Documents

note

If you are using InLoox Self-Hosted, enter either the path of the file server or the URL of your Microsoft SharePoint Server® Online during the installation process. You cannot change the document storage later via the InLoox settings.

If you use InLoox Professional or InLoox Enterprise, you can either store your documents in the InLoox Cloud or use Microsoft SharePoint Server® Online.

Select document storage — InLoox Cloud or Microsoft SharePoint Online

1. Click on your profile picture in the upper-right corner of InLoox Web App.
2. Click on Account Settings.
3. Click on Documents.
4. Select the InLoox Cloud as the storage location for your documents.
5. Or enter the URL of your company's SharePoint Server Online.

tip

If you have previously connected your MS365 account, the available SharePoint sites will be displayed in a drop-down menu from which you only need to select.

Rule for document library

After entering the URL of SharePoint Online as the document storage for the base path, you need to define the rule for the document library.

1. Click on the 3 dots next to the Rule for document library field.
2. Select one of the dynamic placeholders, e.g., Division (Division name).

A folder with the department name (e.g., Marketing) is now created under the specified SharePoint path. For this rule to work, your projects must be assigned to a division on the manage page.

Rule for subfolders

Optionally, you can also define a rule for creating subfolders. For example, if you want the subfolder structure to be based on the current year, select the dynamic placeholder Current year.

1. Click on the three dots next to the Rule for subfolders (optional) field.
2. Select a dynamic placeholder, e.g., Current year.
3. Separate further subfolders with / and select another dynamic placeholder.

Example: <CURRENT_YEAR>/<PROJECT_NAME><PROJECT_NUMBER> creates the structure: 2024/Project name Project number.

Rules for creating additional subfolders

You can also create additional, differentiated subfolders according to other rules. For example, if you always need an "Orders" folder for projects in the Sales department, you can define a rule for automatic creation.

1. In the InLoox Settings, click on Documents and then on the Structure tab.
2. Click on New to create a new rule.
3. Enter the name of the folder (e.g., "Orders"). InLoox creates the rule.
4. In the Field column, click the arrow and select the parameter that triggers the rule (e.g., Division).
5. Enter the division name in the Rule column.

warning

The expression must match the name exactly. If the department is "S-Sales", the rule will not apply if you only enter "sales".

Changing the document library

If you use InLoox Self-Hosted, you cannot change the document library in the InLoox settings.

If you use InLoox Professional or InLoox Enterprise, you can:

• Switch from InLoox Cloud to SharePoint Online — This change does not apply retroactively. Documents in the InLoox Cloud must first be downloaded and saved locally. Documents are not automatically transferred.
• Change the SharePoint URL — This change takes effect when new project documents are added for the first time. Existing subfolders are not deleted or renamed.

Editing and deleting rules

Click in any input field of a rule to edit it.

info

Changes do not apply retroactively. A rule change only takes effect when you store another document in a project to which this rule applies.

To delete a rule, click the red trash can icon and confirm by clicking Delete.

Folder path and structure

The SharePoint root path, the rule for the document library, and the rule for the subfolder are combined to form the URL structure:

<ROOT PATH>/<DOCUMENT LIBRARY RULE>/<SUBFOLDER RULE>

Additional subfolders created via rules in the Structure tab are placed inside the subfolder created in the Document Library tab.