SharePoint Connector Documentation
Index

Typical Use Cases

The SharePoint Connector supports a wide variety of document management scenarios. This page describes the most common use cases and how organizations typically implement them.

Customer and Vendor Document Management

Customer Folders

Create a folder for each customer in SharePoint that automatically contains all related documents:

  • Contracts and agreements
  • Correspondence and emails
  • Sales invoices and credit memos
  • Quotes and order confirmations
  • Meeting notes and communication records

How it works: Map the Customer table to SharePoint with a folder structure like /Customers/{Customer Name}. Every customer record in Business Central will have its own dedicated folder.

Vendor Folders

Similarly, organize vendor documentation:

  • Purchase agreements and contracts
  • Vendor certifications and compliance documents
  • Purchase invoices and receipts
  • Communication records

Project and Job Documentation

For project-based businesses, organize documents by project or job:

  • Project plans and specifications
  • Deliverables and work products
  • Change orders and amendments
  • Time sheets and expense reports
  • Client communications

Implementation: Map the Jobs table with nested subfolders for different document types.

Invoice Archiving

Automatically archive posted sales and purchase documents:

Sales Document Archiving

Document Type Typical Folder Structure
Sales Invoices /Sales/Invoices/{Year}/{Customer}
Sales Credit Memos /Sales/Credit Memos/{Year}/{Customer}
Sales Shipments /Sales/Shipments/{Year}/{Customer}

Purchase Document Archiving

Document Type Typical Folder Structure
Purchase Invoices /Purchases/Invoices/{Year}/{Vendor}
Purchase Credit Memos /Purchases/Credit Memos/{Year}/{Vendor}

Auto-Upload: Enable auto-upload to automatically save PDF copies when documents are posted.

Document Templates

Generate documents from Business Central data using templates:

Common Template Scenarios

  • Customer statements: Generate and save account statements
  • Order confirmations: Create and archive order confirmations
  • Delivery notes: Print and store shipping documents
  • Custom reports: Generate any report and save to SharePoint

Workflow: Select a record, choose a template, and the document is generated and saved automatically.

E-Signature Workflows

Send documents for electronic signature directly from Business Central:

  1. Generate or upload a document requiring signature
  2. Send for signature via Adobe Sign or DocuSign
  3. Monitor signing status from within Business Central
  4. Automatically store signed documents back in SharePoint

Typical Signing Scenarios

  • Sales contracts and agreements
  • Purchase orders requiring approval
  • Employment documents
  • Compliance acknowledgments

Incoming Document Processing

Automatically process incoming documents and match them to records:

  • Scan a SharePoint folder for new documents
  • Match documents to vendors or customers using pattern recognition
  • Optionally apply OCR to extract data
  • Route documents to the correct SharePoint folder

Example: Incoming vendor invoices are automatically routed to the correct vendor folder.

Multi-Department Document Management

Different departments can have separate SharePoint sites or libraries:

Department Site Name Document Types
Sales sites/sales Quotes, orders, invoices
Purchasing sites/purchasing POs, receipts, vendor docs
Projects sites/projects Project documentation
HR sites/hr Employee documents

Implementation: Use multi-site mapping to route different tables to different SharePoint locations.

Compliance and Audit Trails

Maintain organized records for compliance:

  • Consistent folder naming ensures documents are findable
  • Metadata columns enable SharePoint search and filtering
  • Version history in SharePoint tracks document changes
  • Retention policies can be applied at the SharePoint level

Use SharePoint as a cloud printer destination:

  • Print any Business Central report directly to SharePoint
  • Documents are automatically named and organized
  • Useful for automated archival of printed documents

Tips for Planning Your Implementation

  1. Start small: Begin with one or two table mappings and expand
  2. Plan your folder structure: Design your hierarchy before implementing
  3. Consider permissions: SharePoint folder permissions may need alignment
  4. Document your setup: Record your mapping decisions for future reference