simPRO to SharePoint (Two-Way) Integration Overview
Summary
This guide will give a detailed overview of every section and tab that you can find in your simPRO to SharePoint integration.
Dashboard
Dashboard tab gives you a detailed information on your added projects. For example, Last active Job/Quote/Site IDs, Size and last synced activities.
Details
1. SyncEzy-Email
This is the email associated with your SyncEzy account.
2. simPRO-URL
This is the URL of your connected simPRO account.
3. Company ID
This is the connected simPRO company Id.
4. SharePoint-Username
This is the email associated with connected SharePoint account.
5. Enable Metadata
By enabling metadata, you can add additional information from SimPRO as column headers in SharePoint. This allows you to easily sort and group your folders for efficient navigation.
6. Sync Deletes
Enabling this option will allow you to delete files from both systems if you delete it from one. If you delete a file from simPRO, it will delete it from SharePoint. If you delete a file from SharePoint, it will delete it from simPRO. If this option is disabled, deleted files will not be synced and you will have to manually remove it from the other system. You can of course increase or decrease the limit. Once the limit is hit, the sync will not delete any more files and the sync will email the administrator with the path of the files not deleted. The Sync deletes limit will reset after 24 hours. (Please note that the 24-hour deletion limit reset is based on the file deletion time, which means the 24-hour starts from the time you have deleted the file).
7. Notification Emails
Enabling this toggle will send email notifications of files sync.
The text box under toggle contains email where you will receive the notifications about your sync status. You can change it or add multiple emails (separate each email with a comma). Maximum 5 emails can be added for notifications.
8. Convert simPRO Data To Text
Enabling these toggles will allow you to convert simPRO job/site/quote to a text file and save it into SharePoint folder for better search and discoverability.
9. Default Attachment Settings for new data uploaded from SharePoint to simPRO
Email - This will be set as the Default "Email" Property for new attachments when they are added to simPRO from SharePoint.
Public - This will be set as the Default "Public" Property for new attachments when they are added to simPRO from SharePoint.
10. Plan Details
The Plan Details contains a summary of your current subscription status. More information can be found here
11. Update Metadata
Use the Update Metadata section to manually add or update existing metadata in SharePoint for a specific job, quote, or site. Simply enter the relevant ID and click Update Metadata. This will sync the updated metadata to SharePoint.
Data View
In the Data view tab, you can view data related to the simPRO to SharePoint sync. You can also export them as an Excel spreadsheet.
Sync Status
In this tab, you can view the sync status - success or failure. The sync runs everyday and you will be able to see when it starts and when it completes.
Configuration
The Configuration tab is the central location where you can add your Jobs, Quotes, or Sites and select the corresponding folder in SharePoint for syncing. It also allows you to configure folder names in SharePoint based on metadata from Simpro.
How to Add Jobs/Quotes/Sites to sync:
To initiate the sync process, you’ll need to add the Jobs/Quotes/Sites to sync by clicking on “Auto Sync OR Manual Sync”.
Follow the detailed steps below to complete the configuration:
a) Select the Sync Type (Jobs/Quotes/Sites):
Once in the Configuration tab, choose the data type you want to sync. Options include Jobs, Quotes, or Sites. Select the relevant type that you need to sync with SharePoint.
Auto Sync :
Auto Sync is available exclusively with our paid plans.
This feature allows you to configure a destination folder for Jobs, Quotes, or Sites in SharePoint, and automatically sync all relevant data from Simpro into the designated folder.
As new Jobs, Quotes, or Sites are created in Simpro, they will be automatically synced to SharePoint using the default folder structure provided by Simpro.
Manual Sync :
Manual Sync is available with both our free and paid plans.
This feature enables you to manually add individual Jobs, Quotes, or Sites from Simpro and sync them to specific folders in SharePoint.
(Limitation with free plan: The free plan allows you to connect and sync up to 100 Simpro entries (Jobs, Quotes, or Sites) with a data limit of up to 0.5 GB.)
b) Choose the SharePoint Site for Syncing:
After selecting the type of data to sync, specify the SharePoint site where you’d like the data to be saved. This site will serve as the primary destination for your project files and updates.
c) Navigate to the Folder Destination:
Once the SharePoint site is chosen, browse through the folder hierarchy to locate the folder where you wish to sync the data.
Note: If you select an invalid location, error message will appear, indicating that the chosen folder is not permitted for syncing. In this case, choose another folder or navigate back to select a valid location.
d) Save the Sync Configuration:
Finally, click the Save button to finalise and add the project to the sync list. This action will initiate the sync between your selected Jobs, Quotes, or Sites and the chosen SharePoint location.
Folder Name Configuration
The option is present under Configuration tab. Using this feature, you can customize the naming convention of SharePoint folders for jobs, quotes, or sites by including attributes such as customer name, job name, etc. The chosen data will be suffixed with the Job, Quote, or Site ID to act as the folder name. This will help users improve organization and locate folders easily. The total length of the folder name is limited to 100 characters. There are two configuration options.
Standard: Choose from a predefined list of metadata fields
Custom: Combine metadata fields and custom text
File Manager
Under the File Manager tab, you can view your files in both simPRO and SharePoint.
Here is an overview of the File Manager menu, based on the screenshot below.
1. Select the tool to view files Jobs/Quotes/Sites.
2. Enter the tool no. to view files
3. Click on search button to fetch the files
4. This is a link that will take you directly to the tool URL in simPRO
5. The left side is a list and count of all files from simPRO tool.
6. The right side is a list and count of all files and folders in the SharePoint location.
7. The green tick marks indicate that the files/folders are synced and matching between both systems. If it is not matching or synced, it will appear with a red cross and the text in either the simPRO or SharePoint side will be grey.
8. This button will push a manual sync for the folder you are in. Please use it only as a backup option.
Plan Details
The Plan Details section contains a summary of your current subscription status. Below is a brief explanation of each text box.
Customer Name
This is the name you signed up with on the integrations portal.
Customer Email
This is the email you signed up with on the integrations portal
Plan Name
This is your integration plan name.
Plan Code
This is the code we use internally and it is related to the plan name.
Plan Price
This will show the amount you paid for the integration, depending on the plan tier and how long you have chosen to subscribe for.
Interval of Subscription and Interval - unit of subscription
These two fields are related and specify how many months or years you have opted to subscribe for.
Next Bill Date
This field specifies the next date you will be billed for the subscription.
Subscription ID and Subscription Number
These two fields are the references to your subscription. If you have any issues with your subscription, you can give either of these to SyncEzy's support team to help you check.
SyncEzy App ID
This field shows ID of app attached with your subscription. It can also be found on top right corner of your app.
FAQ
Have a support question?
We offer three support channels:
Chat - Live Chat (24x5 support) from within your integration portal.
Phone - #1 for Support
AUS: +61 2 9136 9448
NZ: +64 9 303 2999
UK: +44 203 670 1109
US: +1 720 500 9302
Email - support@syncezy.com
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