intralinks connector for sharepoint 2013 user guide 2013 user guide.pdf · permissions object –...

Intralinks Connector for SharePoint® 2013

User Guide

Intralinks 24x7x365 support US: + (1) 212 543 7800 UK: +44 (0)20 7623 8500.See Intralinks login page for other national numbers

Copyright © 2014 Intralinks, Inc. Version 3.4-M5 June 2014

Intralinks Connector for SharePoint 2013 User Guide page 1

Table of ContentsChapter 1: Introduction.....................................................................................2

Purpose of this document...................................................................................................2SharePoint and Intralinks terminology compared ........................................................3

Target audience for this document .....................................................................................3Setting up and connecting the Intralinks Connector for SharePoint ...................................3How the Intralinks Connector for SharePoint works ...........................................................4

Folder and document operations in SharePoint...........................................................4Folder and document operations on your Intralinks exchange ....................................5Bidirectional synchronization........................................................................................6Permissions..................................................................................................................7Custom fields ...............................................................................................................7Creating users on your Intralinks exchange.................................................................8

Chapter 2: Using the Intralinks Connector for SharePoint..............................10SharePoint Procedures ....................................................................................................10Connecting your SharePoint site to an Intralinks exchange .............................................11Working with a single SharePoint Library.........................................................................15Working with a multiple SharePoint libraries ....................................................................18Working with folders and documents................................................................................20Working with permissions.................................................................................................29Working with groups .........................................................................................................33Working with users ...........................................................................................................36Working with custom fields ...............................................................................................38Using the Push and Pull queues ......................................................................................41Working with SharePoint and your Intralinks exchange ...................................................45

Chapter 3: Troubleshooting............................................................................48A document exists on SharePoint but not on the Intralinks exchange .......................48A document exists on the Intralinks exchange but not on SharePoint .......................48The number of characters in the filename/temp folder path exceeds the maximumlimitation for SharePoint .............................................................................................49Custom fields display on the Intralinks exchange but not on SharePoint ..................49Users exist on the Intralinks exchange but not on SharePoint...................................49Intralinks document permissions don’t apply to SharePoint users.............................49I can’t find Intralinks users in the SharePoint users list..............................................50The Push queue is not being updated when documents are added to the SharePoint Library .....................................................................................................50The Push queue is updating but Intralinks is not being updated................................50My credentials are valid but I can’t log in ...................................................................50Advanced Folder Mapping is not populating the IL Folders drop-down menu ...........50

Appendix A: Advanced Folder Mapping .........................................................52Deleting Mapped Top Folders from your Intralinks Exchange..........................................53Deleting Mapped SharePoint Document Libraries ...........................................................54Renaming Mapped Top Folders from your Intralinks Exchange ......................................55Renaming Mapped SharePoint Document Libraries ........................................................56

Chapter 1: IntroductionThe Intralinks Connector for SharePoint® enables you to synchronize the folders and files in a SharePoint Library with a mapped set of folders and files on your Intralinks exchange.

The Intralinks Connector will automatically upload and download documents from Intralinks. This allows you to "pull" information posted to Intralinks into SharePoint for internal distribution and to “push” information to your Intralinks exchange using SharePoint.

Note: The Intralinks Connector supports the linkage of a single SharePoint site to a single Intralinks exchange. You can create a new site for this purpose, or use an existing site.

Purpose of this document

The Intralinks Connector for SharePoint 2013 User Guide provides step-by-step procedures for performing Intralinks exchange-related tasks from within your SharePoint Library. This guide assumes a basic familiarity with standard SharePoint procedures such as adding folders, deleting documents, and adding users and groups.

The guide also assumes a basic familiarity with Intralinks terminology. A comparison of related SharePoint and Intralinks terminology is provided below. For other Intralinks related questions, consult your Intralinks customer support representative.


SharePoint and Intralinks terminology compared

1 Both SharePoint permissions and Intralinks exchange user roles can be applied using

SharePoint. These roles operate independently and will not affect each other. 2 Both SharePoint permissions and Intralinks exchange permissions can be applied using

SharePoint. These permissions operate independently and will not affect each other.

Target audience for this document

The Intralinks Connector for SharePoint 2013 User Guide is intended for the SharePoint Content Manager who uses SharePoint to work with a mapped Intralinks exchange. This user may or may not be an Intralinks exchange user.

