Install the Next-Generation SharePoint Connector

Showpad’s SharePoint app syncs assets from SharePoint to Showpad. Once the integration has been set up and configured in Showpad, SharePoint acts as the single source of truth for the synced assets and the mapped metadata. The configuration includes:

• authentication and authorization to the source system
• filter criteria to determine which assets need to be synced to Showpad
• a mapping to indicate which properties in Showpad must be defined based on values in SharePoint.

The app performs a one-way sync from SharePoint to Showpad and overwrites any manual changes to the mapped properties in Showpad. Showpad makes content governance easier throughout every stage of the content lifecycle. Once set up, it reduces the manual effort of content management in a compliant and secure way.

Showpad’s SharePoint app enables you to distribute your SharePoint content in a branded environment that your sales reps can access on Showpad's Web App and every mobile device with our apps and email integrations, online and offline.

Key features

• Use SharePoint as your single source of truth
• Understand how and when your SharePoint content is used with Showpad
• Define Showpad asset properties based on SharePoint (column) metadata
• Reliability. If the connection between SharePoint and Showpad is interrupted, your processed documents are still available in Showpad.
• The SharePoint app only needs to be installed once by the admin and added to each relevant SharePoint site. Showpad users don’t need to take any action to use this feature.

You need this to succeed

• At least one SharePoint Online instance
• Administrator access on Showpad's Online Platform and SharePoint Online
• Documents available in SharePoint
• Showpad Plus package with SharePoint add-on or Showpad Ultimate package  
• Showpad Apps access

The quick way to awesomeness

• Install the SharePoint app and authorize the integration
• Configure the integration
  • Connect to SharePoint
  • Select Assets
  • Map Attributes
  • Confirm Configuration
• Find details in the dashboard
• Property Reference Table
• User Permissions
  • Delegate Permissions
  • Consent for Organization

Do this step by step

Install SharePoint App

You can install the SharePoint app from the Online Platform:

1. Click the gear icon and select Admin Settings.
2. In the Showpad Apps section, select Manage Apps.
3. Click Install App.
4. Select the SharePoint app to install. Be sure the Automatically install the new version when the available checkbox is enabled (default).
5. Click Install.
6. Once the app is installed, you'll need to authorize the integration.

Authorize Integration

The first time you open the SharePoint app, you'll be asked to authorize the integration with SharePoint. To do so, click the Authorize button.

Configure Integration

Connect to SharePoint

1. In the Online Platform, click the gear icon and select Admin Settings.
2. In the Showpad Apps section, select SharePoint.
3. Click the Add new connection button.
4. Select the Division to connect with and click the Connect to SharePoint button. This ensures that your connection knows which Division to sync assets to. If you don't have multiple Divisions, the dropdown list is not displayed.
5. Select how to connect:
   • Connect with app permissions - This option provides application-level permissions. It authorizes full access for the Showpad app to operate within SharePoint. This connection is not linked to a specific user.
   • Connect with delegated permissions - This option provides user-level permissions. It authorizes limited access as an individual user. Only content and features accessible to the authorized user are available. See the User Permissions section to learn more about setting this up.
6. This will open an external window, allowing you to log into Microsoft and enable the Showpad app to be able to read and create assets. When ready, click the Accept button.
   
7. Click Next.

Select Assets

This step is used to specify which assets need to be synced to Showpad.

1. Enter or select the SharePoint site or subsite to use.
   When selected, you’ll be able to specify the document library to use:
   
   If the selected Document library contains Yes/No, Text, or Choice columns, you can define the columns and their values for the asset filter. Only assets meeting the filter criteria will be synced to Showpad.
   Click the Add column/value button to define additional columns and values. You can remove columns and values by clicking the minus icon.
2. Optionally, the Exclusions section allows you to define specific file types and tags to exclude. 
   • Ignored File Types - This is a list of file types that will never be synced (even if Showpad supports them). From the dropdown list, select the types of files you don't want to sync.
   • Ignored Tags - This is a list of tags that will never be synced (even if they exist in Showpad). Enter the tags that should not be created or assigned.
3. Click the Next button.
4. Click Yes, continue to confirm the sync.

