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 

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.

• 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.

1. The Edit button is always enabled.
2. 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.

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

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

o "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.

Email Alerts for Sync Jobs

To receive e-mail alerts for sync jobs, users must enable the “Send Sync Mail Alerts” option on the Sync Settings page.

Users have two options:

1. Every Cycle: An email will be triggered for each sync cycle for all jobs under the license.
2. Frequency (1 to 24 Hours): An email will be triggered based on the selected frequency (in hours) for all jobs under the license
   

Note: Email alerts are sent only for the jobs created by the user.

Mail Notifications for Co-Editors and Sync Job Status – netDocShare Sync

Mail to Other Specified Users:

After creating a Sync Job, users can view the Co-Editors icon in the Scheduled Jobs list.

• Clicking the Co-Editors icon will display a popup.

• This popup shows a list of Global Admins and Sync Admins.

• Users can select additional recipients from this list to receive sync job mail alerts.

Sync Job Status Mail Triggers:

The Sync Job status email is triggered based on specific conditions and the configured mail trigger settings. These conditions include:

• Sync Job settings not received from the server.

• Sync Job data not properly assigned from the server.

• Required metadata fields missing in either the source or destination.

• Previously processed file information not fetched from the server.

• Issues related to connection settings.

• Source or destination path validation failures.

• Invalid access to the source or destination.

• Content from source or destination paths not retrieved due to API or network issues.

• Folder not created on the destination side.

• Files not synced due to any reason.

Link Click Behavior

This feature was recently introduced for the following sync types.

It replaces the previous "Go To" and "Read Only" options in the existing "Copy Doc Links" feature.

Link Click Behavior now has three options:

• Check-Out

            The link will directly navigate to the NetDocuments file, check it out, and download it.

            If the user has the NetDocuments viewer application installed, the file will be checked out and opened in the viewer.

• Read-Only

            The link will navigate to the NetDocuments file.

            If the NetDocuments viewer application is installed, the file will open in read-only mode.

• Go To

            The link will navigate to the location of the file within NetDocuments.

Migrate NetDocuments files/folders to SharePoint / Teams / OneDrive

1.1 Overview

The Delete from NetDocuments feature in netDocShare Sync enables users to automatically delete content from NetDocuments once files and folders are successfully synced to SharePoint library.

Customers leveraging NetDocuments for document storage often wish to reduce storage usage and licensing costs after migration. This feature allows users to safely remove original content from NetDocuments, while optionally maintaining reference links to the SharePoint library.

The feature supports full migration (“Select All”) and selective item migration. It provides a controlled mechanism to ensure data is removed only after a successful copy to the target destination.

In NetDocuments, the terms hard delete and soft delete are used to describe different methods of removing documents from the system. These terms refer to how the deletion process works and what happens to the deleted data. Here's a detailed explanation of both:

Soft Delete:

Definition: A soft delete in NetDocuments refers to the process where a document is marked for deletion, but it is not permanently removed from the system immediately. Instead, the document is typically moved to a "deleted items" or "recycle bin" area where it remains for a certain period of time.

How it works: 

1. When you perform a soft delete, the document is hidden from regular view and is no longer accessible for normal operations.
2. However, it is not entirely removed from the database. The system keeps it in a deleted or suspended state for a period (often configurable), giving you the option to restore the document if it was deleted by mistake.

Recovery: 

1. Since the document still exists in the system (just in a "deleted" state), you can usually restore it back to its original location without any data loss.
2. The system typically provides an easy-to-use interface for users or admins to recover soft-deleted documents.
   

Example Use: 

1. You might choose a soft delete when you aren't sure if a document is truly no longer needed or if you think you may want to recover it later.
2. Soft deletes are usually reversible, so they are safer in case of accidental deletion.

Hard Delete:

Definition: A hard delete is the process of permanently removing a document from NetDocuments. Once a document is hard deleted, it cannot be recovered, and it is irreversibly removed from the system.

How it works: 

1. When a document is hard deleted, it is completely removed from the system's storage and database.
2. No traces of the document remain in the platform once this process is completed.
   

Recovery: 

1. Unlike a soft delete, there is no recovery option for hard-deleted documents.
2. Once hard deletion has been executed, the document is permanently gone.

Example Use: 

1. Hard deletes are often used when a document is deemed absolutely unnecessary or sensitive, and you want to make sure it is permanently erased from the system, without any possibility of recovery
   

1.2 Behavior

This feature introduces a new configuration option in the Sync job setup UI:

Delete from NetDocuments (Yes/No).

