We connect document management in your system to SharePoint libraries and sites.
Larger organisations often have rules about where documents live, who can see them and how long they must be kept. SharePoint is where many Microsoft 365 organisations apply those rules. Storing records there, rather than in a separate file store, means your existing policies keep applying.
What we build with it
- Storing documents in a team library
- Applying organisation retention policies
- Structured document access by department
- Tagging documents with metadata such as customer, project or document type
How it works
- During setup, we agree which site and library each type of record uses.
- When a document is added in the system, it is saved into the correct SharePoint library and folder through Microsoft Graph.
- Metadata such as customer name or document type is written as library columns, so SharePoint search and views work.
- Access is governed by SharePoint permissions, and the system stores only the link and file ID.
Data exchanged
- Documents and metadata
- Library and site structure
- Access permissions
What is needed to set it up
- A Microsoft 365 tenant with SharePoint
- Site and library selection
- OAuth authorisation, with access limited to the chosen sites where possible
Good to know
- Microsoft allows an application's access to be limited to specific sites, so the system does not need access to your whole tenant.
- Retention labels and policies are set in Microsoft 365 by your administrator. The system works within them and does not override them.
- Very deep folder structures and very long file names can cause path-length problems, so we keep structures shallow.
