netDocShare Sync Admin app 

User Guide – Web and Desktop

Login

Please enter your Email ID. This information is required to validate your access and ensure proper licensing.

SharePoint

Before creating any sync jobs, the Global Admin must add the SharePoint Connection settings.

Users will not be able to create new sync jobs if Connection settings are not created

Connection Settings – SharePoint OnPrem

SharePoint

+ Add 

Tenant details 

SharePoint Tenant - Enter the SharePoint Tenant Name

Tenant URL- Enter the Tenant URL

Username: Enter the Username

Password: Enter the Password

Click on Connect to establish SharePoint connection with the details

Connection Settings – SharePoint Online

SharePoint

+ Add 

Tenant details 

Fill in the following details

SharePoint Tenant - Enter the SharePoint Tenant Name

Tenant URL -Enter the Tenant URL

Client ID- Enter Client ID 

Client Secret- Enter Client Secret 

(Additional steps for acquiring the generate the Client ID and Client Secret ID details can be found within the "Click here” link in the modal)

Click on Connect to establish SharePoint connection with the details 

Please note that for detailed instructions, refer to the Pre-Requisite and Installation guide.

SharePoint and NetDocuments Sync

Sync Admin/Global Admin Users can create the following sync job types in the netDocShare Sync Admin Portal:

1. SharePoint to NetDocuments
2. NetDocuments to SharePoint
3. Bi-Directional (SharePoint - NetDocuments)

Sync Features

Sync Frequency

The sync frequency interval is crucial for optimizing performance and ensuring timely syncing of the updates.

The minimum value should be 30 sec

Copy Metadata Columns

1. Sync Job Creation process if User Select the Copy metadata values as yes and mapping the columns 

Move Files

Move File – This feature is only applicable for the SharePoint to NetDocuments sync process. This option will permanently move a document or folder from SharePoint to NetDocuments  based on the selected Move options

1. Move File – Replace Link as Yes

After the move, the file is removed from SharePoint and replaced with the NetDocuments file link

2. Move File – Replace Link as No

After the move, the file is removed from the SharePoint location and effectively moved to the NetDocuments location

Update Date Time Stamp

1. Sync Job Creation process if User Select the Update time stamp as yes 

The value of SharePoint documents created by users should sync to the NetDocuments Created By, Created, Modified By and Modified properties if the SharePoint documents are created by users who have access to the NetDocuments source. Otherwise, the NetDocuments service user account will be captured in the Created by and Modified By properties

The value of SharePoint documents Created and Modified values should sync to the NetDocuments Created and Date modified properties values if user select the Update time stamp as Yes

2. Sync Job Creation process if User Select the Update time stamp as No

NetDocuments service user account will be captured in the  Created by and Modified By properties The NetDocuments Created and Date Modified property values should be captured as the syncing file date

Copy Doc links

1. Copy Doc Links – This feature is only applicable for the NetDocuments to SharePoint sync process. It syncs the NetDocuments document links instead of the actual NetDocuments documents

Apply Permissions:

2. If the permission option is set to "Yes", the destination will inherit all permissions from the source. This includes Users and Groups along with their assigned access levels, ensuring consistent permission settings between the source and destination.
3. If the permission option is set to "No", the destination will not inherit any permissions from the source. Instead, default permissions configured at the destination will apply. For items at the source without specific Users or Groups assigned, those items will adhere to the default access rules defined at the destination.

Delete Sync

2. This feature is crucial for document management, helping to prevent discrepancies between SharePoint and NetDocuments synced documents and folders, and ensuring that deleted items remain inaccessible in other synced locations. If a user deletes files or folders from the source, they are automatically deleted from the synced destination location

Rename Sync

3. The process of changing the name of a file/folder in SharePoint/NetDocuments location and ensuring that this change is reflected across all synchronized location

Check-in and Check-out sync

5. Check-in and Check-out states are essential for maintaining documents, especially in collaborative environments where multiple users interact with shared documents.
6. Synchronization reflects the current checkout status of the file

Create Job –Bidirectional (SharePoint-NetDocuments)

Click “Create Job” on the left side panel or Click Add on Right Side Panel

The Create Job Page will be displayed

The following fields are displayed on the Create job page: 

