Simpro to SharePoint Integration: A Comprehensive Guide

Simpro to SharePoint Integration: A Comprehensive Guide

In today’s fast-paced construction and service industry, seamless collaboration and efficient document management are critical. The Simpro to SharePoint integration bridges the gap between these two powerful platforms, allowing your team to work seamlessly across both environments. In this comprehensive guide, we’ll cover everything you need to know about setting up, using, and troubleshooting the Simpro-SharePoint integration.

1. Overview and Benefits

SimPRO :
SimPRO is a comprehensive field service management software designed specifically for businesses in the trade and construction industries. It offers an array of powerful tools that facilitate job management, project tracking, scheduling, and reporting. With its user-friendly interface and robust functionality, SimPRO helps businesses streamline their operations, improve communication, and enhance productivity. 
SharePoint :
SharePoint is a powerful collaboration and document management platform developed by Microsoft. It enables teams to store, organise, share, and access information from any device, fostering seamless collaboration and communication. SharePoint’s integration with Office 365 applications enhances its capabilities, making it an essential tool for businesses seeking to improve efficiency and productivity.

2. Setting Up Simpro SharePoint Integration

  1. Visit https://integrations.syncezy.com/pages/register and create an account.
  2. Select the Simpro to SharePoint integration in the Integration library.
    The account you set up will be used to host your integration.
    Please see further details about our integration portal using this article 
  3. Click on Connect under Simpro and authenticate.

  4. Enter your Simpro URL, Company ID and click Submit

  5. Enter your SimPRO credentials when asked and then click Yes to allow app to access SimPRO
  6. Once the Simpro user is Authenticated, integration will ask you to connect to Sharepoint. Click on Connect and then enter your Sharepoint credentials. Please confirm if you have the right SharePoint permissions to connect with the integration.
     
  7. Once connected you integration app will look like this.



Use of Advanced Authentication for connecting SimPRO

Can be used for more stable and permanent dedicated connection with SimPRO. Here is how you can do it.
  1. Click Connect on SimPRO on the integration portal in your app.
  2. Click on Advanced configuration.
  3. Add Simpro URL in the next window.
  4. For the Simpro Auth token, open Simpro, go to Set up, click on API settings at the bottom and select Applications.

  5. Click on Create application 
  6. Enter details and under the Authentication method, choose the API key from the dropdown. 
  7. Copy generated token and click Create. You can also download that token afterwards.
  8. Paste that token in the Integration portal under Simpro Auth token textbox.
  9. Add company ID. (For single company it is 0, for multiple companies, Go to Set up in Simpro , click on Company to view company id. )  
  10. Click Submit and then enter your Simpro login credentials when asked.

Use a Service Account:

If possible, consider using a service account with limited permissions to enhance security. This account can be used to authenticate the integration without granting full access to individual users.
Please refer to the next section for correct permissions. 

3. Authorization and Permissions

SimPRO:
Ensure that your SimPRO user has access to the company that you wish to sync and it has been provided with a User licence.
Please enter the correct company ID if you have a multi company set up. Please refer to image below on how to see company ID
SharePoint Permissions:
Set up a service account in SharePoint with appropriate permissions.
We need a Site owner or a Site member with Edit access

4. Adding Users and Permission Levels in the app

You can invite your co-workers to manage/view the integration or billing as needed. Add new users and assign them appropriate permission levels such as App admin, Accounts, etc. Please refer to the article for more details.  
  1. App Admin: Full control over the integration in all apps. Less access to sync options than the owner. Cannot manage team and Billing. Can reset credentials of any app.
  2. Accounts: Only manage billing
  3. User: Can only access apps in account.  Less access than App Admin. 
  4. App User : Used for providing access to selected app to a user.

5. How to add Jobs/Quotes/Sites to sync:

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. 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:



1. 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.
a) 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.


b) Manual Sync : 
Manual Sync is available with both our free and paid plans.
This feature enables you to manually select 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.)

2. 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.
3. 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.
4. 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.

Note: During the initial sync, all jobs, quotes (as configured in the settings) that have been modified or saved within the last 30 days will be synced.  Sites modified within last 24 hours will be synced. After this, the integration will automatically sync and update any new jobs, quotes, or sites as they are created and update tools that are already synced.

