SharePoint Outreaches

SharePoint Outreach Documents

The SharePoint Outreach feature creates a SharePoint folder for an Outreach and lets staff view and work with documents in that folder from LegalServer.

Before You Begin

SharePoint Outreach Documents must be enabled by LegalServer before the related blocks and settings are available. The site must have:

• SharePoint integration enabled.
• Outreach document storage enabled.
• SharePoint Document ID enabled for the destination sites and libraries.
• At least one SharePoint Site and Library value available for Outreach, or a configured default Outreach site and library.

Contact LegalServer Support before changing SharePoint authentication, certificates, default libraries, or Document ID settings on an active site.

Configure An Outreach Destination

Each Outreach folder needs a SharePoint Site and Library destination. Site administrators can create active SharePoint Site and Library values for Outreaches in the Lookup. Select the destination library based on the program, office, record type, or other organization policy that applies to the Outreach.

Once an Outreach has a saved SharePoint Site and Library value, later Create Folder block settings do not replace it automatically. This protects existing folders from being redirected to a different library.

Create An Outreach Folder

Add the SharePoint - Create Outreach Folder block to an Outreach create process or an auxiliary process. The Outreach must already exist before LegalServer can create its SharePoint folder, meaning that it cannot be on the first form of an Outreach create process.

When configuring the block:

1. Select the appropriate SharePoint Site and Library destination.
2. Decide whether to store the SharePoint response in an Outreach note.
3. Add the block after the Outreach is created, not before the record has an ID.

The initial folder name is the Outreach ID followed by the Outreach name.

Folder creation runs in the background. Clicking Continue confirms that LegalServer queued the request; the folder may not be available immediately. If the block is configured to save a response note, review that note for the SharePoint result or error.

View And Upload Documents

Add the SharePoint Documents block to an Outreach profile or form after SharePoint Outreach Documents are enabled.

The block can:

• Display the Outreach SharePoint folder and its documents.
• Provide a link to a configured Create Outreach Folder process when no folder exists.
• Let users open documents in SharePoint.
• Upload supported files directly to the Outreach folder.
• Upload larger files in chunks.
• Move files when that option is enabled for the site.

The block can use either App Authentication or User Authentication. App Authentication uses the organization's SharePoint application credentials. User Authentication requires the current user to sign in to Microsoft and have access to the selected site and library.

Browser uploads through this block are limited to 50 MB per upload payload or chunk. Larger files may need to be uploaded directly in SharePoint.

Folder Names And Tracer Files

LegalServer creates a small tracer file inside each Outreach folder. The tracer file has a SharePoint Document ID that LegalServer uses to find the folder after it has been renamed or moved.

After a newly created tracer file becomes searchable, LegalServer can recover the folder through its Document ID instead of relying only on the original folder name and library path.

Do not delete the tracer file. Do not move an Outreach folder to a SharePoint site or library where Microsoft Document ID is disabled. Either action can prevent LegalServer from finding the folder later.

Access And Limitations

LegalServer access and SharePoint access are separate. A user may be allowed to view the Outreach in LegalServer but still be denied access when opening the SharePoint folder or document.

The Create Outreach Folder block always uses App Authentication. The SharePoint Documents block can use App Authentication or User Authentication depending on its configuration.

SharePoint Outreach Documents are not available in the specialized one-site- per-case SharePoint configuration. There is also no SharePoint Core API endpoint for creating Outreach folders.

Test every Outreach document workflow on a demo site before relying on it for SharePoint storage. Not every LegalServer file control has the same SharePoint behavior.

Troubleshooting

If an Outreach folder does not appear:

1. Confirm that the background folder job has completed.
2. Review the Outreach note created by the Create Folder block, if enabled.
3. Confirm that the selected SharePoint Site and Library exists and that the SharePoint application has access to it.
4. Confirm that SharePoint Document ID is enabled in the destination library.
5. Ask LegalServer Support to review the SharePoint API log if the error persists.