SharePoint Table Mapping
Table mapping is the core configuration that connects Business Central tables to SharePoint folders. This page explains how to create and manage table mappings.
Accessing Table Mapping
- Search for "SharePoint Table Mapping" in Business Central
- The list page shows all configured mappings. The list itself is read-only -- all editing happens on the card
- Click on a mapping to open the Table Mapping Card for detailed editing
Creating a New Mapping
Step 1: Open Table Mapping
- Go to SharePoint Table Mapping
- Click New to create a new mapping, which opens the Table Mapping Card
Step 2: Select the Table
| Field | Description | How to Choose |
|---|---|---|
| Table No. | The BC table to map | Use lookup to find table |
| Table | Displays automatically | Confirms selection |
Common tables to map:
| Table No. | Table Name | Typical Use |
|---|---|---|
| 18 | Customer | Customer documents |
| 23 | Vendor | Vendor documents |
| 27 | Item | Item specifications |
| 167 | Job | Project documentation |
| 36 | Sales Header | Sales documents |
| 38 | Purchase Header | Purchase documents |
Step 3: Configure Folder Structure
| Field | Description | Example |
|---|---|---|
| Folder Name | Base folder for this table | Customers |
| Folder Name Field No. | Field used for subfolder name | Name field |
| Folder Name Specification Field | Optional: makes name unique | No. field |
Step 4: Set Mapping Method
| Method | Use When |
|---|---|
| Static | Standard folder per record; the folder link is stored when the folder is created |
| Dynamic | Folder name is recomputed from the record's current field values on every access |
| Only Columns | The table should not show the SharePoint FactBox (disables folder integration) |
| Inherited Dynamic | Documents inheriting parent |
Step 5: Configure Site (Optional)
For multi-site scenarios:
| Field | Description | Example |
|---|---|---|
| Site Name (Override) | Override default site (no leading /) |
sites/sales, teams/sales, or sales |
| Document Library (Override) | Override default document library. Required whenever Site Name (Override) is filled | Documents |
Important: If you fill in the Site Name (Override), you must also fill in the Document Library (Override). A mapping with a Site Name but an empty Document Library fails at runtime with the error
Mapping for <table> is missing a base folder, cannot continue!.
Step 6: Configure Auto Email Attachments (Optional)
If you want files to be automatically attached when emailing documents:
| Field | Description |
|---|---|
| Auto Email Categories Filter | Select which file categories to attach |
| Auto Email Sub Folder | Subfolder to look in (leave blank for root) |
Step 7: Save the Mapping
- Close the card to save
- Mapping is now active
Mapping Fields Reference
Basic Fields
| Field | Type | Description |
|---|---|---|
| Table No. | Integer | Primary key - the BC table |
| Folder Name | Text[100] | Base folder name for the table |
| Folder Name Field No. | Integer | Field number for folder naming |
| Folder Name Specification Field | Integer | Secondary field for naming |
| Mapping Method | Option | How folders are structured (Static, Dynamic, Only Columns, Inherited Dynamic) |
Override Fields
| Field | Type | Description |
|---|---|---|
| Site Name (Override) | Text[100] | Override SharePoint site |
| Document Library (Override) | Text[100] | Override base document library path |
Parent Relationship Fields
| Field | Type | Description |
|---|---|---|
| Parent Table No. | Integer | Parent table for inheritance |
| Parent Link Field 1 | Integer | Field linking to parent primary key field 1 |
| Parent Link Field 2 | Integer | Field linking to parent primary key field 2 |
| Parent Link Field 3 | Integer | Field linking to parent primary key field 3 |
When a parent table is selected, the Table Mapping Card displays information about the parent table's primary key fields, helping you map the correct fields.
