To configure a document distribution rule within a SharePoint EDM integration service

In order to control which Civica Cx Housing communications should be transferred to SharePoint, an end user can configure the underlying template definitions with the Send to EDM attribute - an option that is only visible once an Integration Management service has been configured for the incumbent EDM system variant (on-premises or online). Through the configuration of  document destination rules, the core functional components - entity parameters - included as part of the overall communication definition are then used to channel the published document to the correct EDM folder. Delivered through the SharePoint Storage tab, any number of rules can be created using a series of prescribed 'destination type' operators: (1) Fixed Folder - Denotes that documents matching the defined entity will always be stored in the same location, with the precise UNC folder path recorded against the rule definition; (2) Derived Folder - The target folder for documents matching the defined entity will either be determined from a custom stored procedure, returning the folder name based on the unique entity identifier, or derived from a single communication attribute (a contact reference, an asset reference, a data tag, or a user-defined field).

The procedure to configure a document distribution rule within a SharePoint EDM integration service is as follows:

1. Navigate to Quick Menu > System > Configuration > Integration Management. The Integration Management window is displayed.
2. Expand the SharePoint content store subheading from within the nested EDM System classification structure and select an associated integration service from the alphabetical list (or enter its name into the Search Integrations field). By default the list is filtered to show Current integration services. An alternative filter can be applied using the Select view drop-down field: Expired, Future or All combinations 1.
3. Click on SharePoint Storage. The SharePoint Storage tab is activated.
4. Click on New Destination Rule. The Document Destination Rule window is displayed.
5. Enter a Description for the document distribution rule into the field provided 2.
6. Using the Entity type drop-down field, select the focus area for those documents that will be distributed to the correct EDM store location via this custom rule.
7. Where the destination rule is commonly used for the selected focus area, activate the Default rule for entity type tick box provided.
8. Activate the All communication definitions tick box to apply the destination rule to all documents generated for the selected entity type. Alternatively, use the spy-glass icon () to launch the All Communication Definitions window, from where a subset can be selected: (a) Activate the tick box against one or more communication definitions that will be subject to the rule 3; (b) Click on Add to transfer the chosen subset to the right ('required') pane, or Add All to transfer all displayed records, irrespective of tick box status 4; (e) Click on Select - The nominated communication definitions are summarised against the relevant caption.
9. Activate the All form definitions tick box to apply the destination rule to all generic forms compiled for the selected entity type. Alternatively, use the spy-glass icon () to launch the All Form Definitions window, from where a subset can be selected: (a) Activate the tick box against one or more form definitions that will be subject to the rule; (b) Click on Add to transfer the chosen subset to the right ('required') pane, or Add All to transfer all displayed records, irrespective of tick box status; (e) Click on Select - The nominated form definitions are summarised against the relevant caption.
10. Using the Destination type drop-down field, select the preferred derivation method for the target location within the EDM store i.e. Fixed Folder or Derived Folder; the specific Folder location must also be nominated using the adjacent spy-glass icon ().
11. Using the Document content type drop-down field, select the applicable classification category that will be used to identify the target location.
12. Where the Derived Folder option has been nominated for the destination rule, specify the accompanying Identification method i.e. Folder Name or Folder Metadata; otherwise proceed to step 15.
13. Where Folder Name is the chosen Identification Method, use the Folder name stored procedure field to capture the name of the SQL stored procedure that will be executed to return the intended folder.
14. Alternatively, where Folder Metadata is the chosen Identification Method, complete the supporting attribute fields to define the matching criteria for the destination rule. The range of potential fields are captured in the table below.
15. Choose an Effective from date for this document distribution rule i.e. the date on which it came into effect 5.
16. Choose an Effective to date if the document distribution rule is to be reviewed on a specific date or to capture a change of circumstances; a blank field means the rule will be continually valid.
17. Click on Confirm. The new destination rule is displayed in the summary table.
18. Repeat steps 4 through 17 to add further document destination rules that are aligned to other entity type focus areas.
19. Click on Save.

Note

1 The Search Integrations field will match against any element of the EDM service description.

2 System validation rules ensure that the description entered for each SharePoint storage destination rule is unique for the effective period.

3 The returned results, which transcend all site collections applicable to the overarching company, can be refined further by entering a component of the communication definition into the dynamic search field provided.

4 In the same way, use the options Remove and Remove All in conjunction with the associated tick box fields to transfer document definitions out of the right ('required') pane.

5 The Effective from date defaults to the current system date and cannot be left blank.

See related topics...

SharePoint EDM integration management overview

To define the SharePoint document transfer properties using communication metadata