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 .
For the first 15 minutes after the tracer file is created, LegalServer will use the legacy methods to identify the case's SharePoint Folder. After 15 minutes, LegalServer will look for the tracer file's Document ID to construct the SharePoint folder path. There is a slight lag between when the Document ID is created and when it can be used to look up information in SharePoint.
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.
Microsoft Configuration
To configure in SharePoint, please enable Document ID features on all SharePoint Sites and Subsites that interact with LegalServer.