Key behavioral rules:

1. Delete validation:
   
1. Deletion from NetDocuments occurs only after successful file sync into SharePoint/SharePoint.
   
2. Sync frequency behavior:
   
1. If deletion is enabled (Yes), the Sync Frequency option will auto-hide because the deletion sync job is treated as a one-time operation.
   
3. Warning Prompt:
   
1. When selecting Yes, the system displays a deletion warning, confirming that original files will be permanently removed from NetDocuments.
   
4. Full or selective deletion support:
   
1. Select All:
   
5. All chosen items are deleted, and a single link reference to the SharePoint library is maintained in NetDocuments (Only if Copy Doc Link is selected as Yes when the job is created).
   
6. All chosen items are deleted, and no reference to the SharePoint library is maintained in NetDocuments if Copy Doc Link is selected as N when the job is created).
   
1. Selective selection:
   
7. Only chosen items are deleted, and per-item links are created in the respective folders/files if Copy Doc Links is selected as Yes when the job is created.
   
8. Only chosen items are deleted, and no links are created in the respective folders/files if Copy Doc Links is selected as No when the job is created.
   
9. Validation after sync:
   

            Only after successful completion does the system perform deletion and link creation.

1.3 Configuration Steps

Below are configuration instructions for users setting up a job that deletes content from NetDocuments once synced:

Login:

1. Sign in to netDocShare Sync as Global Admin or Sync Admin.
   

Create Job Page:

1. Navigate to Create Job from the left navigation. The job builder page loads.
   

Sync Job Settings:

Select the following values:

1. Sync Type: NetDocuments to SharePoint/Teams/OneDrive
2. Delete from NetDocuments: Yes
3. Copy Metadata Columns: No (optional)
4. Copy Doc Links: No (optional)
5. When Delete = Yes → Sync Frequency dropdown is automatically removed.
   
6. NetDocuments Source Selection:
   
7. Select Cabinet from dropdown.
   
8. Load Cabinet folder/workspace details.
   
9. Search/select workspace.
   
10. Select all relevant folders and files, including checked-out files.
    
11. SharePoint Destination Setup:
    
1. Choose SharePoint Tenant.
   
2. Enter User ID and connect.
   
3. Browse and select destination folder location.
   
12. Save Job:
    
13. Click Save. The new sync job appears in the Schedule Jobs page.
    
14. Monitor Execution:
    
15. Job status transitions:
    
16. Scheduled → In Progress → Completed.
    
17. Validation:
    
1. Confirm documents are present at SharePoint and deleted in NetDocuments.
   

1.4 Example / Use Case

            Scenario: Customer wants to reduce NetDocuments storage

1. A law firm decides to move documents from an active workspace to SharePoint for archival access and cost reduction.
   

     Steps:

1. Administrator selects “NetDocuments to SharePoint” sync type.
2. Sets Delete From NetDocuments = Yes.
   
3. Selects Action to Delete = Hard Delete
4. Selects the workspace folders.
5. Runs the sync.
6. After sync completion:
1. All documents appear in SharePoint.
2. NetDocuments displays links pointing to their new SharePoint location.
3. Original documents are permanently removed from NetDocuments.
   

This gives the customer full retention, reduced storage cost, and end-user access continuity.

1.5 Limitations

1. Dependent on successful sync:
   
2. No deletion occurs if the sync job fails.
   
3. Checked-out file dependency:
   
1. Checked-out items must be selected manually; system will not auto-override checkout locks.
   
4. File Name Special Character Limitation
   
1. File name containing multiple special characters causing duplicate files.
   

1.6 Best Practices / Benefits

Benefits

1. Reduced NetDocuments storage costs:
   
1. By deleting original files, firms reduce workspace capacity usage and financial overhead.
   
2. Zero data loss risk:
   
1. Files are deleted only after successful sync validation.
   
3. Metadata retention:
   
1. Created Date, Modified Date, Created By, and Modified By properties are preserved in SharePoint.
   
4. Operational efficiency:
   
1. Administrators can migrate large segments of workspaces without manual deletion.
   
5. Business continuity:
   
1. NetDocuments retains reference links to SharePoint, ensuring end-users can still navigate to required content.
   
6. Migration Reliability and File State Handling
   
1. After a mig
   ration job is completed, the system continues to update the job status and associated dates to verify that all files are successfully migrated to SharePoint. This ensures migration continuity and helps mitigate issues caused by API timeouts or throttling.
   
2. Files that are checked out in NetDocuments continue to reside in NetDocuments and are migrated to SharePoint while retaining the checked-out status. After the file is checked in within NetDocuments, the system updates the SharePoint copy and removes the checked-out state and deletes the files from NetDocuments.
   

