The SharePoint Mapping Manager allows users to create or edit object-specific configurations. These configurations allow the connector lightning component to use or generate a SharePoint folder and map it to your record in Salesforce.
SharePoint Mapping Manager Basics
From the side menu, click on SharePoint Mapping Manager.
- The New action button in the page header allows users to create a new mapping configuration.
- A list of all previously saved mapping configurations associated with different objects.
- A row action menu to allow Edit for each mapping configuration.
Create a New Mapping Configuration
Select the New action button in the page header to create a new mapping configuration.
- Select an Object to build a mapping configuration for.
- Optionally, select a Record Type to apply the configuration only to those records with the selected record type.
- To be able to generate a folder automatically, enable the Auto Create option. If the connector component does not find a folder using the configuration setup here, then a new folder will be created for the record.
- Make your mapping configuration Active so that it is made available for use within the connector lightning component.
The Auto Create option requires a flow that has been set up for the respective object of your workspace configuration. Follow these articles for more details on how to set up the flows: Create SharePoint Folder Via Automation.
- Select a Folder Template to apply a subfolder structure for the newly generated folder in SharePoint.
- Provide a Folder Naming Format, which can include merge field syntax in the form of {{FieldName}}, to generate a name for the folder.
- Optionally, provide a Site Address Format, which can include merge field syntax in the form of {{FieldName}}, to generate a name for the site. See how to retrieve your Site Address.
- Optionally, Provide a Library Name Format, which can include merge field syntax in the form of {{FieldName}}, to generate a name for the library.
- Provide a Root Folder Path where the mapped folder is to be located or generated in. The Root Folder can be a dynamic path from the library up to the mapped folder location. It can include merge field syntax in the form of {{FieldName}}, to generate a dynamic path to the mapped folder location.
- Select the Save button.
When Library Name Format is left empty, AdvoLogix will default and assume the Shared Documents as the document library for the configuration.
A common use case to implement a parent and child hierarchical folder mapping involves setting up a client-matter relationship hierarchy within the SharePoint folders and Salesforce.
For example: An account and a matter can be identified within the Root Folder Path and the Folder Naming Format (respectively) in SharePoint. The setup within Salesforce would look something like this:
SharePoint Workspace Manager
- A workspace manager configuration is set up for each object type, which (in this case) would be the account and matter.
- For the account object-based configuration, the Root Folder Path will be used to identify the location of the folder mapped to the account record.
- For the matter object-based configuration, the Root Folder Path will be used to identify the location of the folder mapped to the account of the matter record and the Folder Naming Format will be used to identify the folder mapped to the matter record.
The Root Folder Path is a path from your Library up to the folder mapped to your connected Salesforce record. This path value can include more than one folder within it but the path should pre-exist in the SharePoint site, otherwise your mapped folder would not be located.
For example, for a matter ACME Contract with an account of ACME, the location of your mapping configuration can look like this:
For account mapping configuration:
- Folder Naming Format = {{Name}}
- Root Folder Path = accounts/{{Region__c}}
For matter mapping configuration:
- Folder Naming Format = {{Name}}
- Root Folder Path = accounts/{{Primary_Account__r.Region__c}}/{{Primary_Account__r.Name}}
Assumptions made:
- Your account is located under region-based folder categorizations under the Shared Documents library of the SharePoint Site, where Region__c is assumed to be a custom field to identify your account's regional location.
- Your matter is located under individual accounts as the root folder for matters, where Primary_Account__c is assumed to be a custom field on the matter to identify a primary account for the matter.