6. Sync Text files to Sharepoint


Enabling this functionality can significantly enhance searchability and make it easier to locate specific job or project details within SharePoint. This article provides a step-by-step guide on how to enable these toggles, configure the feature, and maximise the discoverability of your simPRO data.


7. Use of the “File Manager” tab.

The "File Manager" tab provides a unified view of files from both Simpro and SharePoint, allowing for easy navigation and management. The tab also indicates which files are synced between the two systems.
If new job/quote/site  is added, use the File Manager to verify the synchronisation status of projects as well.

File Sync Status: Green tick marks indicate synced files. Unsynced or unmatched files will show a red cross, with grey text on the side where the mismatch occurs.

File Comparison Between Systems: The left side lists files from the simPRO tool, and the right side displays files and folders in SharePoint, allowing for an at-a-glance comparison of file counts and contents across both platforms.



Immediate synchronisation with the “Sync” button.

Use the “Sync” button to manually initiate the synchronisation process. This forces an instant sync at the current level in the file manager  for all files and folders displayed . This does not sync any sub folder  and files contained inside folders.



8. Enabling Metadata

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.

Please note that metadata is synced automatically only when a job is created or during the initial setup. If you need to update metadata for an existing job which is already synced, use the Update Metadata tab.

Update Metadata

Use the Update Metadata section to 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.

The option will be available under the Details tab at the bottom.  

Note: Folder names in SharePoint are updated automatically and do not require manual intervention.


9. Folder Name Configuration

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 Format: 
Choose from a predefined list of metadata fields to include in the folder name, options include:
  • Job name 
  • Customer Name
  • Site Name
  • Site contact
  • Order No. 
  • Request No. 
  • Date issued
  • Due Date
  • Due time
  • Tags name
  • Salesperson
  • Project Manager
  • Technicians
  • Stage
  • Status
  • Color


Custom format :
Create a unique folder name for all jobs/quotes/sites by combining metadata fields and custom text. Please be aware that this customization will affect all job/quote or site folders on SharePoint.



10. Understanding Errors 

Delays in Sync
Once you have added a job to integration, you will need to wait for the initial sync to be completed. Initial sync can take a few minutes (Syncing a job typically takes around 1 minute, depending on the number of folder structures in your Job. For larger files, the process can take up to 24-48 hours).Once the initial sync is completed then you can add the data to either side to sync across. You will receive an email notification once the initial sync is completed for that particular added job.

11. Understanding data transfer in this integration

When data is transferred for a job, quote, or site, the sync process creates a parent folder in Simpro, named after the respective job, quote, or site number along with custom format you set. All attachment data related to that specific job, quote, or site is then transferred into this parent folder.
If the "Text File" option is enabled, the system will generate a text file containing metadata for the job, quote, or site. This text file is saved with the same name as the parent folder.
Furthermore, the following metadata is added as attribute columns to the parent folder in SharePoint when syncing jobs:
  1. Site name
  2. Simpro name 
  3. Customer Name
  4. Site contact
  5. Order No. 
  6. Request No. 
  7. Date issued
  8. Due time
  9. Tags name
  10. Salesperson
  11. Project Manager
  12. Technicians
  13. Stage
  14. Status
  15. Color
This allows users to easily group and filter folders based on these attributes, providing valuable insights into the data. For example, users can group folders by customer name to quickly identify all jobs associated with a specific client.


12. Understanding Data View tab

Explore the “Data view” tab and essential reports (e.g., sync_queue, folder_and_files).


13. Configuration, Details and Dashboard tab

Details tab:
Customise integration settings, such as updating or enabling manual metadata feature, sync delete and its limit, test file generation, Attachment settings in Simpro . Can view details of users who authenticated integration apps. Adjust notifications. For more information click here


Configuration tab:
Can Add or remove Jobs/Quotes/Sites using Auto or Manual mode explained earlier. Shows details of SharePoint path selected for sync for any jobs / quotes or Sites. When using manual mode, it shows path for each jobs / quotes or Sites individually. Last updated timestamp. All these details in a tabular form. It also include the option to configure Folder name in SharePoint where jobs/quotes/sites are being synced. Folder name configuration is explained earlier in this document. 
For more information on configuration you can also click here


Dashboard: Monitor the integration's performance, view synchronisation history, and track error logs.

