1. Select the Sync Type as Bidirectional (SharePoint-NetDocuments)
2. Sync Frequency (hours:minutes:seconds)-Default value set as 30 seconds
3. Copy Metadata Columns-Default is selected as No
4. Apply Permissions -Default is selected as No
5. Update Date Time Stamp-Default is selected as No
6. Under the SharePoint section, select the SharePoint tenant.
7. Enter the SharePoint Site
8. Select the Document library 
9. Folders and documents are displayed under the SharePoint section.
10. Select All checkbox and the New Folder Creation icon displayed under the SharePoint section.
11. Select all the files/folders or select any folders or files from the SharePoint section.
12. Under the NetDocuments section, users select the Cabinet.
13. Select the  workspace.
14. Select the All checkbox displayed under the NetDocuments section.
15. Users can click on any workspace folder.
16. New Folder Creation icon is displayed under the NetDocuments section.
17. Click the New Folder icon, and the user will be able to create the folder.
18. Select all the files/folders or any folders or files from the NetDocumnets section.
19. Click Save.
20. Bi-directional (SharePoint - NetDocuments) sync job is created.

Scheduled Jobs

Once the sync job is created and a success message is displayed, the page should redirect to the Scheduled Job screen, where the Sync/Global admin user can create, edit, and delete existing jobs.

Users are able to view, edit, copy and delete Sync info: Users can view, edit, copy, and delete sync job information as needed."

The user can also stop the scheduled sync job: Users can stop any scheduled sync job from running.

Microsoft Teams

Before creating any sync jobs, the Global Admin must add the Teams Connection settings.

Users will not be able to create new sync jobs if Connection settings are not created

+ Add 

User can also:

Teams and NetDocuments Sync 

Teams and NetDocuments can be synchronized to allow users to seamlessly manage files and folders across both platforms. Users can sync files and folders in real time, ensuring that any change such as File updates, renaming, deleting, or adding new files/folder are immediately reflected in both systems. This integration enhances collaboration and ensures that users always have access to the latest versions of their documents.

Sync Admin/Global Admin Users can create the following sync job types in the netDocSync Admin Portal:

Sync Type

Sync Features

Sync Frequency

The sync frequency interval is crucial for optimizing performance and ensuring timely syncing of the updates.

The minimum value should be 30 sec

Copy Metadata Columns

1. Sync Job Creation process if User Select the Copy metadata values as yes and mapping the columns  

Custom column mapping values are synchronized along with Documents in Teams and NetDocuments based on the sync type

If there are any changes in metadata values, they should be synchronized at specified frequency intervals in Teams and NetDocuments based on the sync type

Note: Only text, number, note, and Date Time data type columns are supported

Move Files

Move File – This feature is only applicable for the Teams to NetDocuments sync process. This option will permanently move a document or folder from Teams to NetDocuments based on the selected Move options

2. Move File – Replace Link as Yes

After the move, the file is removed from Teams and replaced with the NetDocuments file link

3. Move File – Replace Link as No

After the move, the file is removed from the Teams location and effectively moved to the NetDocuments location

Update Date Time Stamp

4. Sync Job Creation process if User Select the Update time stamp as yes  

The value of Teams documents created by users should sync to the NetDocuments Created By and Modified By properties if the Teams documents are created by users who have access to the NetDocuments source. Otherwise, the NetDocuments service user account will be captured in the Created By and Modified By properties

The value of Teams documents created and Modified values should sync to the NetDocuments Created and Date modified properties values if user select the Update time stamp as Yes 

5. Sync Job Creation process if User Select the Update time stamp as No

NetDocuments service user account will be captured in the Created By and Modified By properties The NetDocuments Created and Date Modified property values should be captured as the syncing file date 

Copy Doc links

Copy Doc Links – This feature is only applicable for the NetDocuments to Teams sync process. It syncs the NetDocuments document links instead of the actual NetDocuments documents

Delete Sync

This feature is crucial for document management, helping to prevent discrepancies between Teams and NetDocuments synced documents and folders, and ensuring that deleted items remain inaccessible in other synced locations. If a user deletes files or folders from the source, they are automatically deleted from the synced destination location

Rename Sync

The process of changing the name of a file/folder in Teams/NetDocuments location and ensuring that this change is reflected across all synchronized location

Check-in and Check-out sync

Check-in and Check-out states are essential for maintaining documents, especially in collaborative environments where multiple users interact with shared documents.

