Manage the SharePoint sync updates (legacy)

Note: This article is about the new beta Admin App, which is still in development. Changes may occur. Please provide feedback directly in the beta app.

Note: As of July 1, 2024, Microsoft no longer supports new connections using the approach described in this article. Existing connections will continue to function normally until sometime in 2026. To connect to SharePoint on or after July 1, 2024, you'll need to follow the instructions in this article.

The latest release introduces changes to our SharePoint integration. This step-by-step guide explains how existing SharePoint integration users should use the recently updated mappings for the Author, Location, and Language properties. These additional mappings are optional, and your SharePoint connector will continue to work without them as well.

Note: If it’s your first time setting up SharePoint synchronization with Showpad, please follow this guide instead. 

Introducing the new options

As an admin using the SharePoint connector, you can now transfer additional fields and permissions from SharePoint to the Showpad Files Library.

To do so, configure columns in your SharePoint document library for:

• Authors 
• Location
• Language 

This value will map to Showpad and reflect in the asset details panel within your Admin App Files library.

Do this step by step

To use the new mapping options, start by migrating your SharePoint Libraries to use the new connector.

1. In Sharepoint, navigate to Site contents and click Showpad Connector.
2. As an existing customer, when you open the Showpad Connector all your details will already be filled in. At the bottom of the page, click Save and grant access.
   
3. After granting access, you will need to accept the Authorization Request. Click Accept, and then you will see the migration page. We recommend you not to add or remove assets from Showpad while the content is being migrated. If the migration process is successful, you will be redirected to the main page of the connector. In case it fails, you will receive an error message. If this occurs, refresh the page. This will restart the migration process. If the error persists, please contact our support team.
   

   Tip: If you have multiple SharePoint Sites that sync to Showpad, we advise you to open the connector for each site, grant the OAuth2 access, and perform the migration step.

Utilize the new mapping options

1. In SharePoint, navigate to the Documents page.
   
2. To use the Author option, you need to create a new column. Click Add Column and select Person as the type. Click Next.
3. Name the column Author and check the box to Allow selection of Groups. Click Save. 
4. The Locale property, composed of Languages and Countries, is also available as a mapping option. To use it, create a Single line of text or Multiple lines of text or Choice or Managed metadata field types to map Languages and/or Countries.
   Multiple columns can be used with this mapping. The values we expect are the abbreviations of the language/country (for example, en - English, be - Belgium). See this page if you need help discovering accepted abbreviations.
5. Navigate to Site Contents and click the Showpad Connector.
6. Within the Documents library, use the drop-downs to utilize your new column.
   In the Author column, select the Author mapping from the drop-down menu. Click Apply when you're ready. Sync column must be set to Publish.
   

   Note: The email address of the Author selected in SharePoint must match the email address of an existing Showpad user.

   Note: If the Author field is not mapped, the author value will default to the user's name who set up your Sharepoint integration.

7. When you add an Author in the SharePoint document details, it will now sync to Showpad's Author property. Groups are currently not supported to map to Showpad.

Learn how this feature works in the current Online Platform.