Setting up and connecting the Intralinks Connector for SharePoint

The SharePoint Administrator is responsible for part of the installation process and for configuring the Intralinks Connector. These procedures are covered in the Intralinks Connector for SharePoint 2013 Installation and Configuration Guide.

SharePoint Intralinks

SharePoint Library/Site Exchange

Folder– Folder Title

Folder– Folder Title

Document Document

User Roles1

– Site Owner – Contributor – Reader – Custom defined – Custom Group

User Roles1

– Manager+ – Reviewer – Publisher – Manager – Group

Property Name Custom Field Name

Built-in item-level auditing Access logsAudit logs

Permissions2

– Limited Access – Read – Contribute – Design – Full Control

Permissions2

Editorial options – None – See – Control Locking and Protection options – None – Protect – Protect/No Print

Permissions Object – Document – Document Folder – SharePoint Library – Site

Permissions Object – Document


How the Intralinks Connector for SharePoint works

The Intralinks Connector for SharePoint is designed to:

• Work with new or existing SharePoint sites

• Connect a selected SharePoint Library with a folder on your Intralinks exchange or connect multiple SharePoint libraries with multiple top-level folders on you Intralinks exchange.

• Synchronize documents between your SharePoint libraries and your Intralinks exchange.

• Allow you to set the synchronization interval for each SharePoint site you have connected to an Intralinks exchange.

– The SharePoint Administrator will also have an options to manually trigger a full or incremental synchronization between SharePoint and your Intralinks exchange at any time.

Folder and document operations in SharePoint

If you are mapping a single SharePoint Library to your Intralinks exchange:

• Any folders you add to your SharePoint Library are automatically uploaded to your mapped Intralinks exchange folder.

– Any subfolders or documents placed within the SharePoint Library folders are uploaded as well.

• Any folders you add to your mapped Intralinks folder are automatically downloaded to your SharePoint Library.

– Any subfolders or documents placed within the folders are downloaded as well.

• You can select specific documents within your SharePoint Library (based on selected metadata) to synchronize with your Intralinks exchange using the SharePoint Filtered View feature.

If you are mapping multiple SharePoint libraries to your Intralinks exchange:

• You can select whether folder and document synchronization between each SharePoint Library and each top-level exchange folder is:

– From SharePoint to your Intralinks exchange

– From your Intralinks exchange to SharePoint

– Bidirectional

The following rules apply to folders/documents:

• Folder names must not exceed 60 characters.

• Documents in your SharePoint Library must be placed within folders or they will not be uploaded to the mapped Intralinks exchange.

• Subfolders created within a root folder in your SharePoint Library are placed in the same relative position on your Intralinks exchange.


• Moving a folder within your SharePoint Library results in its being moved to the same relative location within your Intralinks exchange.

• If you rename a folder within your SharePoint Library, it is renamed on your Intralinks exchange.

• Deleting a folder or document within your SharePoint Library results in its deletion on your Intralinks exchange.

• If you edit a document in your SharePoint Library, the new version will be uploaded to your Intralinks exchange unless the document has been “Checked Out” or the folder containing the document is “offline”.

If you wish to keep folders and documents on SharePoint alone, you can:

• Place them in an unmapped SharePoint Library

• Designate a folder as “offline” to prevent it from being uploaded during synchronization.

• If you are mapping multiple SharePoint libraries to your Intralinks exchange, you can set the folder/Library synchronization preference to “Download” for any of the mapped libraries. No documents will be uploaded from those libraries.

Folder and document operations on your Intralinks exchange

• The Intralinks folder mapped to a SharePoint Library must be a top-level folder on the exchange. It cannot be a sub-folder.

If you are mapping a single SharePoint Library to your Intralinks exchange:

• Any folders you add to your mapped exchange folder are automatically downloaded to your SharePoint Library.

– Any subfolders or documents placed within the folders are downloaded as well.

• Any folders you add to your SharePoint Library are automatically uploaded to your mapped exchange folder.

– Any subfolders or documents placed within the folders are uploaded as well.

• You also have the option to select specific documents within your SharePoint Library (based on selected metadata) to synchronize with your Intralinks exchange using the SharePoint Filtered View feature.

