How Metadata from Simpro is Synced into SharePoint Folders

How Metadata from Simpro is Synced into SharePoint Folders

When you use SyncEzy’s Simpro ↔ SharePoint integration, you have the option to enable metadata sync. This feature allows important details from Simpro—such as customer name, job stage, project manager, and more—to appear as columns in SharePoint alongside your job or quote folders.

By making this information visible in SharePoint, you can easily sort, filter, and group your folders, giving you faster navigation and better insights into your data. SharePoint also alows you to make custom views base don the metadata so that you can share with your teams

What Metadata Gets Synced?

When metadata is enabled, the following information from Simpro is added as column attributes to the parent job or quote folder in SharePoint:

  1. Site Name
  2. Simpro Name
  3. Customer Name
  4. Site Contact
  5. Order Number
  6. Request Number
  7. Date Issued
  8. Due Time
  9. Tags
  10. Salesperson
  11. Project Manager
  12. Technicians
  13. Stage
  14. Status
  15. Color

For example, you could group folders by Customer Name to instantly view all jobs linked to a specific client. Or you could filter by Project Manager or Stage to quickly check progress across projects.


How Metadata is Synced

Metadata doesn’t appear instantly—it follows a structured process designed to balance performance and reliability.

1. Prerequisite

The Enable Metadata option must be turned on in your integration settings.

2. During Initial Sync

  1. After the automatic setup (adding job/quote/site/customer), the first five entries of each category have their metadata synced right away.
  2. The remaining entries are processed during the nightly metadata cron job.

3. Nightly Metadata Cron Job

  1. Runs once a day between 11 PM and 12 AM, based on the time zone you selected when registering the app.
  2. Each run processes the first 50 entries it finds that don’t already have metadata synced.
  3. Any jobs beyond the first 50 will be synced in the next day’s run.

Why only 50 at a time?
This limit prevents delays in syncing files and folders, ensuring the system runs smoothly.

4. Important Note

The cron job only adds metadata where it hasn’t been synced yet. It will not automatically update changes to existing jobs where metadata already synced.

Updating Metadata for Existing Jobs

If details in Simpro change (for example, a job’s project manager is updated), you’ll need to manually refresh that metadata in SharePoint.

You can do this with the Update Metadata feature:

  1. Go to the Details tab in the SyncEzy portal.
  2. Scroll to the bottom and select Update Metadata.
  3. Select relevant tool and enter the job, quote, site, or customer number you’d like to update.

  4. The system will sync the latest metadata into the correct SharePoint folder.

Updates typically complete within a few seconds to a few minutes, depending on the size of the changes.


Requirements for this function to work
  1. "Enable Metadata" option must be turned on.
  2. The job/quote/site/customer must have already been synced after "Enable metadata" option was active.; Any job/quote/site/customer synced while the option was disabled, metadata won’t be updated.
Note: While metadata updates require either the cron job or manual refresh, folder names associated with each job/quote/site/customer in SharePoint update automatically. No manual action is required.

Summary

By enabling metadata sync, you get more than just file storage—you gain structured information in SharePoint that makes it easier to navigate and manage your Simpro data.

  1. Metadata is added automatically during setup and through nightly cron jobs.
  2. Only 50 entries are processed per day to keep performance smooth.
  3. To refresh existing details, use the Update Metadata tool.
  4. Metadata includes key fields like customer, site, stage, status, project manager, and more.

This process ensures your SharePoint folders remain well-organized, searchable, and insightful, helping you get the most out of your Simpro ↔ SharePoint integration.

If you need further help, don't hesitate to contact our support team.


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