Configuration
To configure this, the following fields must be entered on the SObjectLocation records:

• ‘Force.com Named Credential (folder)’ (file365__SF_NamedCredentialFolder__c ): The name of the Named Credential to be used to create or modify folders on SharePoint. A different Named Credential is used for this than for working with Files.

• ‘Sharepoint SiteGroup Pattern’ (file365__SP_SiteGroupPattern__c): name or RegEx Pattern of the SiteGroup(s) on SharePoint that should be granted contribution rights to the directory.

Both fields are not (yet) found on the page layout and the component with which we create the SObjectLocations. This still has to be done ‘through the back door’, using the Salesforce Inspector plugin that allows you to see all fields, or via the Developer Console. If these fields are not filled in, the rights on SharePoint Folders will be unchanged: in that case, everything is done with the default Named Credential, and no additional rights on SharePoint folders are granted.

Example:

Note:
For the Sharepoint SiteGroup Pattern field, it is sufficient to simply add ” Members” to indicate the name of the SharePoint group that should be granted the “Contribute” rights.

View SharePoint settings

It is possible to view in SharePoint how the folder permissions are assigned. In SharePoint, click on the 3 dots next to the folder.

1. Choose Manage Access.

2. Again, in the pop up, click 3 dots at the top, and click Advanced Settings.

By default, folder permissions are inherited from its parent as illustrated below. The button “Stop Inheriting Permissions” indicates that the default settings are being applied.

Defining the folder permissions in the File 365 Object location, will override the default settings automatically.

Here’s an example of what the changed settings will look like in SharePoint. The button “Grant Permissions” and the displayed text “This folder has unique permissions” show that the default settings have been reconfigured.

Het bericht Grant SharePoint folder permissions verscheen eerst op FILE 365.

7.1 Set up File 365 Document Templates

To make the document templates available for users when creating new records of a specific object, the File 365 administer must configure this in in the File 365 Administration app. Go to the File 365 Object Location tab. Select the Object Location of the object for which you want to make the Document Template available.

Click the dropdown arrow on in the File 365 Documents Template at the top right and click “New” .

In the New File 365 Document Template screen fill out the necessary fields.

Click Save to save the Document Template record.

The second step is to upload the template file or files. In the created Document Template record, upload or add by drag-and-drop the desired files from your work station to the File 365 toolbox. After upload you should see the files.

The process can be repeated if you wish to make different templates, depending on the Filter Field, available for the chosen object.

By default File 365 only creates the document templates and subfolders after the first file is uploaded or the user clicks the Open Folder button in the File 365 Toolbox or Gallery List. This prevents the creation of large numbers of empty folders or unused template documents.
Contact our support team if you need to customize the behavior of the template document Apex Triggers.

Note that there will be a short time interval between the creation of the Salesforce record and the moment template can be seen in SharePoint or as a File 365 file. This may take up to 2 minutes.

You only need to click Open Folder the first time after creating a new record. The next time, you can access the template directly from Salesforce from the File 365 Related List. Open and edit the document with one click.

7.2 Automatically create subfolders with the Subfolder Path

To organize record files in a consistent way, File 365 can be configured to automatically create standard subfolders in the main folder for each record of the concerned object. To do this you need to create a document template on the File 365 Object location.

In the File 365 Administration app, go to the File 365 Object Location tab. Select the Object Location of the object for which you want to create a Document Template. Click the dropdown arrow in the File 365 Documents Template at the top right and click “New” .

In the New File 365 Document Template screen, fill out the necessary fields.
Fill in Template Name and Subfolder Path. The Object Location is prefilled. Optionally specify a Filter Field Name and Filter Value to determine if the document template should be available for all records. If no Filter is specified, the template is applied to all records.

Click Save to save the Document Template record.

It is possible to create different levels of subfolders by using the forward slash as a separator in the Subfolder Path field. For example in the above example,  Documents/2023 will create two folders at once for each new case record.

Several document templates can be added to the same File 365 object location to create a hierarchical folder structure.

The specified subfolder will be created only for a newly created records. After creating the record, the user has to upload a file or click Open Folder in the File 365 component of the new record and the process will be started. Note that there will be a short time interval between the creation of the Salesforce record and the moment subfolder or subfolders can be seen in SharePoint. This may take up to 2 minutes. To speed up the process, refresh the page in SharePoint.

After files have been uploaded to the record (either via Salesforce or SharePoint), the subfolder path will be shown in the File 365 Related list under the Subfolder Path column.

Het bericht File 365 Document Templates verscheen eerst op FILE 365.

When you have specified the configurations above, click the + Add Scheduled Paths (Optional) button below the configuration section.

Fill in the Path Label, Time Source, Offset Number & Offset Options. For this example we’re using the Contact: Created Date for Time Source, 1 for Offset Number and Minutes After for the Offset Options. This means the Scheduled path is running 1 minute after the new record is created.

The last thing we need to do is to add the File 365: Ensure SharePoint Location apex action in the Scheduled Path. Click on the + Button in the Scheduled Path and select Action, search for the Ensure SharePoint Location invocable and add the Record ID from the triggering record to the Record Id variable.

Het bericht Automatic Folder Creation verscheen eerst op FILE 365.

This works for all files that meet the condition of that trigger, for example, all files with a certain extension or word in the filename etc. This should be done by an administrator. It should be clear that a user can not choose for an individual file where it should land in SharePoint when uploading a file to Salesforce.

Configure the Before Trigger flow:

1. Create a New Flow

2. Select Type: Record-Triggered Flow

3. Configure the Start element

• Object:
  • Select File365 (file365__f365_File365__c) from the list
• Trigger the flow when:
  • A  record is created
• Entry Conditions:
  • Select All Conditions Are Met (AND)
  • Set here the conditions for which files you want to transfer to the subfolder. For example to move files of a certain type, you can choose the File Extension field, f.e. File Extension Equals docx
• Optimize the Flow for:
  • Fast Field Updates – Update fields on the record that triggers the flow to run. This high-performance flow runs before the record is saved to the database.

4. Add an Update Triggered Record element

• Choose Label and API Name
• How to Find records to Update and Set Their Values:
  • Select: Use the file 365 record that triggered the flow

• Set Filter Conditions:
  • Select: None – Always Update Record
• Set field Values for the File 365 Record
  • Use Subfolder Path field (file365__SP_Path__c) to define the subfolder where you want to move the files to. 
  • The Value you fill in here will be the name of the subfolder:

5. Save and Activate the Flow

Het bericht Upload Files to SharePoint directly into a subfolder (needs Before Trigger) verscheen eerst op FILE 365.