SharePoint Projects

SharePoint Project Documents

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

Before You Begin

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

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

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

Configure A Project Destination

Each Project folder needs a SharePoint Site and Library destination. Site administrators can create active SharePoint Site and Library values for Projects. Select the destination library based on the grant, program, office, or other organization policy that applies to the Project.

Once a Project 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 A Project Folder

Add the SharePoint - Create Project Folder block to a Project create process or an auxiliary process. The Project must already exist before LegalServer can create its SharePoint folder.

When configuring the block:

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

The initial folder name is the Project ID followed by the Project 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 a Project profile or form after SharePoint Project Documents are enabled.

The block can:

• Display the Project SharePoint folder and its documents.
• Provide a link to a configured Create Project Folder process when no folder exists.
• Let users open documents in SharePoint.
• Upload supported files directly to the Project 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 Project 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 a Project 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 Project in LegalServer but still be denied access when opening the SharePoint folder or document.

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

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

Test every Project 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 a Project folder does not appear:

1. Confirm that the background folder job has completed.
2. Review the Project 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.