Mapping Methods
The SharePoint Connector provides four mapping methods that determine how folders are created and named. This page explains each method and when to use it.
Mapping Method Overview
| Method | Description | Use Case |
|---|---|---|
| Static | Folder per record; the folder link is stored when the folder is created | Master data (Customer, Vendor) |
| Dynamic | Folder name recomputed from the record's current field values on every access | Documents with unique references |
| Only Columns | Disables the SharePoint FactBox (folder integration) for the table | Tables that should not show the FactBox |
| Inherited Dynamic | Inherits parent folder | Transaction documents |
Static Method
Description
The Static mapping method creates a folder for each record and stores the folder link in a folder-mapping record, so the folder name is frozen at creation time -- it does not change if the record's fields change later. The folder is named from the Folder Name Field No., optionally combined with the Folder Name Specification Field:
- Folder Name Field No. only: Folder named by that field value
- With Folder Name Specification Field: Folder named as "Name (Number)"
Note: The "Name (Number)" pattern comes from setting a Folder Name Specification Field and is not specific to the Static method. What distinguishes Static is that the folder mapping is persisted.
Configuration
| Field | Purpose | Example |
|---|---|---|
| Folder Name Field No. | Primary folder name | Name = "Contoso Ltd" |
| Folder Name Specification Field | Added in parentheses | No. = "C00010" |
Result Examples
| Caption Field | Specification | Folder Name |
|---|---|---|
| "Contoso Ltd" | None | Contoso Ltd |
| "Contoso Ltd" | "C00010" | Contoso Ltd (C00010) |
| "Widget X" | "ITEM001" | Widget X (ITEM001) |
When to Use
- Master data tables: Customer, Vendor, Item, Job
- Any table where each record should have its own folder
- When folder names should be human-readable
Configuration Example
For Customers:
| Field | Value |
|---|---|
| Table No. | 18 |
| Folder Name | Customers |
| Folder Name Field No. | 2 (Name) |
| Folder Name Specification Field | 1 (No.) |
| Mapping Method | Static |
Dynamic Method
Description
The Dynamic mapping method uses a reference/document number field to name the folder. Typically used for documents where a reference number is the primary identifier.
Unlike Static, no folder-mapping record is persisted: the folder name is recomputed from the record's current field values every time the folder is accessed. If the referenced field value changes, the record points to a different folder.
Configuration
| Field | Purpose |
|---|---|
| Folder Name Field No. | The reference number field |
Result Examples
| Reference Number | Folder Name |
|---|---|
| "SO-2024-001234" | SO-2024-001234 |
| "PO-2024-005678" | PO-2024-005678 |
When to Use
- Documents with unique reference numbers
- When the reference number is the natural identifier
- Archival scenarios where reference is key
Configuration Example
For documents with reference numbers:
| Field | Value |
|---|---|
| Table No. | (your table) |
| Folder Name | Documents |
| Folder Name Field No. | (Reference No. field) |
| Mapping Method | Dynamic |
Only Columns
Description
Disables the SharePoint folder integration for the table: when a mapping uses this method, the SharePoint FactBox does not appear on the table's pages, and no record folders are created.
How It Works
- The mapping record exists, but the connector treats the table as having no folder integration
- The SharePoint FactBox is not displayed for the table
- No folders are created for the table's records
When to Use
- When a table should not show the SharePoint FactBox
- To switch off the folder integration for a table without deleting its mapping record
Configuration Example
| Field | Value |
|---|---|
| Table No. | (your table) |
| Mapping Method | Only Columns |
Considerations
- Despite the name, this method does not provide a metadata-only mode: files are not stored in the base folder, and no metadata columns are filled for the table
- The only effect of this method is that the FactBox (and with it the folder integration) is disabled for the table
Inherited Dynamic
Description
Documents inherit their folder from a parent record. Used for transaction documents that should be stored with their parent entity.
How It Works
- The document table has a parent table defined
- When a document is accessed, its parent is identified
- The document uses the parent's SharePoint folder
- Documents appear in the customer/vendor/job folder
Parent Relationship Configuration
| Field | Purpose |
|---|---|
| Parent Table No. | The parent table (e.g., Customer) |
| Parent Link Field 1 | Field linking to parent (e.g., Bill-to Customer No.) |
When to Use
- Sales documents: Orders, invoices, credit memos → Customer
- Purchase documents: Orders, invoices → Vendor
- Job documents: Tasks, planning → Job
- Any transactional document tied to a master record
Supported Document Types
The connector supports inherited dynamic mapping for:
Sales:
- Sales Header (Orders, Invoices, Quotes, etc.)
- Sales Invoice Header (Posted)
- Sales Cr.Memo Header (Posted)
- Sales Shipment Header (Posted)
- Sales Header Archive
Purchase:
- Purchase Header
- Purch. Inv. Header (Posted)
- Purch. Rcpt. Header (Posted)
- Purch. Cr. Memo Hdr. (Posted)
- Purchase Header Archive
Reminders:
- Reminder Header
- Issued Reminder Header
Service:
- Service Header
- Service Invoice Header
- Service Cr.Memo Header
Warehouse:
- Warehouse Shipment Header
- Warehouse Request
- Warehouse Activity Header
Transfer:
- Transfer Header
- Transfer Receipt Header
- Transfer Shipment Header
Ledger Entries:
- G/L Entry
- Cust. Ledger Entry
- Vendor Ledger Entry
- Employee Ledger Entry
- Bank Account Ledger Entry
- Item Ledger Entry
Other:
- Gen. Journal Line
- Opportunity
- Production Order
Configuration Example
For Sales Orders to inherit from Customer:
| Field | Value |
|---|---|
| Table No. | 36 (Sales Header) |
| Mapping Method | Inherited Dynamic |
| Parent Table No. | 18 (Customer) |
| Parent Link Field 1 | 4 (Bill-to Customer No.) |
Choosing the Right Method
Decision Guide
| Question | If Yes, Use |
|---|---|
| Is this master data (Customer, Vendor, Item)? | Static |
| Should each record have its own folder? | Static or Dynamic |
| Is this a document that belongs to a parent? | Inherited Dynamic |
| Should the table not show the SharePoint FactBox? | Only Columns |
| Is there a unique reference number? | Dynamic |
Common Configurations
| Table | Typical Method | Reason |
|---|---|---|
| Customer | Static | Each customer needs a folder |
| Vendor | Static | Each vendor needs a folder |
| Item | Static | Each item may need a folder |
| Job | Static | Each project needs a folder |
| Sales Header | Inherited Dynamic | Store with customer |
| Purchase Header | Inherited Dynamic | Store with vendor |
| Posted Invoice | Inherited Dynamic | Store with customer/vendor |
Combining Methods
Multi-Level Structures
You can combine methods for complex structures:
- Customer - Static → creates customer folders named from the Folder Name Field No. (with the Folder Name Specification Field appended in parentheses, when set) and stores the folder link
- Sales Order - Inherited Dynamic → uses customer folder
- Sales Invoice - Inherited Dynamic → also uses customer folder
Result
/Customers/Contoso Ltd (C00010)/
├── Quote.pdf (from Sales Quote)
├── Order.pdf (from Sales Order)
└── Invoice.pdf (from Posted Invoice)