Viewing and Browsing Files
The SharePoint FactBox provides a convenient way to browse SharePoint files directly from Business Central. This page explains how to view and navigate your SharePoint content.
The SharePoint FactBox
Where to Find It
The FactBox appears on the right side of Business Central pages:
- Automatically shown when a table mapping exists
- Located in the FactBox area (may need to expand)
- Shows content from the record's SharePoint folder
FactBox Components
+----------------------------------+
| SharePoint |
+----------------------------------+
| Name | Category |
|------------------|---------------|
| .. | | ← Go up one level
| Contracts | | ← Folder (styled)
| Invoices | | ← Folder (styled)
| Quote.pdf | Quote | ← File
| NDA.docx | Contract | ← File
+----------------------------------+
| Actions: Upload Document, etc. |
+----------------------------------+Note: The FactBox does not display a Type column or file type icons. Folders are distinguished from files by their text style. The Category column is only visible if configured in the metadata mapping.
Navigating Folders
Entering a Folder
- Click on a folder name in the FactBox
- The view updates to show folder contents
- Repeat to navigate into deeper subfolders
Going Up a Level
- Look for ".." entry at the top of the file list
- Click ".." to go to the parent folder
Note: The FactBox does not display a path header or breadcrumb. The ".." row is the only way to navigate up, so keep track of your location by the folders you have entered.
Viewing Files
File List Display
Each entry in the FactBox shows:
| Column | Description |
|---|---|
| Name | File or folder name (folders are styled differently) |
| Category | Assigned file category (if visible) |
| Custom 1-5 | Up to 5 custom metadata columns (if configured) |
Note: The FactBox does not show file type icons. Folders are visually distinguished from files by their text style (Ambiguous style).
File Categories
Files may show color-coded categories:
| Color | Style |
|---|---|
| None | No special formatting |
| Standard | Default styling |
| Blue | Blue text |
| Bold | Bold text |
| Blue+Bold | Blue bold text |
| Red+Italic | Red italic text |
| Blue+Italic | Blue italic text |
| Bold+Green | Bold green text |
| Bold+Italic+Red | Bold italic red text |
| Yellow | Yellow text |
| Grey | Grey text |
Opening Files
Click to Open
- Click on a file name
- The file opens based on your File Open Operation setting
File Open Options
Configured in SharePoint Setup:
| Setting | Behavior |
|---|---|
| Web Link | Opens file directly in browser |
| SharePoint UI | Opens SharePoint with file selected |
Opening in SharePoint UI
When set to SharePoint UI:
- SharePoint interface opens in new tab
- File is highlighted in the document library
- Full SharePoint features available
Opening as Web Link
When set to Web Link:
- File opens directly for viewing/editing
- Fastest way to access file content
- Uses appropriate app (Word, Excel, PDF viewer)
Refreshing the View
Manual Refresh
If files don't appear after upload:
- Navigate away and back to the folder
- Or close and reopen the record
Note: There is no dedicated Refresh action in the FactBox.
Automatic Refresh
The FactBox refreshes automatically:
- When the page loads
- After uploading a file
- After converting a Word document to PDF
Note: Creating subfolders does not refresh the list automatically — navigate away and back to see the new folders.
File Actions
Available Actions
From the FactBox, the following actions are available:
| Action | Description |
|---|---|
| Upload Document | Upload a file from your device |
| Download Document | Download the selected file |
| Copy File | Copy the selected file to another folder in the same document library |
| Generate Document | Generate a document from a template |
| Take Photo | Upload a photo from your camera |
| Convert Word to PDF | Convert a .docx file to PDF |
| Browse on SharePoint | Open the current folder in a browser |
| Create subfolders | Create preconfigured subfolders |
| Folder Mapping | Inspect/change the folder mapping |
| Check out file | Check out the selected file (if enabled) |
| Check in file | Check in the selected file (if enabled) |
| e-Signing | Open e-signing dialog (if configured) |
| Share File | Send a sharing link |
| Print PDF | Print a PDF file (if selected file is PDF) |
Accessing Actions
- Click directly on a file name to open it
- Click on a folder name to navigate into it
- Use the FactBox action bar for other operations
- Delete files using the standard delete key (if the page is editable)
- Assign categories by clicking the Category column (uses AssistEdit)
Related Documents on Journals
The General Journal, Cash Receipt Journal, Payment Journal, Sales Journal, and Purchase Journal have a second FactBox, Related SharePoint Documents, next to the regular SharePoint FactBox.
What It Shows
For the selected journal line, the FactBox finds the customer, vendor, or employee ledger entries the line is applied to and lists them as groups. Under each entry it lists the SharePoint documents stored in the folder mapped to that ledger entry, for example the posted invoice PDF created by Auto-Upload.
| Row Type | Meaning |
|---|---|
| Entry | An applied ledger entry (document type and number) |
| Folder | The SharePoint folder mapped to that entry |
| File | A document stored in that folder |
| Info | A status message, for example when no folder exists yet |
Actions
| Action | Description |
|---|---|
| Open | Download and open the selected document |
| Browse on SharePoint | Open the folder in a browser window |
Requirements
- The ledger entry tables you want to see documents for (Customer Ledger Entry, Vendor Ledger Entry, Employee Ledger Entry) must have a table mapping. The FactBox stays hidden when none of them is mapped.
- The journal line must be applied to at least one entry. Unapplied lines show an empty list.
- The list is filled by a background task, so the journal stays responsive while SharePoint is queried.
Metadata Display
Custom Columns
If metadata columns are configured:
| Column Name | Source |
|---|---|
| CustomerName | BC Customer.Name field |
| InvoiceTotal | BC Invoice.Amount field |
| OrderDate | BC Order.Order Date field |
Viewing Metadata
Metadata appears in additional columns in the file list, providing quick reference to BC data associated with each file.
Check-In/Check-Out Status
When Enabled
If Enable Check In/Out in UI is enabled in setup:
| Status | Indicator |
|---|---|
| Available | Normal file name |
| Checked out (by you or others) | File name followed by ✅ |
Check-Out Information
The FactBox appends a ✅ checkmark to the file name when a file is checked out. The Check out file and Check in file actions are enabled/disabled based on the current checkout status.
Handling Empty States
No Folder Yet
If the FactBox shows no folder:
- The record may not have a SharePoint folder yet
- Upload a file to create the folder
- Or create the folder manually
Empty Folder
If the folder exists but is empty:
- The file list is simply empty (no "No files" message is shown)
- Upload files to populate
- Create subfolders as needed
No Mapping
If the FactBox doesn't appear:
- The table may not have a mapping
- Check SharePoint Table Mapping
- Verify permissions
Tips for Browsing
Best Practices
- Keep track of your location — the FactBox does not show a path
- Create subfolders for organization
- Use categories for quick visual identification
- Refresh if recently uploaded files don't appear
Navigation Shortcuts
| Action | Method |
|---|---|
| Quick up | Click ".." |
| Direct to subfolder | Click folder name |
| Return to root | Navigate up multiple times |
Performance
For folders with many files:
- Loading may take a moment
- Consider organizing into subfolders
- Metadata filtering can help in SharePoint
Troubleshooting Browsing
FactBox Not Loading
| Symptom | Check |
|---|---|
| Spinning/loading | Connection may be slow |
| Error message | Check connection settings |
| Empty unexpectedly | Verify folder path |
Files Not Appearing
| Symptom | Check |
|---|---|
| Just uploaded, not showing | Refresh the view |
| Folder exists in SP but not here | Check mapping path |
| Permissions error | Verify SharePoint permissions |