SharePoint Tracer Files
Purpose: This feature allows for SharePoint folders to be moved and renamed without losing a connection to LegalServer. This relies on an additional Tracer file stored in the SharePoint folder. That folder has a unique Document ID that is stored in LegalServer instead of relying on the Folder Name to make the connection.
Cost: TBD, this feature is in Beta.
When this feature is enabled, upon the creation of a SharePoint folder for a LegalServer case, a file within that folder is automatically created as well. The file will be named [24-0241942] LegalServer Folder Identification File - DO NOT DELETE.txt . It is an empty text file.
The important thing is that file has a unique Document ID. Folders to not get such kind treatment from Microsoft, so they do not have such IDs. The file's Document ID is stored in a Matter field named Sharepoint Folder Tracer Document ID .
Tracer Delay
LegalServer waits for a configured delay before relying on a new SharePoint Document ID to locate a folder. The initial setting is 15 minutes, but administrators can configure a longer delay when their Microsoft environment needs more time to make Document IDs searchable. Until that delay expires, LegalServer uses the configured site/library and folder-name path.
Once LegalServer is looking to the Document ID for the folder path, the folder can be moved or renamed without breaking the connection between Legalserver and SharePoint.
Moving a case folder to a Document Library or Site that does not support Document ID will break the connection since the tracer file will lose the Document ID.
Document IDs are also stored for any documents associated with Case Notes (either from Emails to a case or case notes that contained uploaded documents).
This is compatible with existing SharePoint Integration implementations. It can be rolled out for new cases. Older cases and uploaded case note files will not have Document IDs stored for them.
If you have a case that does not have a SharePoint Folder Tracer Document ID value but does have a SharePoint Folder, you can re-run the SharePoint - Create Case Folder block to have it add the Tracer file.
Re-running the SharePoint Create Folder block on an existing folder can add a missing tracer file. If LegalServer finds a tracer file but its saved ID is stale, the block can update the saved tracer link.
Microsoft Configuration
Tracer files require SharePoint Document ID to be enabled in every SharePoint site and library where a LegalServer folder may be created or moved. Tracers are not available in the specialized one-site-per-case configuration. If a folder is moved to a location without Document ID, LegalServer cannot use the tracer to recover that folder.
To configure in SharePoint, please enable Document ID features on all SharePoint Sites and Subsites that interact with LegalServer.