Synchronization reflects the current checkout status of the file

Create Job –Bidirectional (Teams-NetDocuments)

Click “Create Job” on the left side panel or Click Add on Right Side Panel

The Create Job Page will be displayed

How to Create a Teams-NetDocuments Bi-directional Sync Job

1. Sync Type-Select sync type as Bidirectional (Teams – NetDocuments)
2. Sync Frequency (hours: minutes:seconds)-Default value set as 30 seconds
3. Copy Metadata Columns-Default is selected as No
4. Update Date Time Stamp-Default is selected as No
5. Apply Permission as No
6. Select the Tenant under Microsoft Teams Location
7. Select the Team
8. All the Channel are displayed
9. Select all the Channel
10. Under the NetDocuments section, users select the Cabinet. 
11. Select the workspace. 
12. Select the All checkbox displayed under the NetDocuments section. 
13. Users can click on any folder.
14. Select all the files/folders or select any folders or files from the NetDocuments section. 
15. Click Save

Scheduled Job

OneDrive

Before creating any sync jobs, the Global Admin must add the OneDrive Connection settings.

Users will not be able to create new sync jobs if Connection settings are not created

+ Add 

OneDrive Tenant - Enter the OneDrive Tenant Name

Tenant ID- Generate the Tenant Id using Azure App Registration Service 

Client ID- Enter Client ID 

Client Secret- Enter Client Secret 

(Additional steps for acquiring the generate the Client ID and Client Secret ID details can be found within the "Click here” link in the modal)

Click on Connect to establish OneDrive connection with the details 

OneDrive and NetDocuments Sync 

OneDrive and NetDocuments can be synchronized to allow users to seamlessly manage files and folders across both platforms. Users can sync files and folders in real time, ensuring that any change such as File updates, renaming, deleting, or adding new files/folder are immediately reflected in both systems. This integration enhances collaboration and ensures that users always have access to the latest versions of their documents.

Sync Admin/Global Admin Users can create the following sync job types in the NetDocShare Sync Admin Portal:

4. OneDrive to NetDocuments
5. NetDocuments to OneDrive
6. Bi-Directional (OneDrive - NetDocuments)

Sync Features

Sync Frequency

The sync frequency interval is crucial for optimizing performance and ensuring timely syncing of the updates.

The minimum value should be 30 sec

Copy Metadata Columns

1. Sync Job Creation process if User Select the Copy metadata values as yes and mapping the columns 

Custom column mapping values are synchronized along with Documents in OneDrive and NetDocumnets based on the sync type

If there are any changes in metadata values, they should be synchronized at specified frequency intervals in OneDrive and NetDocuments based on the sync type

Note: Only text, number, note, and Date Time data type columns are supported

Move Files

Move File – This feature is only applicable for the OneDrive to NetDocuments sync process. This option will permanently move a document or folder from OneDrive to NetDocuments based on the selected Move options

1. Move File – Replace Link as Yes

After the move, the file is removed from OneDrive and replaced with the NetDocuments file link

2. Move File – Replace Link as No

After the move, the file is removed from the OneDrive location and effectively moved to the NetDocuments location

Update Date Time Stamp

1. Sync Job Creation process if User Select the Update time stamp as yes 

The value of OneDrive documents created by users should sync to the NetDocuments Created by and Modified By properties if the OneDrive documents are created by users who have access to the NetDocuments source. Otherwise, the NetDocuments service user account will be captured in the Created By and Modified By  properties

The value of OneDrive documents created and Modified values should sync to the NetDocuments Created and Date modified properties values if user select the Update time stamp as Yes

2. Sync Job Creation process if User Select the Update time stamp as No

NetDocuments service user account will be captured in the  Created By and Modified By properties The NetDocuments Created and Date Modified property values should be captured as the syncing file date

Copy Doc links

Copy Doc Links – This feature is only applicable for the NetDocuments to OneDrive sync process. It syncs the NetDocuments  document links instead of the actual NetDocuments documents

Delete Sync

This feature is crucial for document management, helping to prevent discrepancies between OneDrive and NetDocuments  synced documents and folders, and ensuring that deleted items remain inaccessible in other synced locations. If a user deletes files or folders from the source, they are automatically deleted from the synced destination location

Rename Sync

The process of changing the name of a file/folder in OneDrive/NetDocuments location and ensuring that this change is reflected across all synchronized location

Check-in and Check-out sync

Check-in and Check-out states are essential for maintaining documents, especially in collaborative environments where multiple users interact with shared documents.

