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12Build Integrations - SharePoint V2

Connect SharePoint to 12Build to import documents directly, synchronize metadata, and easily keep files up to date within your projects.

What will you find in this article?

  • Summary: A brief overview of the SharePoint V2 integration.

  • Requirements and target audience: Who can manage the integration and what is required.

  • Enabling the SharePoint integration: Two methods to activate the connection.

  • Adding custom SharePoint metadata: Linking additional information to 12Build columns.

  • Importing documents from SharePoint: Steps to transfer files to 12Build.

  • Keeping documents up to date: How to use the synchronization feature.

  • Managing linked folders and/or files: Managing active synchronization links.

Summary

With the SharePoint V2 integration, you can synchronize documents and folders from SharePoint project sites directly to 12Build. You can link specific metadata and use the synchronization feature to ensure you always have the latest versions of your documents.

Requirements and Target Audience

This integration is intended for general contractors who use SharePoint as a document management system.

  • Permissions: Only (sub)admins in 12Build can activate the integration.

  • Organization settings: To add custom metadata, you need access to the organization-wide settings.

Enabling the SharePoint integration

There are two ways to activate the integration.

First method: Via department settings

  1. Navigate to your company department’s settings.

  2. Navigate to the Integrations tab.

  3. Use the SharePoint toggle to enable the integration. 

Second way: Via the project

  1. Within a project, go to the Documents page.

  2. Click Upload to go to the upload screen.

  3. Click the SharePoint tile.

  4. Click the Enable SharePoint button. You will now be redirected to the Integrations tab where you can toggle the switch.

Add custom SharePoint metadata

In addition to standard information (such as version date and version), you can link additional SharePoint metadata to columns in 12Build.

  1. Navigate to the organization-wide settings.

  2. Navigate to the Organization Settings tab.

  3. Navigate to the SharePoint Linking section.

  4. Select the desired 12Build column and link it to the corresponding internal SharePoint name.

    • Tip: Use the link below the input field to look up the internal names in the SharePoint knowledge base.


 

Import documents from SharePoint

Once the integration is enabled, you can retrieve files from your SharePoint sites.

  1. Go to your project’s documents page and open the upload screen.

  2. Click the SharePoint tile and select Grant Access.

  3. Click Select Site and choose the desired SharePoint project site.

  4. Use the pin icon to link the site to your 12Build project.

  5. Select the folders and/or files using the checkboxes and click Next.

  6. Select the destination folder in 12Build (existing or new).

  7. Click Import Documents. 

Keep documents up to date

Keep imported documents up to date without manually re-uploading them.

  1. Navigate to the Documents page and click Sync Files.

  2. The system checks for updates. If no updates are found, click Back to Documents.

  3. If new versions are found, select the folders or files you wish to update.

  4. Click Import Documents to start the synchronization. 

Manage linked folders and/or files

You can specify for each file or folder whether it should be included in the synchronization.

  1. Go to the documents page.

  2. Click the SharePoint link icon next to a specific file or folder.

  3. Use this to enable or disable the link as desired.

    Important: If the link is disabled, updates for that specific item will no longer be checked during synchronization.

Frequently Asked Questions (FAQ)

Question: Why don’t I see the “Sync Files” button? Answer: This button only appears on the documents page once at least one document has been successfully imported via an active integration such as SharePoint.

Question: Can I view the source in SharePoint directly from 12Build? Answer: Yes, you can use the redirect icon in the site selection or in the documents to open the original location in SharePoint directly.

Troubleshooting

  • Symptom -> I cannot edit the metadata.

    • Cause -> You likely do not have the appropriate permissions for organization-wide settings.

    • Solution -> Ask an administrator with access to the general organization settings to set up the metadata link.

  • Symptom -> Updates in SharePoint are not displayed in 12Build.

    • Cause -> The link for that file or folder may have been manually disabled.

    • Solution -> On the document page, verify that the SharePoint link icon next to the item is enabled.