SharePoint: Overview & FAQ's

SharePoint Overview & FAQs

Save time, and improve your document management and automation with Xeppo’s SharePoint integration. Never go document digging again!

For information on setting up this feature see SharePoint Document Integration - Configuration.

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Benefits

• One source of truth for all your client’s documents
• Direct link from a Group to their SharePoint Folder
• Open, view and edit a document in SharePoint directly from Xeppo
• Enhance your single-client view
• Remove the need to save documents in multiple locations or systems
• Utilise your existing SharePoint permissions to leverage your Microsoft 365 security features
• Merge documents and file them automatically
• Maximise your document automation to Send It > Sign It> Store It!

How it Works - Document Integration & Management

Xeppo’s integration with SharePoint allows you to create a link between Xeppo and your client’s documents stored in a SharePoint site, or multiple SharePoint sites. Once configured, client documents can be viewed and edited without having to leave Xeppo. Essentially, it's a one-stop, document management solution.

Settings must be configured in Xeppo’s Documents App to create a link between Xeppo and your SharePoint site(s). Specific root folders can be selected from the folder tree when configuring SharePoint. Additionally, Group folders in your SharePoint site that house Client Documents need to be linked to the Group Folder in Xeppo. This can be done by either:

• Including the Client Group Code in brackets as part of the name of the Group's folder in SharePoint; or,
• Manually linking to a selected folder from the Group > Documents page in Xeppo

Once the link has been made, Xeppo will then look for documents within the Group folder and any other folders within it. 

Documents can be automatically categorised - a good file structure is a must to help you make the most of this feature. If categorisation is turned on, the category will be the name of the last folder the document sits under.

For information on setting up this feature see SharePoint Document Integration - Configuration.

Xeppo simply provides a link for staff to access Client Documents from within Xeppo. Whether or not the staff member can view or edit the document is dependent upon the permissions set by your SharePoint Administrator, therefore, keeping your documents secure.

Document Automation

Gone are the days of manually generating letters and files for your clients. Save time, increase efficiencies and reduce errors associated with manual data entry. Now you can merge a document in Xeppo, where the details are all prefilled into a template, send the document to your client to be digitally signed, and then have the completed signed document automatically filed into your SharePoint.

We are currently developing resources to help practices Send It > Sign It > Store It! This will form part of our Best Practice Toolkit. A demonstration webinar of how you can make the most of this solution is available here.

If you would like to more about how you can Send It > Sign It > Store It, please send us an email to [e-mail]. 

Frequently Asked Questions

How can I access a SharePoint folder from Xeppo?

Once a Group folder is linked to Xeppo, a SharePoint logo will be displayed on the top right of the Group and Client record. Simply click this link to go directly to the Group folder in SharePoint.

Do users in Xeppo have access to all documents in our SharePoint?

Xeppo is simply providing a link to the document in SharePoint. Staff must have been given permission to access the file/location by your SharePoint Administrator. If permission has not been granted the user will not be able to access the file. Any queries relating to SharePoint Permissions should be directed to your Practice Manager or SharePoint Administrator. If a user has not been granted access they will receive a message as per below.

How are my SharePoint documents categorised in Xeppo?

For documents to be categorised automatically, categorisation must be set to Parent Folder in the Documents App settings.

Xeppo looks at the name of the last folder that the document sits under. For example, if your document sits within a folder named SOA, this will also be the document category in Xeppo. If there is already a folder with the exact same name, it will be added to the category already available, so category names are not duplicated. If the category name does not exist, it will be created automatically.

If categorisation is set to None in the settings, all SharePoint documents will sit as Uncategorised.

Our SharePoint is a mess, where do we start if we want to use this feature?

There are a couple of options to consider here as per below. We would encourage you to contact Xeppo to understand both options before making a final decision.

OPTION 1: Start new with Xeppo’s Best Practice Folder Structure
Xeppo can push a formatted folder structure into SharePoint, including all of your Client Groups and Group Codes, to start anew. This would allow you to house new documents here, plus you can transition historical documents across and categorise them correctly. This takes the hassle out of what is otherwise a big task. If you would like to know more about how to set up folders in bulk, please send us email [e-mail] and we will contact you to discuss your needs.

OPTION 2: Review and Organise your current SharePoint
Review and alter your folder structure so that categories for each Client Group are consistent. Each Group requires its own folder and must have the Group ID in brackets as part of the name of the folder. This can be a tedious and time-consuming project if you have been using the SharePoint site for an extended period.

What if we use more than one SharePoint?

The integration supports multiple SharePoint sites and multiple folders can be selected in each site. When a folder is selected, Xeppo will look for documents in that folder and other folders under it. These settings are configured in the Documents App. Go to Settings > SharePoint > Connection. 

How does Xeppo know what Client Group a document belongs to?

Xeppo identifies documents that belong to specific Client Groups by looking at the Group Code. In your SharePoint, the Group Code must be in brackets as part of the folder name for the group. Documents that sit under that folder, or other folders within it will be shown against the Client Group in Xeppo.

How often is data synced between SharePoint and Xeppo?

Data is automatically synced every 15 minutes. It can also be done manually in the Documents App. Go to Settings > SharePoint > Connection >Sync.

How can I tell if a document is stored in Xeppo, or is linked to a SharePoint file?

If a document is in SharePoint, the SharePoint logo will show next to the file name.

How do I know where the document is stored in SharePoint?

In the Documents App, you can add SharePoint Path to the columns displayed.

What if I still have questions about the SharePoint integration with Xeppo?

Firstly, be sure to check out related articles. If you still need assistance, send your query to [e-mail].