How to configure settings in SuperOffice Settings and maintenance

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Environment: cloud
• 7 minutes to read
 • 7 minutes to read

The configuration in Settings and maintenance is point-and-click. This part is primarily to select the values already created in the first part.

SuperOffice Settings and maintenance​

You select your document library in Settings and maintenance > Preferences > Document library: ​

SuperOffice Settings and maintenance document library – Location​ -screenshot

  • Default is SuperOffice document library, and you can change that to SharePoint​.
  • During configuration of your new document library, Settings and maintenance will show an intermediate state.​
  • When you are finished and have confirmed that you will use SharePoint, the state in Settings and maintenance changes to Microsoft SharePoint Online.
Note

It will be possible to change some of the settings in the Wizard later​.

Five-step configuration ​wizard

Microsoft SharePoint Online wizard header -screenshot

  • Each of these steps must be filled in completely before you can move to the next step. The Next step button is disabled until you have finished the step.
  • If Next step is disabled, use the Save and Close button to save your settings so far and return to finish the configuration later.
  • The Previous step button takes you back one step.​
  • Click Discard changes to cancel your edits.

Step 1 – CRM compatibility

First, we run a set of validation test.

Microsoft-login only:

  • For your integration to work properly, we support only users with Microsoft login. Users from other vendors / password login will not be able to create, edit, or delete documents, and that will cause problems.

  • If not successful, this test will cause an error and you will not be allowed to proceed with the configuration.

    Note

    If you need temporary access from consultants, those users must be set to former employees during configuration.

User names:

  • We check that all users belongs to the same Microsoft domain. If they do not, that could cause issues when applying permissions to or creating SharePoint documents.

  • If unsuccessful, this test will cause a warning with information, but you will still be able to proceed with the configuration.

Microsoft SharePoint Online wizard CRM compatibility check -screenshot

Step 2 – Sites and folders​

​SuperOffice documents - location, folders and filenames​

  • Site in SharePoint: Choose your site from the dropdown. You must have permission level Owner to be able to select a site.

  • Document library: Select from the drop-down​.

  • Folder structure: You can select between​ User group, Author, Template type, Company name, and Project​. You can also organize the folders in Yearly subfolder​.

  • File name: Select between Heading or Heading - Company name​.

SuperOffice document templates

Note

We recommend that you use SharePoint to store your new document templates, then you will be able to use Microsoft 365 online to edit them​.

  • Just select Site in SharePoint and Document library from the dropdowns​.

    SuperOffice document templates – Location​ -screenshot

Step 3 - Document properties​

Select SuperOffice documents fields to transfer as SharePoint document properties​.

We recommend that you select all here. These fields will appear as columns in your SharePoint document library​.

  • Based on these fields you can create views in your SharePoint document library​. And you can choose to hide some of these fields there​.

    Note

    To maintain changes to documents in SuperOffice, we must store the ID of the fields. You can hide these columns in your SharePoint document​.

  • You can also search and group by these fields in SharePoint.​

    SuperOffice documents fields -screenshot

Step 4 - Groups and access​

Groups and access​ -screenshot

Confidentiality in SharePoint (Visible for)

Group access on SharePoint documents based on Visible for settings.

  • If you plan NOT to use Visible for, leave this ticked off.​ Go to the next section.
  • If you plan to use Visible for (or already do so), tick this checkbox. Follow the next steps.

To to set permissions on documents in SharePoint, the app needs to have Read Write permission to selected site. This is a one-time authorization and will include only the site you have selected for your SuperOffice documents.

Apps for SuperOffice (system user)

To use any app for SuperOffice that interacts with documents (to use Visible for, to migrate documents, or have a third-party app that creates documents in SuperOffice), you need to enable a system user. We recommend you keep this on and go through the authorization.

Authorize

Note

This requires authorization by a Microsoft 365 Global Administrator. That user must also be in the owner group of the site (needs owner permission to the site to set Read Write permission)​.

  1. Press Authorize to start the authorization process.

    • If you are a Microsoft 365 Global Administrator, you can authorize now.

    • If not, you must copy the URL and send it to someone with that role in your organization.​ If you wait for an authorization, you can press Save and Close and return to your settings later.

Map user groups

When the SuperOffice app has been authorized, you can map your SuperOffice user groups to AD-groups within your document library.​

All SuperOffice user groups must be mapped before you can move to the next step.​

See the reference of permissions in SharePoint​ for more information.

Map your SuperOffice user groups to AD-groups within your document library -screenshot

Step 5 - Review and confirm​

​Read carefully and make sure you have the correct settings. When you are sure, click Confirm​.

​ Review and confirm -screenshot

Caution

After you have confirmed, you will not be able to change the Site in SharePoint and Document library settings.