– One-directional synchronization from your SharePoint Library to your Intralinks exchange.

– Only documents that meet the filter criteria you specify under “View” will be synchronized.

If you are mapping multiple SharePoint libraries to your Intralinks exchange:

• You can select whether folder and document synchronization between each SharePoint Library and each top-level exchange folder is:

– From SharePoint to your Intralinks exchange


– From your Intralinks exchange to SharePoint

– Bidirectional

The following rules apply to folders/documents:

• Folder names must not exceed 60 characters.

• Subfolders created within a top-level folder in your Intralinks exchange are placed in the same relative position on your SharePoint Library.

• Moving a folder within your Intralinks exchange results in its being moved to the same relative location within your SharePoint Library.

• If you rename a folder within your Intralinks exchange, it is renamed in your SharePoint Library.

• Protected documents can be downloaded to your SharePoint site but an extension is appended with a “[protected]” label.

– You cannot edit protected documents in SharePoint, but you can change the metadata associated with them.

– Any changes you make to metadata will be uploaded to your Intralinks exchange.

• Watermarked documents can be downloaded to your SharePoint site.

If you wish to keep folders and documents on your Intralinks exchange and not synchronize them, you can:

• Keep them in unmapped folders on your exchange.

• Set the Folder Preference to “offline” in SharePoint. This will prevent documents from being either uploaded or downloaded.

• If you are mapping multiple SharePoint libraries to your Intralinks exchange, you can set the folder/Library synchronization preference to “Upload” for any of the mapped folders. No documents will be downloaded from those folders.

Bidirectional synchronization

Bidirectional synchronization is automatic when you map a single SharePoint Library to your Intralinks exchange. It is optional for each SharePoint Library if you map more than one.

Bidirectional synchronization provides complete synchronization between your SharePoint Library and your Intralinks exchange. It ensures that the folders and files in your SharePoint Library and Intralinks exchange match.

ResultsAll new or changed documents will be synchronized in both directions.

• If you have identical content on both SharePoint and Intralinks before connection is established:

– Only top-level folders are renamed, using the numeric pattern [for example, foldername(2)]


– No files are renamed

• If you have identical folders on both SharePoint and Intralinks and you disconnect, put identically named documents inside the folders, and then reconnect:

– The files are renamed using the numeric pattern

• If you have multiple Word documents that use different file suffixes (for example doc and docx)

– SharePoint allows it

– Intralinks does not allow it and will rename one of the files using the numeric pattern

Permissions

Documents are protected only for those Intralinks groups you select during the permissioning process. If you do not select all of the groups on the exchange, some exchange users will have access to these documents. All SharePoint users can see all documents, unless you apply SharePoint permissions to them.

• SharePoint folders that are mapped to Intralinks can be permissioned at both the folder and document level.

– If you add documents to a permissioned folder, these documents are assigned the folder permissions automatically.

– Documents within folders can be assigned permissions different from those assigned to the folder

– If you modify permissions on a folder these modifications are applied to all the documents within the folder that don’t have their own assigned document permissions

• Subfolders automatically assume the permissions assigned to their parent folder.

– The permissions assigned to subfolders can be changed to be different from their parent folder.

• Permissions granted in SharePoint override the permissions granted in the Intralinks exchange.

For a full description of Intralinks permissions, see the Intralinks Platform User Guide for Managers and Publishers.

Custom fields

• The Intralinks Platform lets you create, populate, and publish custom fields for documents, groups and exchanges. (Exchange custom fields are not supported on SharePoint.)

– Custom fields allow you to describe these elements in greater detail.

– They can be used to enter specific pieces of information, such as expiration dates, internal tracking numbers, and the like.


• The labels assigned to custom fields are predefined for each exchange.

• Custom fields need to be published to be visible to users on an exchange and in SharePoint.

• Custom fields cannot be created on SharePoint.

– If you wish to define, assign, and publish custom fields, consult with your Intralinks administrator.

Assigning custom fields in the SharePoint Connector

• Once custom fields have been defined and published for your Intralinks exchange, they will be accessible in SharePoint when you create a new document.

– You will need to complete any required custom fields or a new document will not upload to your Intralinks exchange. See Working with custom fields.