Enterprise Workspace Management Enhancement

Overview

The Enterprise Workspace Management enhancement enables Sync Administrators to efficiently manage large-scale workspace migrations, archival operations, and cross-platform collaboration using netDocShare Sync integrated with NetDocuments and Microsoft platforms such as Microsoft SharePoint, Microsoft OneDrive, and Microsoft Teams.

This introduces:

• Bulk Sync Job Creation for multiple workspaces

• Custom Naming for Scheduled Sync Jobs

• Consolidated View of All Sync Jobs

• Copy workspace between Cabinets (NetDocuments to NetDocuments)

• Mass Export / Migration of Workspaces

• Workspace-Level Sync to SharePoint

These enhancements are designed for enterprise law firms and organizations managing hundreds of workspaces, where one-workspace-per-job operations are impractical.

Behavior

Bulk Job Creation

• Admin can create multiple sync job using Import functionality

• Admin can import template file to create multiple sync jobs in the Scheduled Jobs screen

• Multiple rows can be added to define multiple sync jobs in the template file.

• System internally processes each sync job independently.

• Failures in one sync job do not stop others.

• Progress and status are displayed per sync job.

Custom Naming for Scheduled Jobs

• Admin can assign a custom sync job name during job creation.

• Sync Job Name is searchable and filterable.

• Sync Job Name appears in Scheduled Jobs dashboard.

• Sync Job Name can be edited

.

Consolidated View of All Sync Jobs

• Scheduled Jobs screen shows all types of sync jobs by default.

• Select Job Type dropdown: By default, “All Jobs” is selected

• User can select any job type from the dropdown to view only selected job type in the Scheduled Jobs page

This provides centralized visibility and easier management.

Copy Entire Workspace (NetDocuments → NetDocuments) 

• Copy entire workspace (folders, documents, metadata, versions) to another cabinet.

• Workspace name is preserved.

• Folder structure remains intact.

• Permissions are retained 

• Optional: Delete source after successful move.

Mass Export / Copy of Multiple Workspaces 

• Admin can sync multiple workspaces:

o NetDocuments to SharePoint

o NetDocuments to Teams

o NetDocuments to OneDrive

• Entire workspace syncs as one logical unit.

• System auto-creates top-level folder with workspace name at the destination

• Folder hierarchy is preserved

• Optional permission sync

• Supports scheduled and continuous sync

·        

Configuration and Operation

Creating a Bulk Sync Job

• Download Template

      o  Add multiple sync job details in the template 

• Navigate to Scheduled Jobs page

• Click on Import Jobs button

• Upload pre-filled template file

• Click Upload

Moving Entire Workspace (ND → ND) 

Copy NetDocuments to NetDocuments

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

o Create Job Page will be displayed

o The following fields are displayed on the Create job page:

o Sync Type - Select the Sync Type as Copy NetDocuments to NetDocuments 

o Sync Job Name – Enter custom sync job name

o Apply Permissions - Default is selected as No

o Allow Metadata - Default is selected as No

o Under the NetDocuments Source Location section:

o Regions – Default is selected as US

o Select the Repository

o Users select the Cabinet.

o Select the workspace.

o Select the workspaces, folders and files

o Under the NetDocuments Destination Location section: 

o Regions – Default is selected as US

o Select the Repository

o Users select the Cabinet

o Select the workspace

o Select the workspace or a folder

o Click Save button

o Copy NetDocuments to NetDocuments sync job is created

Mass Export Operation 

NetDocuments to SharePoint

o Click “Create Job” on the left side panel 

o The Create Job Page will be displayed

o The following fields are displayed on the Create job page:

o Sync Type - Select the Sync Type as NetDocuments to SharePoint

o Sync Job Name – Enter custom sync job name

o Sync Frequency (hours:minutes:seconds) - Default value set as 30 seconds

o Delete from NetDocuments - Default value set as No

o Copy Metadata Columns - Default value set as No

o Apply Permissions - Default value set as No

o Update Date Time Stamp - Default value set as No

o Copy Doc Links - Default value set as No

o All Versions - Default value set as No

o Content Overwrite - Default value set as No

o Under the Select NetDocuments Location section, 

o Select the cabinet

o Select the workspaces 

o Under the Select SharePoint Location section, 

o Select Tenant

o Enter the SharePoint Site and click on connect icon

o Select Document Library

o Folders and documents are displayed under the SharePoint section.

