your SharePoint library.  The standard cost for this service is $2,500, for up to 500GB of file transfer. Each additional SharePoint Library you want to have documents exported into is an additional $1000. LegalServer's ability to differentiate the destination library based on case details is limited. Additional development may be required if you want to import into multiple libraries based on some criteria. 

Non-Standard Configurations

EPONA 1 Library per Case Setup

Working with EPONA as outside consultants, we are able to configure separate libraries for each case. LegalServer does not create the libraries in this instance, that is all done externally. 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. LegalServer does not create the libraries in this instance, that is all done externally. 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.