• Custom fields can also be assigned to groups.

– You will need to complete any required group custom fields or a new group will not upload to your Intralinks exchange. See Working with group custom fields.

Creating users on your Intralinks exchange

• Within the Intralinks service, there is a master directory of all the people who are users and members of Intralinks exchanges called the Global User Directory (GUD).

• The profile information for each person in the GUD is controlled by that person and in most situations only that person can make changes to their profile information.

• When creating a new user on an Intralinks exchange you need to define five primary fields – First Name, Last Name, Email Address, Phone, Organization. You also should set the user’s role in the exchange.

– If a person is new to Intralinks, his/her initial Intralinks account will be created using this information.

– For people who are already in the GUD, their existing profile information will remain unchanged.

– A new user will be added to the exchange with the role that was set for him/her.

• There are a number of optional profile information fields that users can complete themselves.

• You can delete exchange members when deleting a group. The members will be deleted from the Intralinks exchange, but not from the Intralinks Global User Directory (GUD). Be aware of the following restrictions:

– The Delete Group with members option will not be available if the selected group has any Manager+ users


– The Delete Group with members option will not be available if the selected group contains the user who connects the SharePoint site to your Intralinks exchange


Chapter 2: Using the Intralinks Connector for SharePointSharePoint Procedures

This chapter will show you how to perform the following procedures using the Intralinks Connector for SharePoint.

Connecting your SharePoint site to an Intralinks exchange

• Connecting your SharePoint site to an Intralinks exchange

Working with a single SharePoint Library

• Changing the SharePoint Library connected to your Intralinks exchange

• Working with a multiple SharePoint libraries

• Working with folders and documents

Working with multiple SharePoint libraries

• Editing your existing SharePoint library mappings

Working with folders and documents

• Deleting a SharePoint document

• Deleting a SharePoint folder

• Adding documents to your SharePoint Library

• Uploading multiple documents to your SharePoint Library

• Uploading multiple documents to your SharePoint Library using Windows Explorer

• Viewing a Document Access report

• Moving mapped documents within SharePoint

• Creating an offline folder

• Preventing folders from being uploaded

• Checking documents in and out

Working with permissions

• Setting Intralinks folder permissions

• Setting Intralinks document permissions

• Viewing Intralinks user permissions

Working with groups

• Adding a group to your Intralinks exchange


• Viewing the members of your Intralinks exchange group

• Adding or Deleting a member to/from an exchange group

• Deleting a group from your Intralinks exchange

• Deleting a group and its members from your Intralinks exchange

Working with users

• Creating a new user on your Intralinks exchange

• Changing a user’s role on your Intralinks exchange

• Removing a user from your Intralinks exchange

Working with custom fields

• Working with document custom fields

• Editing custom fields

• Working with group custom fields

• Viewing your group custom fields

Using the Pull and Push queues

• Using the Push Queue to monitor uploads

• Using the Pull Queue to monitor downloads

• Using filters in the Push or Pull Queue

Working with SharePoint and your Intralinks exchange

• Connecting SharePoint to a new Intralinks exchange

• Synchronizing SharePoint and your Intralinks exchange

• Disconnecting from your Intralinks exchange

• Deregistering from your Intralinks exchange

• Viewing connectivity status, version information, and downloading documentation

• Viewing site synchronization status

Connecting your SharePoint site to an Intralinks exchange

It is recommended that you do not use a personal Intralinks account with the Intralinks Connector. It should be assigned to an Intralinks Connector account.

You can log into the Intralinks Connector using the name and credential associated with the Intralinks Connector account. You must be registered as a Intralinks Connector user to log in under your own name. Intralinks supports a Shared User Account that can be used to connect multiple SharePoint sites with Intralinks exchanges. Concurrent login must be enabled on the Intralinks Platform for a Shared User Account.


When your Intralinks Connector account is registered with Intralinks the Connector should be assigned a Manager+ role. Exchange roles determine what actions the Connector can perform on the Intralinks exchange.

1. Navigate to your home page and click on the SharePoint tab for the site that’s linked with your Intralinks Exchange.

2. Click the Site settings icon in the upper-right-hand corner of the screen.

3. Click Site settings.

The “Site Setting” screen displays.

