SharePoint Connector Documentation
Index

Concepts and Terminology

Understanding the key concepts behind folder mapping is essential for configuring the SharePoint Connector effectively. This page explains the fundamental terminology and concepts.

Core Concepts

Table Mapping

A table mapping defines the relationship between a Business Central table and a SharePoint folder structure:

  • Which BC table should have SharePoint integration
  • Where in SharePoint documents should be stored
  • How folders are named based on record data

Folder Structure

The connector creates folders in SharePoint that mirror your Business Central data:

SharePoint Document Library
└── Customers                    ← Base folder for Customer table
    ├── Contoso Ltd             ← Folder for one customer
    │   ├── Invoices
    │   └── Contracts
    ├── Fabrikam Inc            ← Folder for another customer
    └── ...

Key Terms

Base Folder

The top-level folder in SharePoint where a table's documents are stored:

Term Description Example
Base Folder (Setup) The document library root Shared Documents
Base Folder (Mapping) The folder for a specific table Customers

Combined, a customer's folder might be: /Shared Documents/Customers/Contoso Ltd

Caption Field

The field whose value becomes the folder name:

Table Typical Caption Field Result
Customer Name "Contoso Ltd"
Vendor Name "Fabrikam Inc"
Item Description "Widget Model X"
Job Description "Project Alpha"

Caption Specification

An optional second field to make folder names unique:

Caption Field Specification Result
Name No. "Contoso Ltd (C00010)"
Description No. "Widget Model X (ITEM001)"

Mapping Method

How the folder name is constructed:

Method Description
Static Folder per record; the folder link is stored when the folder is created (name frozen at creation)
Dynamic Folder name recomputed from the record's current field values on every access
Only Columns Disables the SharePoint FactBox (and folder integration) for the table
Inherited Dynamic Inherits folder from parent record

Active Mapping

When a record is "mapped" or "activated":

  • A folder exists in SharePoint for that record
  • The FactBox displays the folder contents
  • Documents can be uploaded/downloaded

Folder Mapping Record

The stored relationship between a BC record and its SharePoint folder:

Field Purpose
Table No. Which BC table
Mapping Record Which specific record (stored as the record's SystemId GUID)
SharePoint Folder Full path in SharePoint

Renaming a Mapped Folder

The SharePoint folder a record is mapped to can be renamed from the FactBox: open Folder Mapping and choose Rename mapped folder. Only the last part of the path changes, the folder stays in the same parent folder.

The rename dialog shows the folder name the connector would generate for the record today (for example after a customer was renamed in Business Central). Tick Use name from record to fill the new name with it, or type any other name.

The rename does two things:

  1. Renames the folder in SharePoint.
  2. Updates every folder mapping record that points to the old path, or to a subfolder of it, so they point to the new path. This includes records for other tables that inherited the folder, for example posted invoices stored under a customer.

If the rename fails in SharePoint, no mapping records are changed. The base folder of a table mapping cannot be renamed this way.

Relationship Concepts

Parent-Child Relationships

Tables can have hierarchical relationships:

Customer (Parent)
└── Sales Order (Child)
    └── Posted Sales Invoice (Grandchild)

Configuration uses:

  • Parent Table No. - Which table is the parent
  • Parent Link Field 1 - Which field links to the parent's primary key

Inherited Folders

Documents like sales orders can "inherit" their folder from the customer:

Document Inherits From Result
Sales Order Customer Stored in customer's folder
Sales Invoice Sales Order → Customer Also in customer's folder
Purchase Order Vendor Stored in vendor's folder

Architecture Concepts

Multi-Site Mapping

Different tables can use different SharePoint sites:

Table Site Name Base Folder
Customer (blank - uses default) /Shared Documents/Customers
Vendor sites/purchasing /Documents/Vendors
Job sites/projects /Documents/Projects

Alternative Mapping

Different records of the same table can use different folders based on field values:

Condition Alternative Folder
Sales Order Type = "Quote" Quotes
Sales Order Type = "Order" Orders
Customer Country = "US" US Customers
Customer Country = "EU" EU Customers

Metadata Columns

SharePoint columns that are filled with BC data:

BC Field SP Column Type
Customer.Name CustomerName Text
Invoice.Amount InvoiceTotal Number
Order.Order Date OrderDate Date

Visual Representation

Simple Mapping

BC Table: Customer
         ↓
SharePoint: /Shared Documents/Customers/{Customer.Name}

Nested Mapping

BC Tables: Customer → Sales Order → Posted Invoice
                ↓
SharePoint: /Customers/{Customer.Name}/
              ├── Quotes/
              ├── Orders/
              └── Invoices/

Multi-Site Mapping

BC Table: Customer  → SharePoint Site A: /Customers/{Name}
BC Table: Vendor    → SharePoint Site B: /Vendors/{Name}
BC Table: Project   → SharePoint Site C: /Projects/{Name}

Configuration Flow

Setting Up a Table Mapping

  1. Identify the table - Which BC table needs SharePoint integration
  2. Plan the folder structure - Where should documents be stored
  3. Choose the naming method - How folders should be named
  4. Define relationships - If documents should inherit parent folders
  5. Configure metadata - Which BC fields map to SP columns
  6. Create the mapping - Enter configuration in Table Mapping page

How Records Get Mapped

When a mapping exists:

  1. User opens a BC record (e.g., Customer Card)
  2. Connector checks if a folder exists
  3. If not, folder can be created on first upload
  4. FactBox shows folder contents
  5. Uploads go to the record's folder

Common Patterns

Master Data Pattern

For master data tables (Customer, Vendor, Item):

Table → Folder per record
Example: Each customer has one folder

Document Pattern

For transaction documents (Sales Orders, Invoices):

Document → Parent's folder (inherited)
Example: Invoice goes to customer's folder

Project Pattern

For projects with subfolders:

Project → Folder with subfolders
Example: /Projects/Alpha/
           ├── Documents/
           ├── Deliverables/
           └── Communications/