SharePoint

Configure and Enable the SharePoint Connector

Role Required
To Edit Connector Details you need to be assigned to the Application Administrator role in Records365.
Records Managers have read-only access to the Connector Details page.

  1. Open the SharePoint Connector Configurator application on the server where it has been installed. For more information about installation and initial setup, please see Connector Setup for SharePoint.
  2. Click on the RecordPoint tab.
  3. Select the Versioning Level:
    1. Major Only - To manage major versions only. Major versions are identified by whole numbers, such as 5.0, or
    2. Minor and Major - To manage both minor and major versions. Minor versions are identified by decimal numbers, such as 5.1.
  4. Select the Aggregation Level:
    1. Site Collection - To use SharePoint site collections as containers for your records, or
    2. List or Top Most Folder - To use SharePoint Lists, or the top-most Folder within a List, as the containers for your records. Document Libraries are treated as Lists, and Document Sets as Folders.

The aggregation level should be selected in consultation with the Records Management function of your organization. Once the aggregation level is set and the Connector is Enabled for the first time, it cannot be modified.

  1. Add Monitored Web Applications:
    • Click ‘Add’, then enter the URL of the SharePoint Web Application to be monitored. This can be a URL set for the Web Application using a SharePoint Alternate Access Mapping. See below for further details.
  2. Add Unmanaged Sites:
    • Site Collections and Subsites within a web application may not require Records365 to manage their content. For example, the site may be a publishing site where pages, images and the like are stored. This is where you can specify these particular sites by their root URL - note that the URL should not end in /XXX.aspx, eg: https://contoso.sharepoint.com/sites/marketing, not https://contoso.sharepoint.com/sites/marketing/sitepages/home.aspx).

Enable the SharePoint Connector in Records365

Connectors are Disabled by default. This means no content will be submitted from the connector until the connector is Enabled. Before enabling a Connector, ensure that all rules have been set up first otherwise your records will be uncategorized. To complete the rules setup refer to Rules.

  1. Log in to Records365 and click on the Settings icon
    in the top right hand corner of the page.
  2. Click on the SharePoint tile in the connector gallery.
  3. Once you are ready to begin managing records from this connector in Records365, click Enable, then click Save.

Your SharePoint connector is now enabled and submitting content to Records365 for management!