Synchronization reflects the current checkout status of the file

Create Job –Bidirectional (OneDrive-NetDocuments)

Click “Create Job” on the left side panel or Click Add on Right Side Panel

The Create Job Page will be displayed

The following fields are displayed on the Create job page:

1. Sync Type- Select the Sync Type as Bidirectional (OneDrive-NetDocuments) 
2. Sync Frequency (hours:minutes:seconds)-Default value set as 30 seconds
3. Copy Metadata Columns-Default is selected as No
4. Move File -Default is selected as No
5. Update Date Time Stamp-Default is selected as No
6. Under the OneDrive section, select the OneDrive tenant.
7. Enter the OneDrive user email address.
8. Click the Connect button.
9. The relevant user’s folders and documents are displayed under the OneDrive section.
10. Select t All checkbox and the New Folder Creation icon displayed under the OneDrive section.
11. Users can click on any folder or select all the folders and files.
12. Select all the files/folders or select any folders or files from the OneDrive section.
13. Under the NetDocuments section, users select the Cabinet
14. Select the workspace.
15. Select the All checkbox displayed under the NetDocuments  section.
16. Users can click on any workspace folder 
17. New Folder Creation icon is displayed under the NetDocuments section.
18. Click the New Folder icon, and the user will be able to create the  NetDocuments workspace folder.
19. Select all the files/folders or select any folders or files from the NetDocuments section.
20. Click Start Save.
21. Bi-directional (OneDrive - NetDocuments) sync job is created

Scheduled Job

Once the sync job is created and a success message is displayed, the page should redirect to the Scheduled Job screen, where the Sync/Global admin user can create, edit, and delete existing jobs.

Copy NetDocuments 

As a user can copy a single document or multiple documents or folders from one NetDocuments Cabinet location to another Other Cabinet Location or Same Cabinet Location

Select the Sync type as Copy NetDocuments to NetDocuments

Select the Source location Cabinet

Select the Workspace from Source location

Select the Files and folder

Select the destination folder where you want to copy the document or folder.

Click Save

The document is copied to the new location.

Move NetDocuments 

As a user can Move a single document or multiple documents or folders from one NetDocuments location to another on NetDocuments Location

Select the Sync type as Move NetDocuments to NetDocuments

Select the Source location Cabinet

Select the Workspace from Source location

Select the Files and folder

Select the destination folder where you want to Move the document or folder.

Click Save

Document is moved to the new location.

NetDocuments Settings

Users – Global Admin, (ask for Client ID and Client Secret from respective System Admins).

SSO– Enable or Disable the SSO Login

NetDocuments Repository Id- Entered the NetDocuments Repository Id

Microsoft Client ID – Enter the Microsoft client Id

Microsoft Secret Key – Enter the Microsoft  client secret 

Network Share

Network Share Connection Settings 

Global users can view the Network Share navigation menu under the Connection Settings group. They can also access the Network Share Connection Settings page through the Network Share navigation menu. 

Users can open the Connection Settings Add popup using the 'Add' button located at the top-right corner of the page. 

In the Connection Settings Add popup, users can enter inputs based on the respective data. 

• All field information should be mandatory for creating a setting. 

• After filling in the data in the respective inputs, the Connect button will be enabled. 

• When users click the 'Connect' button, the provided information undergoes validation. Once the information is successfully validated, it is updated in the Network Share Connection Settings list. 
  

• 
  

• 

  
  

• Users can view the Edit and Delete icons in the respective connection settings listed. 

  • The Edit button is always enabled. 

  • When the user clicks the 'Edit' button, a connection setting popup will appear with the existing data, excluding the 'Password' value. (For security reasons, the existing password data is not populated.) 

   

    

    

    

    

  • If the respective connection setting has been assigned any one of the sync, the “Delete” button is disabled or it’s in enabled. 

  • When the user clicks the 'Delete' button, a connection setting deletion confirmation will appear. 

  • Click “Yes” to proceed with deleting the connection setting record from the list. 

  • "Click 'No' to cancel the deletion request. 

   

    

    

    

    

  netDocShare Sync Jobs 

  Users can be able to view the Network Share drop down menu, if the Network Share related sync job has been selected from the admin application. 

   

    

  Create Job 

  In the sync type dropdown, users can view the following job types: Bidirectional (NetworkShare to NetDocuments), NetDocuments to NetworkShare, and NetworkShare to NetDocuments, provided a Network Share-related sync job has been selected in the admin application. 

   

    

  In the Network Share Connection dropdown menu, users can view the list of Network Share connection settings, provided they have already been updated in the Network Share connection settings list. 

   

    

  After selecting the Network Share connection, users can view the root level of folders and files in the respective Network Share setting. 

   

    

  Users can be able to Save the sync job setting using the “Save” Button. 

  The Save button will be enabled once the sync data validation is successfully completed. 

  Files and folders on the Network Share side are in a disabled state if a container on the NetDocuments side has not been selected.