To define the SharePoint document transfer properties using communication metadata

Once a communication has been identified for transfer over to a SharePoint storage area, and the target folder established through the execution of a document distribution rule, the intrinsic properties - entity type reference, data tag, user-defined field - can be used to annotate the EDM copy with the correct business identifiers. This is achieved through the creation of a customised metadata rule, ensuring that the SharePoint content type and column value are populated with the right information in each case.

The procedure to define the SharePoint document transfer properties using communication metadata is as follows:

1. Navigate to Quick Menu > System > Configuration > Integration Management. The Integration Management window is displayed.
2. Expand the SharePoint content store subheading from within the nested EDM System classification structure and select an associated integration service from the alphabetical list (or enter its name into the Search Integrations field). By default the list is filtered to show Current integration services. An alternative filter can be applied using the Select view drop-down field: Expired, Future or All combinations 1.
3. Click on SharePoint Storage. The SharePoint Storage tab is activated.
4. Click on New Metadata Rule. The Metadata Rule window is displayed.
5. Using the Company drop-down field, multi-select all companies for which this SharePoint metadata rule is relevant, or choose the All option, as required 1.
6. Using the Entity type drop-down field, select the desired focus area to steer the scope of the metadata rule.
7. Using the Content type drop-down field, select the applicable classification to be ascribed to each document processed through this metadata rule.
8. Using the SharePoint column drop-down field, select the specific list field that will store the relevant document reference value.
9. Complete the supporting attribute entry - Cx data tag, User defined field, Asset reference type, Contact reference type or Metadata stored procedure - to determine the specific identifier that will populate the SharePoint column value 2. The scope of these attribute fields is summarised in the table below.
10. Choose an Effective from date for this document metadata rule i.e. the date on which it came into effect 3.
11. Choose an Effective to date if the document metadata rule is to be reviewed on a specific date or to capture a change of circumstances; a blank field means the rule will be continually valid.
12. Click on Confirm. The new document metadata rule is displayed in the summary table.
13. Repeat steps 4 through 12 to add further document metadata rules that are aligned to other entity type focus areas.
14. Click on Save.

Tip

1 Where only a small number of parameter values are not required, activate the All tick box first and then deselect individual items from the full list, as appropriate; the All tick box will be automatically removed once an item is deselected.

Note

1 The Search Integrations field will match against any element of the EDM service description.

2 The end user is only permitted to nominate one of the available attribute fields for data mapping purposes.

3 The Effective from date defaults to the current system date and cannot be left blank.

See related topics...

SharePoint EDM integration management overview

To configure a document distribution rule within a SharePoint EDM integration service