o Click Save button

o NetDocuments to SharePoint sync job is created

NetDocuments to Teams

o Click “Create Job” on the left side panel 

o The Create Job Page will be displayed

o The following fields are displayed on the Create job page:

o Sync Type - Select the Sync Type as NetDocuments to Teams

o Sync Job Name – Enter custom sync job name

o Sync Frequency (hours:minutes:seconds) - Default value set as 30 seconds

o Delete from NetDocuments - Default value set as No

o Copy Metadata Columns - Default value set as No

o Apply Permissions - Default value set as No

o Copy Doc Links - Default value set as No

o All Versions - Default value set as No

o Under the Select NetDocuments Location section, 

o Select the cabinet

o Select the workspaces 

o Under the Microsoft Teams Location section, 

o Select Tenant

o Select Teams

o Select Channel

o Click Save button

o NetDocuments to Teams sync job is created

NetDocuments to OneDrive

o Click “Create Job” on the left side panel 

o The Create Job Page will be displayed

o The following fields are displayed on the Create job page:

o Sync Type - Select the Sync Type as NetDocuments to OneDrive

o Sync Job Name – Enter custom sync job name

o Sync Frequency (hours:minutes:seconds) - Default value set as 30 seconds

o Delete from NetDocuments - Default value set as No

o Copy Metadata Columns - Default value set as No

o Copy Doc Links - Default value set as No

o All Versions - Default value set as No

o Under the Select NetDocuments Location section, 

o Select the cabinet

o Select the workspaces 

o Under the OneDrive Location section, 

o Select OneDrive Tenant

o Enter the OneDrive user email address

o Click connect button

o The relevant user’s folders and documents are displayed under the OneDrive section.

o Select t All checkbox and the New Folder Creation icon displayed under the OneDrive section.

o Users can click on any folder or select all the folders and files.

o Select all the files/folders or select any folders or files from the OneDrive section.

o Click Save button

o NetDocuments to OneDrive sync job is created

Functional Verification 

Functional Verification

After job execution:

Verify:

      ✔  Workspace appears in destination

      ✔ Folder structure matches source

      ✔ Document count matches

      ✔ Metadata preserved

      ✔ Permissions applied correctly

Limitations

o Very large workspaces may take extended processing time.

o Permission mapping depends on environment compatibility.

o If workspace already exists at the destination NetDocuments location, then it will not overwrite the existing workspace. Instead, system will create a new workspace.

o System doesn't support moving of workspace in NetDocuments to NetDocuments. System only supports copying of workspace.

Best Practices / Benefits

Best Practices

o Use descriptive job names

o Run large bulk jobs during off-peak hours

o Always review log reports

Operational Benefits

Benefit	Impact
Bulk Workspace Handling	Reduces configuration time by up to 90%
Custom Naming	Faster job identification
Unified Dashboard	Improved
Workspace Level Sync	Simplifies collaboration
Mass Export	Enables Firm-wide archival
Copy Between Cabinets	Support restructuring & compliance

   

Network Share to SharePoint

Overview

The Network Share to SharePoint Sync feature enables administrators to synchronize files and folders stored on a local or network shared drive with a SharePoint document library. This functionality allows organizations to maintain consistency between on-premise file storage and SharePoint repositories used for collaboration and document management.

Using the Create Job feature in the netDocShare Sync Admin Portal, administrators can configure automated synchronization jobs that periodically transfer files from a specified Network Share location to a designated SharePoint site and document library.

This capability helps organizations migrate or continuously sync files to SharePoint while maintaining centralized control over scheduling and configuration.

Behavior

When a Network Share to SharePoint sync job is created, the system performs the following actions:

• The system connects to the selected Network Share connection and reads the root directory structure.

• The administrator can select specific files or folders to be included in the synchronization process.

• The system connects to the selected SharePoint tenant and site.

• The selected files are transferred to the chosen SharePoint document library.

• The sync job runs according to the configured Sync Frequency.

• During each sync cycle:

• Newly added files in the selected Network Share location are uploaded to SharePoint.

• Updates to existing files are synchronized to ensure the latest version is available in SharePoint.

• The process continues automatically based on the configured schedule until the job is disabled or deleted.

Configuration and Operation

Prerequisite:

• Setup SharePoint Connection from SharePoint tab

• Setup Network Share Connection from Network Share tab

• Turn on sharing of the local folder which you want to be synced 

• Turn on network sharing of the folder

Creating Network Share to SharePoint Sync Job

Step 1: Navigate to Create Job

• Open the netDocShare Sync Admin Portal.

• From the left navigation panel, click Create Job.

• The Create Job configuration page will appear.

Step 2: Select Sync Type

• Open the Sync Type dropdown menu.

• Select Network Share to SharePoint.

Step 3: Enter Sync Job Name

• In the Sync Job Name field, enter a unique name for the sync job.

Step 4: Configure Sync Frequency

• Specify the execution interval in the Sync Frequency field.

