Document Queries

To display documents to users, create a document query linked to a site and a document library. A query searches for documents in a document library that have metadata that matches the metadata specified in the query.

To add a SharePoint document query, navigate to Integration Manager and edit the SharePoint integration.

1

Select the Document Queries tab and click Add query

2

Name the query e.g. the name of the document type

This is not shown to users

3

Optional - Check parent folder metadata matches

We highly recommend this is enabled - This is an important security mechanism. This feature ensures that the parent folder that the document exists in has the same matching metadata set in the query

4

Select a SharePoint site from the dropdown

The available libraries will now be fetched from the SharePoint site

5

Select a document library from the site

The available fields will now be fetched from the SharePoint document library

6

Select the field that contains the Agreement Reference or Asset Reference on the SharePoint document

Only one of these fields can be selected. The query matches on either agreement or asset data.

7

Select the metadata field that contains the Document Type on the SharePoint document

This can be of type lookup or text. Lookup field values are selectable from a dropdown. If the field you wish to use is of type text, you can type the value

8

Select the metadata field that contains the Visible to tenant (True/False) boolean value on the SharePoint document

This field must be of type true/false (boolean) and set to true to display the document to the user

9

Save the document query

Here is an example:

The field names in the customer SharePoint library do not need to match the field labels in the document queries configuration of the TenantWise SharePoint integration.

Disclaimer: Customers are responsible for ensuring that their SharePoint document metadata is accurate and up-to-date. TenantWise holds no responsibility for displaying incorrect documents to users due to incorrect metadata held on customer managed SharePoint as outlined in our SharePoint integration terms and conditions.