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Setting up Document Entry Synchronization

Document libraries store documents. Files and documents may be stored directly in SharePoint. Synchronization is necessary to ensure they are displayed and listed in Document Central. This can be automated using a job queue entry. Synchronized documents will be created as entries in the Document Entry table.

To activate document library synchronization, follow these steps:

  1. Navigate through the Document Central - Administrator role center.
  2. Click on Repository in the ribbon bar and execute the action Document Entries Synchronization.
  3. Execute the Fill Synchronisation action in the ribbon bar.
  4. Select the document libraries to be synchronized and click the the Start Synchronization action in the ribbon bar.
  5. The synchronization will run for the selected document libraries.

Important

  • To ensure successful synchronization, default mappings must be configured in the document libraries. These mappings are included in the standard setup. If a manual setup has been done, it must be considered.
  • The server instance can process up to 10 background sessions per tenant simultaneously. Any requests exceeding this limit are queued until a slot is available.
  • Only documents with the Primary Key (Include in Query) field filled in the repository will be synchronized with Document Central.

Setting up default mappings

If the default mappings have not been set in the document libraries, they can be configured manually.

To assign a default mapping to a document library, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Repository in the ribbon bar and execute the action Document Libraries.
  3. Click on the document library Code that should be configured with the default mapping.
  4. Select a mapping code in the Default Mapping field.
  5. The default mapping is now set for the document library.

Clear document entries

Documents entered for a document library are saved in Document Entry. You can delete these entries to allow for complete re-synchronization, if needed.

To clear entries for a document library, follow these steps:

  1. Navigate through the Document Central - Administrator role center.
  2. Click on Repository in the ribbon bar and execute the action Document Entries Synchronization.
  3. Select the document libraries to be synchronized and click the the Clear Document Entries action in the ribbon bar.
  4. Confirm the message with Yes to delete the document entries for the selected document libraries.
  5. The document entries for the selected document libraries will be deleted.

Reset the synchronization state

The number of entries that have already been synchronized or failed is logged. The status can be reset for individual document libraries.

To reset the document library synchronization state, follow these steps:

  1. Navigate through the Document Central - Administrator role center.
  2. Click on Repository in the ribbon bar and execute the action Document Entries Synchronization.
  3. Select the document libraries to be synchronized and click the the Reset action in the ribbon bar.
  4. The status for the selected document libraries will be reseted.

Setting up synchronization via job queue

Individual document libraries can also be synchronized using the job queue.

To set a document library to be ready for synchronization via the job queue, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Repository in the ribbon bar and execute the action Document Entries Synchronization.
  3. Select the document libraries to be synchronized and click the the Set Ready action in the ribbon bar.
  4. The default mapping is now set for the document library.

Info

To synchronize the document libraries automatically via the job queue, create the job queue entry SYNCHDOCLIB. To stop the synchronization for a document library, use the Set On Hold action.