Map Attributes

Attribute mapping determines which Showpad properties correspond to the columns in the Source (SharePoint).

It’s important to note that properties specified in the mapping are controlled from the Source (SharePoint) and should not be modified in Showpad. This means that every time an asset gets synced, its value in Showpad will be recalculated and overwritten by SharePoint. Any changes made to a property within Showpad will be lost. If you want to maintain control of a certain property within the Showpad Library, do not map it here.

1. Select the column in SharePoint that corresponds to the Name property in Showpad. This mapping is mandatory. All other mappings are optional. You can find a description of the Showpad properties that can be mapped here.  You can define additional mappings by clicking the Add Showpad property button. Click the trash icon to remove a mapping.
   
   Depending on the property, you can add advanced mapping options by clicking the caret next to the dropdown list:
   This opens more options you can configure:
   Clicking Add response mapping enables you to translate specific SharePoint values to their equivalent in Showpad. See the Property Reference Table for all the details.
2. When you’ve completed the mapping, click the Next button.

Confirm Configuration

The last step lets you review your configuration and specify the sync frequency.

1. From the Sync frequency dropdown list, select the frequency that data is synced between Showpad and SharePoint. The default frequency is 15 minutes, meaning that the systems will sync every 15 minutes. The following frequencies are supported:

   	Frequency	Description
   	15 mins	(default) The data is synced every 15 minutes.
   	30 mins	The data is synced every 30 minutes.
   	1 hour	The data is synced every hour.
   	2 hours	The data is synced every 2 hours.
   	3 hours	The data is synced every 3 hours.
   	4 hours	The data is synced every 4 hours.
   	6 hours	The data is synced every 6 hours.
   	8 hours	The data is synced every 8 hours.
   	12 hours	The data is synced every 12 hours.
   	24 hours	The data is synced every 24 hours.

2. Select the Enabled option to immediately enable the sync. If you leave this unselected, the sync will be saved in a disabled state, ready to be enabled at a later point in time.
3. Click the Save connection button.

Once saved, an overview of the configuration is displayed:

Icons are available for you to perform the following actions:

• Enabled - You can enable or disable the sync by toggling the switch.
• Refresh - You can trigger an immediate resync of all assets. This action does not impact the configured frequency schedule.
• Duplicate - You can create a new connection for a different Division or reuse the connection with different settings. 
• Edit - You can edit the configuration settings.
• Delete - You can delete the connection.

You can access your configuration settings at any time via the dashboard. Please refer to the Dashboard section for more information.

Dashboard

The SharePoint dashboard will give you an overview of actions happening with your assets.

At first glance, the Metrics tab shows stats about the total number of files currently synced to SharePoint, the last successful sync, and the last failed sync.

The chart below demonstrates how many assets were created, updated, and deleted by the sync in a given timeframe. Change the date ranges to compare data and group by month, week, day, or hour.

In the Events tab, you’ll find an overview of assets synced to SharePoint with more granular details related to the sync, such as status, operation, timestamps, external ID, and failure reason. You can search for a specific asset, filter by date range, or sort the results as needed. You can also search for failed events with a particular reason for failure. Please check the dropdown menu to see all possible failure scenarios that could occur within your integration.

Property Reference Table

Here is a list of all available properties and types of columns available between Showpad and SharePoint to reference as needed:

