How to Create Custom Views Using Simpro Metadata in SharePoint

How to Create Custom Views Using Simpro Metadata in SharePoint

Overview

The SyncEzy Simpro to SharePoint integration does more than just sync folders and files; it also syncs rich metadata from Simpro directly into SharePoint columns.
When the integration runs, it places specific data (such as Customer Name, Site Name, Site Address, and Contact details etc.) in columns next to the synced Job or Quote folders.
Instead of navigating through complex sub-folder structures, you can use this metadata to filter, sort, and group your data dynamically. You can create saved "Views" (e.g., "Jobs by Customer") and share them with your team.
By using SharePoint views, teams can:
  1. Instantly find job folders by Customer, Site, or Job Name
  2. Create role-specific views for operations, finance, or management
  3. Reduce time spent navigating folders
  4. Use one set of folders with multiple ways to view the same data

Available Metadata Columns

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 to Organize Data 

1. Grouping by Columns (Creating Buckets)

This is the most simplest way to visualize your work. For example, if you want to see which job folders belong to which customer, you can "Group" by the Customer column.

  1. Navigate to your SharePoint document library where the Simpro folders are synced.

  2. Locate the column header you wish to group by (e.g., Customer).

  3. Click the down-arrow next to the column name.

  4. Select Group by Customer.

  5. SharePoint will instantly reorganize the list, collapsing all folders under their respective Customer headers (e.g., all folders for "Skipper Company" will be grouped together).

2. Filtering Data by columns

If you only want to see jobs for a specific Site or Customer:

  1. Click the down-arrow next to the column header (e.g., Site Name).

  2. Select Filter by.

  3. Check the box next to the specific Site Name you want to view (e.g., "Black Mountain Dr, 100") and click Apply from bottom. .

  4. The view will hide all other folders and only show the relevant ones. You will also notice a small filter  next to Site column representing the filtered view by this Site column entry.
     

3. Create View

Once you have filtered or grouped your columns to your liking, you can save this layout so you (and your team) don't have to recreate it every time.
To save it
  1. Click on All documents on the top right side , and
  2. Click on Save view as ,
  3. Enter name and Click Create. 

Advanced Method

There is another advanced method using classic view editor by which you can save and filter your view and make it accessible to others. This method can be used when you have very large data set of folders for jobs /quotes/sites syncing to SharePoint. Please refer to the details below.

Step-by-Step: Creating and Saving a Filtered View in SharePoint

1. Start a New View

  • Open your document library and click the View menu (top right - Here All Documents).

  • Select Create New view > Standard View.

  • Name your view (e.g., "Jobs by Customer") and check Make this a public view so your team can access it.

Your new view will be created without any filers or conditions. Follow the steps below to add all filters and conditions.

2. Choose Your Columns

  • Go to view menu again and Click on Edit Current View

  • A new window will open. Scroll down and check the boxes for the Simpro metadata columns you want to display.

  • Recommended columns: Simpro Name, Customer, Site Name, and Site Address.



3. Sort and Filter

  • Sort: Choose a column to order your files by (e.g., Modified > Descending to see the newest files first).

  • Filter: (Optional) Set rules to only show specific data (e.g., Show items when Customer is equal to Skipper Company).


4. Group Your Data

  • Scroll to the Group By section.

  • Select a primary column (like Customer) to organize your files into collapsible "buckets" instead of a long list.


5. Save

  • Click OK at the bottom of the page.


  • Your new view is now active and saved in the View menu

  

You can also find more information of filter and views on Microsoft support. Please find few articles for reference below:

Summary

By utilizing SharePoint Views and the metadata synced by SyncEzy, you can turn a flat list of folders into a dynamic database. This allows your team to find Job folders based on the Customer, Site, or Simpro Name instantly, without needing to manually organize sub-folders.


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