Overview:

We are introducing few key changes to enhance the user experience and streamline the integration process between SimPRO and SharePoint. These changes are designed to improve data visibility, reduce redundant folders, and simplify the setup process for syncing jobs, quotes, and sites.

1. Custom Field for SharePoint Folder URL

What’s New:
We've introduced a new custom field on the settings page for Jobs, Quotes, and Sites within Simpro. This field will display the direct URL to the SharePoint folder where the data for that specific job, quote, or site is being synced. 

Where It Will Appear:

• New Field Location: The custom field will be added to the settings page of the Job and Quote. For Sites and Customers it will appear under Custom tab
  For Jobs and Quotes
  

  
  
  
  For Sites and Customers
  
  
  

• Existing URL in Activity Notes: In addition, we will continue to display the SharePoint folder URL in the Activity Notes section on the job, quote, or site page. Many users may not have noticed this feature, but it’s been available and will make it even easier for you to monitor the sync location directly from the page.
  
  
  

Benefits:

• Direct Access to Sync Location: You can now directly view the folder URL without needing to navigate to the SyncEzy page.

• Access Control: Only users with appropriate SharePoint permissions will be able to view the folder content, ensuring your data remains secure.

• Improved Transparency: Helps users quickly verify the sync location, making it easier to track where the data for each job, quote, or site is being stored.

• Faster Troubleshooting: When troubleshooting sync issues, users can directly access the folder URL to check if the correct data is being uploaded to the right location.

2. Removal of Extra Folder Layer for syncing Jobs, Quotes, and Sites

What’s New:

Previous Functionality: Previously, the integration would automatically create a sub-folder named "Jobs," "Quotes," or "Sites" inside the primary sync folder you selected.

Impact on Existing Customers: For existing customers, the folder structure will remain as it is. If an existing customer wishes to adopt the new, streamlined structure, they will need to remove their current configuration for the specific job/quote/site and then re-add it.

How It Works:

• New Configuration: When adding a new configuration for job, quote, or site sync, the data will now sync directly to the selected folder without the additional "Jobs," "Quotes," or "Sites" subfolders.  However, you must choose a different folder for each data type (job, quote, site, or customer) that you wish to sync. 
  

• Existing Configurations: For current customers who already have the extra folder layers, the setup will remain as it is. If you would like to remove the extra layers, you will need to delete the current configuration and add a new one.
  

• Simplified Navigation: Eliminating the extra folder layer results in a cleaner and more intuitive folder structure in SharePoint, making it easier to locate synced data.

• Reduced Clicks: Users can access their synced files with fewer clicks, saving time and improving overall navigation experience.

• Customizable Structure: This change offers greater flexibility in organizing your SharePoint files, as the integration now directly respects your chosen sync folder without adding an intermediate layer.

• Improved Consistency: The direct sync ensures a more consistent and predictable folder path for all automatically synced Simpro entities.

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3. Separate Two-Way Sync for Project Jobs, Service Jobs, Project Quotes, and Service Quotes

What's New:

Previously, the integration allowed syncing of Jobs and Quotes as a single category. Now, we’ve enhanced this feature to offer the ability to sync Project Jobs, Service Jobs, Project Quotes, and Service Quotes separately in a two-way sync.

This provides greater flexibility and customization in how job data is handled and synced with SharePoint.

 

How it Works:

1. New clients:
   While adding a configuration, new clients will now have the option to choose which categories of data to sync:
1. Project Jobs
2. Service Jobs
3. Project Quotes
4. Service Quotes

                  The options for syncing Sites and Customers will remain the same.

This provides greater flexibility in syncing attachments relevant to your business needs.

1. For Existing Clients :
   No changes will be made to your current processes unless you choose to enable the new sync options.
   If you wish to take advantage of the new separate syncing options, you will need to remove your current configuration and reconfigure it with the new options. Our team is available to assist you through the setup process and ensure a smooth transition.

Key Benefits of Separate Syncing :

Separating the sync options for Project Jobs, Service Jobs, Project Quotes, and Service Quotes provides several key benefits:

1. Tailored Management: Project Jobs based Jobs/Quotes involve larger that need detailed documentation  (e.g., contracts, proposals), while Service Jobs are smaller tasks requiring different types of documentation.
2. Improved Organization: Separating categories ensures that only the necessary documents are synced correct job, reducing clutter and making it easier to manage.
3. Enhanced Reporting & Tracking: Syncing each category separately allows for more accurate reporting and tracking, focusing on the right data without mixing job types.

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4. Addon feature : Project Jobs sync can include Syncing for attachments for Contractor Jobs and Orders

We have introduced a new paid add-on feature that enables syncing of attachments from Contractor Jobs and Orders in Simpro to SharePoint. This feature is not enabled by default.

To get access:

1. Contact sales@syncezy.com -  for pricing and activation
   
2. Contact support@syncezy.com -  for setup assistance
   

Our team will enable and configure this feature for you.

How It works

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In Simpro, Orders and Contractor Jobs have their own separate attachment sections. Once this add-on is enabled, SyncEzy will sync these specific attachments directly into your existing top-level Project or Service Job folders in SharePoint. If you add attachments in Simpro (under Orders or Contractor Jobs), they will automatically sync.

To trigger the creation of these new folders, simply update your synced job in Simpro. The system will then automatically create two new subfolders inside your root SharePoint job folder. For new jobs with order and contractor job attachments, these folders will be created automatically.:

1. Orders Attachments (for Order)
2. Contractor Job Attachments (for Contractor jobs )
   

Folder Structure in SharePoint

1. Orders Folder Structure

SyncEzy will sync all existing file attachments from your Simpro Orders directly to this designated SharePoint directory.

Inside the main Orders Job Attachments folder, the system will create a separate subfolder for every order connected to that job. These folders are named using the Order Number - Job Reference. All attachments related to that specific order will be placed inside its respective folder.

Order specific folders under Order Attachments

Order specific folder

2. Contractor Jobs Folder Structure

SyncEzy will sync all job-related attachments from your Simpro Contractor Jobs to this designated SharePoint directory.

To keep your files perfectly organized, the system builds out a specific folder hierarchy based on the structure of the Contractor Job. Inside the main Contractor Job Attachments folder, the path will look like this:

└── Contractor Job Attachments
              └── Section (ID + Name)

                         └── Cost Centre (ID+ Name )

                                    └── Contractor Job Folder 1 ( ID +Contrator name )

                                               └── Attachments

                                    └── Contractor Job Folder 2 ( ID +Contrator name )

                                               └── Attachments

Section folder under Contractor job Attachments