9 Replies Latest reply on Sep 3, 2014 4:39 AM by glenmaroney

    Where in SharePoint are my Documents Added?

    glenmaroney

      Hello J4SP community,

       

      After a really troubled start, I now have my Jive Cloud site connected to my On Premise SP2010 environment :-)

       

      I have connected a Jive Space to an existing SP site with a single document library in it. I am able to socialise individual documents by using the Remote Docs feature. I can use the search integration and that's ok.

       

      What I'm totally confused about is what happens when I upload documents via Jive. The UI in Jive tells me that the document will be added to SharePoint but doesn't indicate where abouts it will go. The document appears to be successfully added as I can consume it within Jive (which still tells me it's in SharePoint). However, when I view it from within Jive it is opened by a servlet which hides the true location of the document from me. I then flick across to SharePoint and the document isn't found anywhere. It's not in a document library. It can't be found by search. I therefore assume that the documents are either:

       

      a) Added to a hidden document library I can't access through the SharePoint UI; or

      b) The document is added as a draft that is only accessible to the Jive Service Account I created when setting up the integration and this same account is used to show the document through Jive.

       

      Neither of these scenarios really work as I need to have the document accessible through SharePoint so I can run workflows, view history and do compliance / audit type stuff with them.

       

      Can anyone shed any light on what's actually happening?

       

      Really appreciate your help.

       

      Glen

        • Re: Where in SharePoint are my Documents Added?
          glenmaroney

          I finally worked this out for myself so hopefully answering it here will assist other newbies.


          When connecting to an existing site, a new library is created in SharePoint called Jive Documents. All documents added via Jive are in here.


          By default, this new library is owned by the Jive integration service user (setup when configuring the SharePoint Connector) and permission is granted to the Jive Owners group in SharePoint (also created by the integration).


          If everyone needs to see the documents uploaded via Jive, they need to be added to this SharePoint group, otherwise they will see the documents in Jive as it impersonates using this service account identity. The real downside of this is that if you look in SharePoint, the documents have been created by the service account user rather than the user who actually created it in Jive. This could be a real show stopper for anyone who requires the SharePoint storage for audit purposes.


          Mor Avital - I'm hoping there is a way around this? Are you able to advise if there is a setting somewhere to avoid this situation?


          Thank you.


          Glen

           

            • Re: Where in SharePoint are my Documents Added?
              mavital

              Hi Glen,

               

              First, sorry to hear you had issues configuring Jive for SharePoint in your environment. We have a professional services engagement that comes alongside Jive for SharePoint specifically to help you with these challenges so that you can more easily get started.

               

              Second, you are correct that documents that are uploaded via Jive are stored in a hidden Jive Documents library that is only available to the site collection admin. We purposely do this so that these files can't be modified in any way - new versions uploaded, permissions changed, etc - which would break the integration. Thus, I would suggest not adding anyone to any user group who can see these files, as that's not the best practice for the integration. Instead, the way to see these files in Jive is via the Jive Recent Activity or Jive Content web parts, which show all content that is on the Jive side. The files can be accessed and downloaded from there, and users can also comment on them.

               

              For future versions of Jive for SharePoint we are working on a more seamless experience regardless of where the files were uploaded, but for now the method I mentioned above is the easiest and most supported way of getting access.

               

              Hope that helps, please let me know if you need anything else.

               

              Thanks,

              Mor

                • Re: Where in SharePoint are my Documents Added?
                  glenmaroney

                  Hi Mor,

                   

                  That really does help – thank you. It’s good to understand the best practice with this.

                   

                  My major concern at this stage is compliance with record keeping legislation which would dictate that we know the user who created the document and who modified it. Is there a way to get Jive to create the SharePoint documents with the correct username (i.e. the person who actually added it to Jive)?

                   

                  Thanks again.

                   

                  Glen Maroney

                   

                  Chief Technology Officer

                  m  +61 (0) 434 713 702

                  t     1300 835 723

                  a    Level 18, 197 St. Georges Terrace, Perth, WA 6000

                  www.velrada.com<http://velrada.com/>

                  • Re: Where in SharePoint are my Documents Added?
                    glenmaroney

                    Sorry Mor but I have another question too.

                     

                    The web parts are not added to Existing SharePoint sites. Only to new sites when you select the New Site with Jive Integration option. You can’t export the web parts from one of those sites and add it to an existing site because they are Visual Studio web parts that don’t support it.

                     

                    Is there some other way of adding these web parts to existing SharePoint sites so that we can follow best practice?

                     

                    Glen Maroney

                     

                    Chief Technology Officer

                    m  +61 (0) 434 713 702

                    t     1300 835 723

                    a    Level 18, 197 St. Georges Terrace, Perth, WA 6000

                    www.velrada.com<http://velrada.com/>

                      • Re: Where in SharePoint are my Documents Added?
                        mavital

                        We don't automatically add the webparts to existing sites because we don't want to modify your existing site template without the site owner's knowledge. But if you edit the site you'll see the Jive webparts available for you to choose from and drop onto the page wherever you want.

                          • Re: Where in SharePoint are my Documents Added?
                            glenmaroney

                            Sorry Mor, I’m not seeing the web parts to select, that’s the issue. They’re not added to the web part gallery despite the J4SP solution package seemingly being correctly installed.

                             

                            I don’t have any way to check if the installation was definitely successful though as the documentation refers to older versions of the solution package.

                             

                            Glen Maroney

                             

                            Chief Technology Officer

                            m  +61 (0) 434 713 702

                            t     1300 835 723

                            a    Level 18, 197 St. Georges Terrace, Perth, WA 6000

                            www.velrada.com<http://velrada.com/>