SharePoint Online DMS Extension

The SharePoint Online DMS extension allows integration with SharePoint Online.

• Vertec Office reports (as well as Vertec-generated Legacy Office reports) can save their output directly to SharePoint, and the result is shown in Microsoft 365 Online for immediate processing.
• Documents and emails can be saved from the file system via Vertec to SharePoint using the Vertec Explorer Add-In-insave The document paths in Vertec are taken into account, as explained further down.
• Documents can be opened and edited from Vertec in Microsoft 365 Online.
• You can also write metadata. For information, see Writing sharepoint metadata.

The following operations are not possible:

• Saving Office-generated legacy reports in SharePoint
• Use report templates from SharePoint

For the operation of the extension a SharePoint Online is required. There must be at least one main user / administrator with login.

The following steps are required for commissioning the extension:

Installing the extension in Vertec

To install the extension, open the SharePoint Online DMS Extension in the Settings > Interfaces > Extensions folder and click Install.

The extension creates the following system settings CRM/activities:

If changes are made to the SharePoint system settings, the extension must be reloaded: Under Settings > Extensions > Extension, open the SharePoint Online DMS Extension and click on the Reload button.

Register Vertec application in Microsoft 365

In order for the Vertec application to access SharePoint, it must be registered in Microsoft 365:

• Open https://portal.azure.com/ and click on Microsoft Entra ID verwalten
• Left click on App-Registrierungen
• Click on + Neue Registrierung
• Enter name, e.g. Vertec
• Click on the Registrieren button
• After that, Home > customer AG | App registration > Vertec should be open, with Vertec = name of just create app
• Enter the application ID (client) (not the object ID) in the Vertec system settings under Dms sharepoint application id.

Create a key

1. Links to Zertifikate und Geheimnisse click
2. Under Secret Client Keys, click Neuer geheimer Clientschlüssel
3. In the Description field, enter a name for the key, e.g. VertecSharePointKey
4. Select the validity period of the key (maximum is 24 months) and remember the expiration date to create a new key before it expires.
5. Click on Hinzufügen
6. The key in the column Wert appears, must be entered in the Vertec system settings under Dms sharepoint application secret. The key is no longer retrievable later.

Defining and granting accepted rights

 The SharePoint Online DMS extension provides two different operating modes of user authentication:

Mode "As Vertec app"

This mode is used when the system settings on    deaktiviert is (default setting).

In this case, Vertec stores the documents for all users under the same user account, with the name configured in the app registration as “Vertec app”. User rights cannot be used to distinguish who has uploaded the document.

• This configuration requires administrator privileges. This step must succeed, otherwise the connection will not work later.
• Click on API-Berechtigungen > Berechtigung hinzufügen
• Select Microsoft Graph from the list
• Add the following user rights, select Anwendung as type:

  API/authorization name	description
  Files.ReadWrite.All	Read and write files in all site collections
  Sites.FullControl.All	Have full control of all site collections
  Sites.Manage.All	Create, edit, and delete items and lists in all site collections
  Sites.ReadWrite.All	Read and write items in all site collections

Mode "Individual registration"

This mode is used when the system setting Use dms sharepoint oauth individual login is activated.

In this case, Vertec also logs in to SharePoint as "Vertec app", but the files are stored with the individual user's SharePoint account.

• This configuration requires administrator privileges. This step must succeed, otherwise the connection will not work later.
• Click on API-Berechtigungen > Berechtigung hinzufügen
• Select Microsoft Graph from the list
• Add the following user rights as type Delegiert select:

  API/authorization name	description
  Sites.FullControl.All	Has full access to all site collections
  Sites.Manage.All	Create, edit, and delete items and lists in all site collections
  Sites.ReadWrite.All	Edit or delete items in all site collections
  User.Read	Log in and read user profile

In addition, a redirection URI must be set up for this mode:

1. Links to Authentifizierung click
2. + Plattform hinzufügen click and select Web
3. Enter the URL where the Vertec instance can be reached as the redirection URI, followed by callback. Example: https://mycompany.vertec-cloud.com/callback.
4. Click on Konfigurieren.

For this to work, each user must first log in to SharePoint via the Vertec Cloud App or the Vertec Web App. The login credentials are then sent back to Vertec. After that, all Vertec apps can be used.

After registering in Microsoft 365, the extension has to be reloaded in Vertec: Under Settings > Extensions > Extension open the SharePoint Online DMS Extension and click on the button Reload.

Structure of the SharePoint Document Storage

In order for the documents that are stored from Vertec in SharePoint to arrive at the right location, the page structure of SharePoint must be known and mapped accordingly in the Vertec Document Paths.

In SharePoint, there are sites (websites), within sites there are libraries (document libraries), and within libraries there are folders (folders). Document from Vertec is always stored in a library (document library) or one of its subfolders.

The structure of the structure depends on the requirements for file storage and access permissions. User rights can be assigned at the Site and Library levels. Not authorized rights can be assigned at the folder or subfolder level.

This results in the following scenarios:

Note: In Vertec versions before 6.4.0.21, the maximum quantity of libraries is 200.

Mapping in Vertec Document Paths

To ensure that the Vertec documents are stored in the correct location in SharePoint, the following steps are required:

• The system settings General > Document Storage must be set to Dateisystem oder DMS be provided.
• In the system settings CRM/activities > DMS SharePoint Library URL, the SharePoint base path is entered. This path is selected to represent the top common level in SharePoint (the site or the access to Sharepoint, see table below).  
• The system settings General > Document Path refers to the top level of the SharePoint document repository. The prefix  SharePoint:\ represents the previously stored DMS SharePoint Library URL and is, depending on the Structure of the sharepoint document storage, supplemented accordingly (see table below).
• In the Class Settings of the individual classes (projects, addresses, etc.), the corresponding subpaths are then set. The paths are structured as described in the article Document management with vertec.

For the above scenarios, this means:

The folders or subfolders are created automatically by Vertec if they are part of the document path and do not yet exist. Site and libraries must be created in advance in SharePoint.

The system is designed in such a way that the SharePoint: Prefix can also be used only for individual Classes. It is therefore also possible to save only specific documents in SharePoint without changing the general document path to SharePoint.

Handling special characters

Certain symbols are reserved in SharePoint and cannot be used for file or folder names.

These are (' &',' ~',” '“,' #',' %',' *',' :',' <',' >',' ?',' {',' }',' |').

If your data (customer names, projects, phases, documents, etc.) contains one of these symbols, it will be marked with a hyphen when transmitted. -' replaced. If you do not want this, you can rename your data.  

Instead of the mathematical quotation mark (“'“) you can use a typographic (“‘“) use (ALT+ 0146 on the numeric block).