Step 5: Select Network Share Connection

• In the Network Share Connection dropdown, select the required connection.

• Note: Only previously configured Network Share connections will appear in the list.

• After selecting a connection:

• The system displays the Root directory.

• Files and folders inside the root location will be listed.

• Select the files or folders that should be synchronized.

      • Options available:

                   Select individual files

                  Select specific folders

                  Use Select All to include all items.

Step 6: Configure SharePoint Location

• Under the Select SharePoint Location section:

• Select Tenant

      o Open the Tenant dropdown.

      o Choose the required SharePoint tenant.

• Enter SharePoint Site

      o Enter the SharePoint Site URL.

      o Click the Connect icon to establish the connection.

• Select Document Library

      o After connecting successfully, open the Document Library dropdown.

      o Select the destination library.

      o The folders and documents within the selected library will appear in the interface.

Step 7: Click Save button to save the sync job

The system will create the sync job and it will begin executing according to the configured Sync Frequency.

Scheduling Network Share to SharePoint Sync Job

Step 1:

Open Windows Task Scheduler

Step 2:

Create a New Scheduled Task

·        • In the left panel, select Task Scheduler Library.

·         • Right-click Task Scheduler Library.

·         • Select Create Basic Task.

• The Create Basic Task Wizard will open.

Step 3:

Enter Task Name and Description and click Next to continue.

Step 4:

Configure the Task Trigger

·        • Select when the task should start and click Next.

Step 5:

Configure Daily Schedule

·         • Set the Start Date and Start Time for the sync execution.

·        

In Recur every, specify how often the task should repeat.

Step 6:

Select the Task Action

·        • In the Action screen, select Start a program and click Next.

Step 7:

Select the Sync Application

·         • Click Browse.

·         • Navigate to the location of the netDocShare Sync tool executable file.

Step 8:

Review and Finish

·         • Review the task configuration summary and click Finish.

• The scheduled task will now be created in the Task Scheduler Library.

Step 9

Configure Task Settings

1. In Task Scheduler, find your created task.

2. Right-click the task → select Properties.

3. Go to the Settings tab and configure:

o ✅Allow task to be run on demand (Check)

o ⬜ Run the task as soon as possible after a scheduled start is missed (Uncheck)

o ✅ If the task fails, restart every 1 minute.

o ✅ Attempt to restart up to every 5 minutes.

o ⬜ Stop the task if it runs longer than X hours (Uncheck).

o ✅ If running the task does not end when requested, force it to stop (Check).

o ⬜ If scheduled task is not scheduled to run again, delete it after... (Uncheck).

o If task is already running, select Do not start a new instance from the dropdown.

4. Click OK to save

Step 10:

Verify Task Execution

·         • Locate the created task in Task Scheduler Library.

·         • Right-click the task and select Run.

• Verify that the Network Share to SharePoint synchronization process starts successfully.

Functional Verification and Exception Management

Functional Verification

After creating the sync job, administrators should verify the following:

• The job appears in the Scheduled Jobs list.

• The job executes according to the configured Sync Frequency.

• Files selected from the Network Share location appear in the target SharePoint document library.

• Updated files in the source location are reflected in SharePoint during the next sync cycle.

Exception Management

The following exceptions may occur during synchronization:

Exception	Description	Recommended Action
Network Share connection failure	Unable to connect to the source Network Share location	Verify credentials and network accessibility
SharePoint authentication failure	System cannot authenticate with SharePoint tenant	Verify tenant configuration and permissions
File permission error	File cannot be accessed due to permission restrictions	Ensure appropriate read permissions on the Network Share
Unsupported file types	Certain file types may be restricted from upload	Remove or replace unsupported file types

Limitations

The Network Share to SharePoint sync feature has the following limitations:

• Network Share connections must be configured before creating the sync job.

• SharePoint tenant configuration must exist prior to job creation.

• Large volumes of files may impact synchronization performance depending on network bandwidth.

Best Practices / Benefits

Best Practices

To ensure optimal performance and reliability:

• Configure a reasonable sync frequency to avoid unnecessary system load.

• Organize files into structured folders before enabling synchronization.

• Verify permissions for both Network Share and SharePoint connections.

• Test synchronization with a small set of files before enabling full folder sync.

• Monitor sync job execution periodically.

Benefits

Using the Network Share to SharePoint sync feature provides the following advantages:

• Enables seamless migration of files to SharePoint.

• Maintains data consistency between local storage and SharePoint.

• Supports automated synchronization, reducing manual effort.

• Allows organizations to gradually transition from on-premise file storage to cloud collaboration platforms.

• Improves document accessibility and collaboration across teams.