NetClose - Sharepoint Reconciliations Setup & FAQs

The Document Management feature in NetClose Reconciliations provides the user with a live connection between their Microsoft SharePoint files and the Reconciliation Records within NetClose. This feature streamlines the reconciliation process by providing the user with a direct link to all support documentation and the ability to auto-create support "Items" within the Reconciliation Record. The walkthrough below explains how to set up Document Management. 

 

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Initial Setup

  1. Download the Shared Transactions SuiteApp (No additional cost) .

  2. Navigate to Netgain > Setup > System Setup> Document Management

  3. Specify the URL of the SharePoint Site that you will be using for Document Management. Note that the URLs when accessing the same Site through SharePoint or OneDrive are different, make sure you use the SharePoint URL.

  4. The system will automatically create a "Netgain Tools" folder. The user can specify where they want that folder to be stored under the field "SharePoint Folder Path". If no folder path is specified, the "Netgain Tools" folder will be created at the root folder of the drive. If anything is populated in the Netgain Tools Folder Path folder, then there needs to be a forward slash before the value initial value. For example, if there is a folder named "Reconciliations" in the Root Folder that you want to use for your reconciliations then in the SharePoint Folder Path you would type "/Reconciliations"


  5. Click on the Microsoft Authentication link. This will prompt the user to sign in to their Microsoft account. Once signed in, the system will gain access to the user's authorized folders. Users will know the connection was successful when there are asterisks under the "SharePoint Access Token" field.

Frequently Asked Questions

Question: What access does the Netgain Tools application gain to the SharePoint Site?

Answer: The Netgain Tools application gains access to all folders that the specific user who clicked the Microsoft Authentication Link has access to. However, the Netgain scripts only look at the Netgain Tools folder and any folders/files contained in that folder. The scripts will never look outside of the Netgain Tools folder. 

Some users choose to setup a separate SharePoint site that is specifically for NetClose reconciliations and create a user that only has credentials to access that SharePoint site to silo the access Netgain Tools has to just that specific site. 

Question: Does the user who is clicking the Microsoft Authentication Link need to be a Sharepoint Super Admin or Site Admin?

Answer: Netgain Tools does not require that the user authenticating the connection have any administrator rights. However, some companies have SharePoint settings that require that only users with administrator rights can enable 3rd party access to SharePoint sites or that an admin has to approve any attempt to connect a 3rd party. If that is the case, then the user who authenticates does need to be an administrator or an administrator needs to be notified. 

Question: How does Netgain Tools connect to Microsoft SharePoint?

Answer: Netgain uses the Microsoft Graph API to access the files in a user's SharePoint. The Graph API utilizes access tokens to ensure that each time Netgain makes a call to the SharePoint through the API that Netgain Tools still has approved access from the initial user. 

Question: Do all NetClose users need to have access to the SharePoint site?

Answer: All NetClose users do not need to have access to the SharePoint site. Any user can click sync files to bring items in from the SharePoint. Only the initial user who clicks Microsoft Authentication Link and authorizes the connection needs SharePoint access.

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