Auto Email Attachment Fields
| Field | Type | Description |
|---|---|---|
| Auto Email Categories Filter | Text[200] | Filter for which file categories to attach to outgoing emails |
| Auto Email Sub Folder | Text[100] | Optional subfolder to look in for auto email attachments |
Example Mappings
Customer Mapping
| Field | Value |
|---|---|
| Table No. | 18 (Customer) |
| Folder Name | Customers |
| Folder Name Field No. | 2 (Name) |
| Folder Name Specification Field | 1 (No.) |
| Mapping Method | Static |
Result: /Shared Documents/Customers/Contoso Ltd (C00010)/
Vendor Mapping
| Field | Value |
|---|---|
| Table No. | 23 (Vendor) |
| Folder Name | Vendors |
| Folder Name Field No. | 2 (Name) |
| Mapping Method | Static |
Result: /Shared Documents/Vendors/Fabrikam Inc/
Sales Order Mapping (Inherited)
| 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.) |
Result: Sales orders appear in the customer's folder
Item Mapping
| Field | Value |
|---|---|
| Table No. | 27 (Item) |
| Folder Name | Items |
| Folder Name Field No. | 3 (Description) |
| Folder Name Specification Field | 1 (No.) |
| Mapping Method | Static |
Result: /Shared Documents/Items/Widget Model X (ITEM001)/
Auto Email Attachments
The SharePoint Connector can automatically attach files from SharePoint to outgoing emails sent from Business Central. When you send a document by email (for example, a sales invoice), the connector retrieves files from the record's SharePoint folder and adds them as attachments to the email. For a complete walkthrough including filter expressions and troubleshooting, see Auto Email Attachments.
How It Works
- When you send a document by email, the connector looks up the table mapping for the record
- If an Auto Email Categories Filter is configured, it retrieves files from the record's SharePoint folder
- Files matching the specified category filter are downloaded and attached to the outgoing email
- If an Auto Email Sub Folder is specified, only files in that subfolder are considered
Configuring Auto Email Attachments
- Open the Table Mapping Card for the relevant table
- In the Auto Email Attachments section:
| Field | Description | Example |
|---|---|---|
| Auto Email Categories Filter | Category filter for files to attach. Use the lookup to select from configured categories. Supports filter expressions. | Contract or Contract&#|;Quote |
| Auto Email Sub Folder | If files are in a subfolder, specify it here | Email Attachments |
Example: Auto-Attach Contracts to Sales Emails
| Setting | Value |
|---|---|
| Table | 18 (Customer) |
| Auto Email Categories Filter | Contract |
| Auto Email Sub Folder | (blank - look in root folder) |
When you email a sales invoice for a customer, all files categorized as "Contract" in that customer's SharePoint folder will be automatically attached to the email.
Prerequisites
- The table must have an active table mapping configured
- File categories must be set up for the table (see File Categories)
- Files must be assigned to the matching category in SharePoint
- A valid SharePoint connection must be active
Managing Existing Mappings
Viewing Mappings
The Table Mapping list shows:
- All configured table mappings
- Folder name for each
- Mapping method
- Parent table (if any)
Editing Mappings
- Select the mapping in the list and open it -- the list is read-only, so all changes are made on the Table Mapping Card
- Make changes on the card
- Changes take effect for new folders
- Existing folders are not automatically renamed. Use Rename mapped folder on the Change Mapping page to rename a folder and its mappings, see Folder Mapping Concepts
Deleting Mappings
- Select the mapping
- Delete the record
- Existing folders remain in SharePoint
- FactBox will no longer show for that table
Best Practices
Planning Mappings
Before creating mappings:
- Document your folder structure - Plan the hierarchy
- Identify key tables - Start with most important
- Plan naming conventions - How folders should be named
- Consider relationships - Which documents belong where
Naming Recommendations
| Recommendation | Reason |
|---|---|
| Use meaningful folder names | Easy to find in SharePoint |
| Include identifiers | Avoid duplicate names |
| Avoid special characters | Prevent path issues |
| Keep names reasonable length | Path limits in SharePoint |
Configuration Order
Configure mappings in this order:
- Parent tables first - Customer, Vendor, Job
- Child tables second - Sales Header, Purchase Header
- Posted documents last - Invoice headers, credit memos
Validating Mappings
Check Mapping Configuration
After creating a mapping:
- Open a record of that table type
- Look for the SharePoint FactBox
- Upload a test file
- Verify in SharePoint that structure is correct
Common Validation Issues
| Issue | Check |
|---|---|
| FactBox not visible | Is mapping saved? Correct table? |
| Wrong folder path | Check folder name and caption field |
| Duplicates | Add specification field for uniqueness |
| Missing parent | Verify parent table mapping exists |
Active Mapping Management
Viewing Active Mappings
To see which records have active SharePoint folders:
- Open the Table Mapping Card (or list) and choose the Active Mapping action -- the Active SharePoint Mapping page is not searchable in Business Central
- View the list of mapped records
- See folder paths for each
Removing Active Mappings
If you need to unlink a record from its folder:
- Find the record in Active SharePoint Mapping
- Delete the mapping record
- The folder remains in SharePoint
- The link is broken