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Setting up the Repository

Document Central supports various repository types. For a productive environment, it is recommended to use SharePoint or Azure Blob Storage. For quick setup and testing, the database type can be used. However, the database type should not be used for a productive environment, as documents are stored directly in the Business Central database. Document Central provides wizards for configuring the different repository types.

Setting up a SharePoint Repository

SharePoint can be deployed locally or online in Office 365. The setup must be specified according to the available SharePoint version.

Creating a New SharePoint Site

To create a new SharePoint repository, follow these steps:

  1. Start in the role Document Central - Administrator.
  2. Click on Setup in the ribbon bar and perform the action Repository.
  3. Perform the action New in the ribbon bar.
  4. Start the wizard with the action Begin.
  5. Enter the repository code by typing a code in the Repository Code field.
  6. Select the repository type SharePoint in the Repository Type field and click Next.
  7. Check the box Create a new SharePoint subsite.
  8. The system checks if the app registration still exists. If not, the app registration wizard will be executed. Please complete the app registration wizard first.
  9. Enter the name of the SharePoint site by typing a name in the Site Name field.
  10. Specify the privacy settings of the SharePoint site in the Privacy Settings field.
  11. Enter the language ID of the SharePoint site in the Language ID field and click Next.
  12. Select the authentication type of the SharePoint site in the Authentication Type field and click Next.
  13. Add additional users to the SharePoint site or click Skip.
  14. Check the box Set as active repository to make this repository active.
  15. The SharePoint site is now created and activated as the active repository.

Information

Creating a new SharePoint site from Document Central is only possible in SaaS environments. The option to create a new SharePoint site is not available in on-premises environments. If a local SharePoint site is to be used, select the option Use existing SharePoint subsite.

Updating the Repository

When updating the repository, Document Central synchronizes the configured SharePoint structure with the current state in SharePoint. Metadata, content types, and document libraries are checked and updated accordingly.

  • Metadata is compared with the fields available in SharePoint. Depending on the result, they are set to published or unpublished.
  • Content types are checked at the SharePoint level to see if they exist and are set to published or unpublished accordingly.
  • Content types within document libraries are checked library-wise. It is verified whether the content type exists in the respective document library. Additionally, the ID of the content type within the document library is stored in Document Central.
  • Document libraries are matched with the existing SharePoint libraries. Depending on their existence, they are set to published or unpublished. Additionally, Document Central stores SharePoint-specific information, such as the explicit name of the list.

This synchronization ensures that the configuration in Document Central matches the actual structure and current state in SharePoint.

Follow these steps to perform a repository update:

  1. Start in the role Document Central – Administrator.
  2. Click on Setup in the ribbon bar and perform the action Repository.
  3. Select your SharePoint repository and open the settings by clicking Configure.
  4. Perform the action Update Repository.

The SharePoint repository is now being updated.

Using an Existing SharePoint Site

If an existing SharePoint site is to be used in an on-premises environment, the relevant information to connect to the SharePoint site must be entered manually.

To use an existing SharePoint site in SaaS or On-Premise, follow these steps:

  1. Start in the role Document Central - Administrator.
  2. Click on Setup in the ribbon bar and perform the action Repository.
  3. Perform the action New in the ribbon bar.
  4. Start the wizard with the action Begin.
  5. Enter the repository code by typing a code in the Repository Code field.
  6. Select the repository type SharePoint in the Repository Type field and click Next.
  7. Check the box Use existing SharePoint subsite and click Next.
  8. Enter the name of the SharePoint site in the Sitename field.
  9. Enter the URL of the SharePoint site in the Web Application URL field.
  10. Enter the language ID in the Language ID field.
  11. Select the authentication mode of the SharePoint site in the Authentication Mode field.
  12. Enter the authentication information depending on the authentication mode.
  13. Check the box Set as active repository to make this repository active.
  14. The SharePoint site is now connected and activated as the active repository.

Basic

Basic authentication uses the O365/Azure AD credentials to authenticate with SharePoint.

Modern

Modern authentication uses the app registration in Azure AD to authenticate with SharePoint. If the app registration has not been set up previously in the Document Central module, this setup wizard will automatically create a new app registration.

Added as Existing SharePoint

When using an existing SharePoint site, the Boolean field Added as Existing SharePoint in the repository configuration is automatically activated. This indicates that the repository was not created through Document Central but was added manually. When this Boolean field is active, users are not prompted to add new users to the SharePoint group during licensing, as manually added SharePoint sites typically do not have the Microsoft 365 group that is automatically created when a SharePoint repository is created through Document Central. Users can manually activate or deactivate this Boolean field in the repository configuration as needed.

Checking App Registration Permissions in a Second Environment

When setting up a second environment (e.g., a test environment), it is important to check whether the existing app registration already has the required permissions.
To check this:

  1. Open the Setup Module.
  2. Navigate to the App Registration section.
  3. Check the permission status of the app.

Well done!

After successfully creating your SharePoint repository, you can publish metadata, content types, and document libraries on the SharePoint site.

Microsoft 365 Group from SharePoint

When a SharePoint site is created through Document Central, a Microsoft 365 group with the same name as the SharePoint site is automatically generated. This group allows Document Central to manage permissions for users on the SharePoint site.

When activating a new SharePoint repository, it is checked whether Document Central users are members of the SharePoint group, and they are marked as synchronized in the user list. Additionally, users can be added manually or during licensing from the Document Central user list.

Troubleshooting

If errors occur when synchronizing Document Central users with the Microsoft 365 SharePoint group, please check whether the sitename in the repository exactly matches the name of the SharePoint site.

Database Repository

The database option should only be used for testing or demonstration purposes. All documents are stored directly in the database, which can drastically increase the database size.

To create the database repository type, follow these steps:

  1. Start in the role Document Central - Administrator.
  2. Click on Setup in the ribbon bar and perform the action Repository.
  3. Perform the action New in the ribbon bar.
  4. Start the wizard with the action Begin.
  5. Enter the repository code by typing a code in the Repository Code field.
  6. Select the repository type Database in the Repository Type field and click Next.
  7. Check the box Set as active repository to make this repository active.
  8. The database is now set as the active repository.

Warning

Files and documents are stored in the BLOB field when Database is selected as the repository type. This can lead to significant growth of the database.

See also