1. Overview and Benefits

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. 

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:

3. Authorization and Permissions

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

Set up a service account in SharePoint with appropriate permissions.
We need a Site owner or a Site member with Edit access. For more information, please refer to this article

4. Adding Users and Permission Levels in the app

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:

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.)

6. Sync Text files to Sharepoint : 

7. Use of the “File Manager” tab.

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 

11. Understanding data transfer in this integration

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
    

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

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