Setting up Document Entry Synchronization

While Document Central is typically integrated with external repositories as SharePoint or Azure Blob Storage, there might be cases where documents are uploaded directly to the repository, bypassing Document Central. Such documents will not be recognized by Document Central unless a Document Entry Synchronization is performed.

The Document Entry Synchronization matches repository documents with Document Central entries, creating new versions, adding new documents, or deleting documents to maintain consistency.

Synchronization is conducted per document library and subsite in the background.

Important

Default mappings must be configured in document libraries for synchronization to work. Mappings are included in the standard configuration. Verify mappings if using am custom configuration.
Up to 10 background sessions per tenant can be processed concurrently. Additional sessions queue until slots become available.
Only documents with the Primary Key (Include in Query) filled in will synchronize. (SharePoint only)

Info

The Document Entry Synchronization list starts empty. Populate it using the Fill Synchronization action initially.

Setting up Default Mappings

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

Navigate through the Document Central - Administrator role center.
Click on Repository in the ribbon bar and execute the action Document Libraries.
Select the Document Library which should be edited and use the Edit Action.
Select a mapping code in the Default Mapping field.
The default mapping is now set for the document library.

Setting up a Date Filter for the Synchronization

A date filter can be applied in the synchronization entry to define the range of documents to be synchronized based on their last modified date.

Info

Documents that do not fall within the specified date range will not be synchronized, even if they were recently deleted from SharePoint.

To configure a date filter in the Document Entry Synchronization, follow these steps:

Navigate through the Document Central - Administrator role center.
Click on Repository in the ribbon bar and select Document Entries Synchronization.
Enter the desired date filter value in the Date Filter field.

Important

This feature is available exclusively for SharePoint repositories.

Manual Synchronization of the Document Library

Warning

Synchronizations can take significant time. Schedule after work hours for large document libraries.

To manually synchronize the Document Library do the following:

Navigate through the Document Central - Administrator role center.
Click on the All Cue in the Role Center in the section Synchronization.
Select the document libraries to be synchronized and click the Start Synchronization action in the ribbon bar.
The synchronization will start for the selected document libraries.

Info

Post-synchronization, status resets to its previous state unless errors occur.

Automatic Synchronization of the Document Library

Warning

Synchronizations can take significant time. Schedule after work hours for large document libraries.

The second way to synchronize the document library is to configure it so that synchronization happens automatically. When the Synchronization status is set to Ready, a Document Central job queue will automatically start the synchronization process.

Navigate trough the Document Central - Administrator role center.
Click on the All Cue in the Role Center in the section Synchronization.
Select the document libraries to be synchronized and click the Set Ready action in the ribbon bar.
The synchronization will run automatically for the selected document libraries.

Important

The Job Queue "Document Central Job Queue - Synchronize Document Library" must be properly configured.
After automatic synchronization completes, the status resets to Ready, allowing the job queue to perform future synchronizations.

Clearing Document Entries

The Document Synchronization allows to clear all Document Entries for an Document Library. This can be done as follows:

Navigate trough the Document Central - Administrator role center.
Click on the All Cue in the Role Center in the section Synchronization.
Select the document libraries to be cleare and click the "Clear Document Entries" action in the ribbon bar.
Click on yes in the shown Confirm.

Info

Only the entries in Document Central will be cleared, the entries in the repository remain unaffected..

Status of the Synchronization

Each synchronization entry has a status that indicates the current progress and state of the document synchronization. The following statuses are available:

Status	Description
Ready	The Job Queue Synchronize Document Library will start processing the entry.
On Hold	No action is currently taking place. Synchronization can be performed manually. To enable automatic synchronization, use the 'Set Ready' action.
Error	An error has occurred, stopping the document library synchronization. The process can be restarted from the exact position where it stopped.
In Process	The synchronization is currently in progress.

Info

When the status is "In Process", the synchronization can be stopped and continued again after a while. Altough it is possible. It is not Recommended due to the Pause duration cannot be infinite.

Important

The Status from The Document Entry Synchronization can be reset trough the "Reset" Action in the list. If the Action was performed, the current progress of the Synchronization will also be reset and when the next synchronization is started, it will be startet from the start.

Notes

When synchronizing from Azure Blob Storage, updates to document entries may take some time to appear. This delay is due to the technical process of synchronization between Document Central and the Azure Blob Storage. As long as the status remains "In Process", there is no need to worry.
The synchronization process may take a significant amount of time, depending on the number of documents in the repository.