SharePoint

Introduction

In TimeLog, it is possible to integrate to Microsoft SharePoint and automatically create folders for customers and projects in SharePoint’s document library. You set up the integration in the System administration -> Integrations and API -> Integrations.

Description

SharePoint Online is the latest version of Microsoft SharePoint and part of the Microsoft Office 365 package. The TimeLog integration is developed for SharePoint Online, and it is quite possibly compatible with the latest SharePoint on premise versions.

Please note: This user guide is based on the English version of SharePoint Online, and as a result, menus, buttons, etc. appear in English only. We mainly use the name ”SharePoint” in this guide instead of writing the full product name.

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Preparation of the integration

The TimeLog/SharePoint integration feature requires a document library in SharePoint. Once the integration feature is activated, all folders and documents relating to projects and customers are saved in the document library.

You need to follow these steps to create a document library:

• Log into SharePoint and navigate to the main page, e.g. https://timelog.sharepoint.com
• Click Site Contents, Add an App
• Click Document Library in the apps list
• In the pop-up, you enter TLP as name for the TimeLog library
• Click Create

Please note: It is important that the document library used in the integration get the name TLP and that the main folder TLP is created in the root of the document library, e.g. https://timelog.sharepoint.com 

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Integration setup

Once the SharePoint document library is created, you can activate the integration.

You need to follow these steps to correctly set up the integration:

• Go to the system administration -> Integrations and API -> Integrations
• Click Configure next to SharePoint Online in the list of supported systems
• Type in your SharePoint URL in the URL field. If copying the URL from your browser, delete any part of the URL after sharepoint.com
• Enter the tenant ID of your SharePoint site in the Tenant ID field.
  To find your SharePoint tenant ID in the Azure AD admin center
• Now click Connect to connect to SharePoint. 
• Type in your SharePoint Admin ID and Admin password. The user must have at least write privileges to SharePoint document libraries. The user will then appear as the author of all folders in the TLP document library
• You can decide how folders are named in SharePoint and where to put the customer no. and project no.. As default, both are marked as prefix to ensure you do not experience that you or your colleagues cannot create the projects right away

Now the integration is completed and the connection is established. If the connection is not successful, an error message appears, and the Connection indication turns red and changes to Not established. Correct the errors stated in the error message and try again.

Please note: The user credentials entered in the Admin-ID and Admin-password fields is the author of all folders in the TLP SharePoint document library. Individual files, however, retain their user properties. Security rights for creating new files and making them available are configured as usual in the SharePoint settings.

Once activated, the integration activates a list of files relating to specific customers in SharePoint and on the customer cards found in Customers and in the TimeLog CRM add-on.

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Access to SharePoint documents via projects

When the SharePoint integration is activated, all users with access to projects can view customer documents and subfolders available in SharePoint. They can only see the content of the files and folders and create documents, if they have the rights in SharePoint.

Opening a project document

Project-specific documents and subfolders are found in Files in the Project details section on all tabs, except Settings. You click the document or subfolder you would like to open, and the single user logs into SharePoint with his or her own user credentials. 

When opening a document or subfolder, you will be prompted to allow permission to access the document or subfolder, as it is located on an external server. The procedure is the same as when you work in SharePoint.

Linking documents to projects

You link documents to the project by clicking Open folder in SharePoint under Actions to the right. Hereafter, you log into SharePoint using your credentials; this will lead you directly to the customer’s SharePoint folder.

Click Add document in the list of documents, and select a document as usual in SharePoint. Hereafter, you go back to TimeLog, and refresh the page to see the new document(s) on the list.

Please note: Do not change the Destination Folder suggested by SharePoint; otherwise, the document will not show in TimeLog.

Delete a document from the list and SharePoint

If you would like to delete a document from the list and from SharePoint, click Open folder in SharePoint under Actions to the right and log into SharePoint as described above.

Check the document in question, and press the Delete key on your keyboard. Go back to TimeLog, and refresh the page.

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Access to SharePoint documents via the customer card

When the SharePoint integration is activated, all users with access to Customers and TimeLog CRM can view customer documents and subfolders available in SharePoint. They can only see the content of the files and folders and create documents, if they have the rights in SharePoint.

Documents and subfolders linked to specific customers are shown under Files on the customer card under Customers and/or in TimeLog CRM.

Opening a customer-linked document

If you want to open a document, you click the document or subfolder you would like to open, and then log into SharePoint with your own user credentials.

When opening a document or subfolder, you will be prompted to allow permission to access the document or subfolder, as it is located on an external server. Præcis hvordan det foregår, afhænger af, hvilken internetbrowser du benytter.

Linking new documents to customers

If you would like to link a document to the customer, you click Open folder in SharePoint under Actions to the right and log into SharePoint with your own credentials. Hereafter you directly access the customer’s folder in SharePoint, where you click Add document in the list of documents, and select a document as usual in SharePoint. Go back to TimeLog, and refresh the page to see the new document(s) in the list.

Please note: Do not change the Destination Folder suggested by SharePoint; otherwise, the document will not show in TimeLog.

Delete a document from the list and SharePoint

If you would like to delete a document from the list and from SharePoint, click Open folder in SharePoint under Actions to the right and log into SharePoint as described above.

Check the document in question, and press the Delete key on your keyboard. Go back to TimeLog, and refresh the page.

Updating files

Please note that the lists in TimeLog are updated from SharePoint once an hours, and new, edited and/or deleted files will maybe not be shown in the lists in TimeLog right after you make the changes in SharePoint.

If a customer/project changes name in TimeLog

If you change the name of a customer or a project in TimeLog, you must remember to change the folder name in SharePoint. This is not done automatically via the integration, so the link to SharePoint is broken, if the folder names do not match. If you select to create a new folder, and you still want access to the old files, you must remember to copy the files to the new folder in SharePoint, so you can see them in the customer or the project in TimeLog.