14. Managing Deletes

  1. How deletion works: Integration offers two way synchronization for deletions. Any data deleted in SharePoint side will reflect on Simpro and visa versa. 
  2. Sync delete is commonly used by most users to ensure that if a file is deleted, it is because they no longer need it. This option ensures that both platforms reflect the same data and eliminates the need for manual deletion in two places.
    Most users find it convenient, especially when combined with a Delete Limit.
  3. What's a Delete Limit? 
    This is a safety net you can set to prevent accidental mass deletions. It limits the number of files/folders that can be deleted in a 24-hour period through Syncezy. This helps avoid unintended consequences!
  4. Restore items and force syncing. : Only Sharepoint have Recycle bin, you can restore your deleted data from there. 

15. Best Practices and Limitations

  1. File Size Limit: 80MB maximum file size due to Simpro size limitation
  2. Special Characters: Avoid using special characters in Procore project names.
  3. Folder Path Length: Be aware of folder path length limits. Share point has a character limit of 400 (for microsoft 365 it will reduce to 255)
    Also, SharePoint does not accept the following special characters in file names:
    Hash(#),percentage(%),star(*),colon(:),angular brackets(<>),question mark(?),slash(/), vertical pipe(|). Full stop/period (.) is permitted within the filename however full stops/periods are not permitted at the end of a file name. 
  4. Avoid renaming or moving top level folders. 
    You can move the data within the numbered folder created in Sharepoint, but if you move any data outside of that folder (instead of deleting), it will not reflect on Simpro.

16. Notifications

  1. Learn about common notifications sent from the Procore SharePoint Integration.
  2. Enabling this option will send you an email to the SyncEzy-Email about the sync status or any update for sync . We can add up to 5 email addresses separated by commas (,)
    Please click this link for more information



Comprehensive User Access Guide: Support, User Management, and Security Settings

How to Access Support: A Step-by-Step Guide :

If you’re facing any issues, have questions, or need assistance, our support team is here to help. Follow these steps to get the support you need quickly and effectively.
Support via Email :
One of the easiest ways to reach out to support is through email. Simply send an email to our support address support@synezy.com

Support via Phone:
For urgent issues or if you prefer speaking directly, you can call our support team

Phone - # 1 for Support
AUS: +61 2 9136 9448
NZ: +64 9 303 2999
UK: +44 203 670 1109
US: +1 720 500 9302

Live Chat Support :
For real-time assistance, our live chat option is available 24/5

How to add other users :

  1. Creating a Company (First-time setup):
    For first-time users, you must create a company before adding co-workers. Click "Create Company," enter your company name, and save it. Once the company is created, it will appear under the "My Account" section.
     
  2. Navigating to the Company Tab: 
    Once the company is created (or already exists), go to the "Company" tab in the "My Account" section to invite co-workers.
  3.  Account Owner Privileges: 
    Only the account Owner can invite and manage co-workers within the "Company" tab. The Owner can also assign permissions and manage billing or integrations.
  4.  Inviting Co-workers:
    To invite a co-worker, click "Invite Co-worker," enter their Name, Email, and User Type, and send the invite. The invite will expire after 7 days if not accepted. 
  5.  User Permissions:
    When adding co-workers, specify the level of access they will have by selecting from four types of user roles. The permissions for each role are detailed in the accompanying table.

How to enforce Sign in with Microsoft / Google / One time password :


Enable Microsoft/Google:
Account Owners can easily activate this from My Account > Company Settings. Turn on "Force Google/Microsoft Login," and users will be required to use these methods for authentication, preventing password logins.

Enforce OTP-Based Login :
From My Account > Company Settings, activate "Force Login with One Time Password." Users will need to enter a one-time password sent via email each time they log in, ensuring enhanced security with limited-time OTPs.

By eliminating traditional passwords, this approach reduces risks like password breaches and phishing attacks. It offers secure, user-friendly login options while providing organisations with stronger defences against cyber threats.


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