	Showpad Property	Description	SharePoint Column Type
	Author	This is used for mapping the Author Property on documents in SharePoint to the Author property in the Showpad Library. In Showpad, the Author property can be found within asset details. Note: These values must match in both Showpad and SharePoint.   Advanced Mapping Options  Showpad options: Default value Response mapping + Use default if not mapped	Person or Group
	Can be annotated	Enables users to highlight text or comment with the Annotation feature in Showpad   Advanced Mapping Options Showpad options: Default value Response mapping + Use default if not mapped	Yes No
	Can be downloaded externally	Controls if files can be downloaded externally or not.    Advanced Mapping Options Showpad options: no 'original'- original version 'pdf' - ”Restrict external download PDF”	Yes No
	Can be downloaded internally	Controls if files can be downloaded internally or not. Advanced Mapping Options Showpad options: no 'original'- original version 'pdf' - ”Restrict internal download PDF”	Yes No
	Can be personalized	Allows users to create a personalized copy of an existing file in Showpad. Files will be stored in the user’s My Files section.   Advanced Mapping Options Expected SharePoint values: Tue False  Showpad options: Default value Response mapping + Use default if not mapped	Yes No
	Can be shared	File Permission to control if Showpad users can share a file with external recipients   Advanced Mapping Options    Showpad options: Default value Response mapping + Use default if not mapped	Yes No
	Countries	This is used for mapping the relevant country to Showpad's asset detail panel and utilized for locale purposes.    Advanced Mapping Options  Showpad options: Default value Response mapping + Use default if not mapped Note: Showpad uses ISO-3166	Single line of text Multiple lines of text Choice Managed Metadata
	Description	This is the description field in Showpad, displayed to the Showpad user when viewing a file.   Advanced Mapping Options  Showpad options: Default value Response mapping + Use default if not mapped	File Single line of text Multiple lines of text Calculated
	Expires at	The data file should become unavailable for users in Showpad. The file will not be deleted in Showpad to maintain insights for reporting purposes.   Advanced Mapping Options  Showpad options: Default value Response mapping + Use default if not mapped	Date and Time
	Languages	This is used for mapping the asset language back to the language property in Showpad's asset detail panel and utilized for locale. The values expected are the abbreviations of the language (for example, 'EN' for English or 'NL' for Dutch).   Advanced Mapping Options  Showpad options: Default value Response mapping + Use default if not mapped Note: Showpad uses ISO-639	Single line of text, Multiple lines of text Choice Managed Metadata
	Name	This is the name of the file visible in Showpad. Showpad will append the file type extension automatically.	File Single line of text Calculated
	Page can be separated	This ensures that proprietary and regulated information is grouped.   Advanced Mapping Options    Showpad options: Default value Response mapping + Use default if not mapped	Yes No
	Released at	The date a file should become available in Showpad for users.   Advanced Mapping Options  Showpad options: Default value Response mapping + Use default if not mapped	Date and Time
	Show in Kiosk Mode	Manages the visibility of files during Kiosk Mode, a protected view mode, to hide internal or confidential files.   Advanced Mapping Options    Showpad options: Default value Response mapping + Use default if not mapped	Yes No
	Tags	The tags assigned to the document in Showpad. Column name will be added in front of the tag, separated by a dash when selecting “incl column name” These tags show up as "External Tags" in the asset properties in Showpad.   Advanced Mapping Options  Showpad options: Default value Response mapping + Use default if not mapped Delimiter	Choice Single line of text Multiple lines of text Managed Metadata Calculated

User Permissions

You can enable non-admin users to set up the integration by either:

• delegating permissions to them in SharePoint
• consenting to the integration on behalf of the organization in Showpad

Delegate Permissions

Because the Microsoft Entra ID can be configured in multiple ways, the instructions in this section will demonstrate the process in SharePoint Online.

1. From the menu on the top left, select Admin.
2. This opens the Microsoft 365 admin center. In the left side menu, click on Show All to expand the section and select Identity.
3. This opens the Microsoft Entra admin center. Expand the Applications section in the left menu, select Enterprise applications, then click Consent and permissions in the Security section.
4. In Admin consent settings, enable the options to allow non-admin users to create a consent request when connecting via the Next-Generation SharePoint connector.

With these settings enabled, non-admin users will see the following message when connecting via the Next-Generation SharePoint connector:

They will have to wait until their admin approves the request. Admins can find and process these requests on the Admin consent requests page.

Once the admin approves the request, non-admin users can use their user account to connect to the SharePoint sites they have access to.

Consent for Organization

If you decide not to enable non-admin users to consent to third-party apps in SharePoint, they will see the following message when attempting to connect:

You can set up the integration so non-admin users can connect by:

1. Follow the steps to Install the SharePoint app and authorize the integration.
2. On step 5 in the Connect to SharePoint section, select the Connect with delegated permissions option.
3. Log in as a qualified admin and check the box to Consent on behalf of your organization.
4. Click Accept.
5. At this point, you can exit the connection setup, and a non-admin user can make the connection. Because an admin has already given organization consent, any other user can now successfully connect to SharePoint.