4. Select Site Synchronization under” Intralinks Connector Settings”.

The Site Synchronization screen displays.

5. Enter the following information under Sync Relationships:

• Intralinks Username — This is the Intralinks ID for the account used to run the Connector. Always use a dedicated account for the Connector, not a personal account.

• Intralinks Password — This information is provided by your Intralinks Account Manager.

• Intralinks Exchange ID — This is the ID of Intralinks exchange that is mapped to your SharePoint site. This information is provided by your Intralinks Account Manager.

Click Validate Credentials.

A “Login successful” message should display.

If not, click Edit Credentials and verify the information you have entered.

6. Under SharePoint Information

Max File Size indicates the maximum file size that can be downloaded from your Intralinks exchange to SharePoint. This settings can only be changed by your SharePoint System Administrator. Files that exceed this size limitation will not be downloaded and an error message will be returned in the ILPullQueue (under” Lists”).

Mapping multiple SharePoint libraries

(Optional) Enable Document Libraries to be mapped to Exchange Folders? Click this check box if you are mapping more than one SharePoint Library to your Intralinks exchange.


• Click Add New Mapping.

• Select a SharePoint Library from the pull-down list or type the name of a new one you want to create.

– You can also type a new SharePoint Library name and it be added automatically. It is recommended that you give the Library the same name as the exchange.

– You can only map a SharePoint Library to one Exchange Folder.

• Select an Exchange Folder name from the pull-down list or type the name of a new one you want to create.

– You can also type a new Exchange Folder name and it will be added automatically. It is recommended that you give the Exchange Folder the same name as the SharePoint Library.

– You can only map an Exchange Folder to one SharePoint Library.

• Select a synchronization type for this mapping.

– Two Way (Bidirectional)

– ILP to SP (Intralinks Exchange to SharePoint)

– SP to ILP (SharePoint to Intralinks Exchange)

• Click the icon to register your entry.

– Click the icon to delete your entry.

Editing your mappings

If you want to edit your mappings at a later time:

Click Save when you’re done.

• Click the icon to make changes to your mapping.

• Click the icon to remove the mapping.

See Editing your existing SharePoint library mappings.


Mapping a single SharePoint Library

Under SharePoint, If you are mapping a single SharePoint Library to your Intralinks exchange:

• SharePoint Library — Use the pull-down menu to select an active SharePoint Library to connect to your Intralinks exchange.

Note: You may also see SharePoint Library names in this list that don’t belong to your SharePoint Site (called “Site Library Templates”). Don’t select these.

• Enable Metadata Based Sync — (See table below for synchronization options.) If a Metadata Based sync is desired, check this box to publish your SharePoint data onto your Intralinks exchange. Read the warning message that appears and click OK.

If you select this option, the View menu displays and you have a choice of which SharePoint View to synchronize. Use the pull-down menu to make your selection. Views must be set up in advance on SharePoint.

7. Under Delay Between Synchronization

This settings determines how often your SharePoint data is synchronized with your Intralinks exchange. Enter one of the following values:

• 5 minutes

• 15 minutes

• 30 minutes

• 1 hour

• 2 hours

Synchronization Method Description

Metadata-based sync(Filtered View)

One-directional synchronization from your SharePoint Library to your Intralinks exchange.

Only documents that meet the filter criteria you specify under View will be synchronized.

If you change the metadata in a document such that the document no longer meets the filter criteria specified in the SharePoint View, the document will be “unpublished” (removed) from the Intralinks exchange.

Used to publish specific documents.

Bidirectional sync Complete synchronization between your SharePoint Library and your Intralinks exchange.

All new or changed documents will be synchro-nized in both directions.

Ensures that your SharePoint Library and Intralinks exchange match.


• 6 hours

• 12 hours

• Daily

• Weekly

• Manual (no interval)

8. Under Password Email Reminder Preferences (Optional)

• Subject for Reminder Email — This is the subject of the email sent to recipients on password renewal.

• Recipients for Reminder — Enter the email address of the recipient(s) who should receive email notification when your password is renewed. If you enter more than one address, separate each address with a semicolon. Do not leave spaces between each address.

9. Click Save to save your settings.

Working with a single SharePoint Library

You can connect your associated Intralinks exchange to a different SharePoint Library within your currently connected SharePoint site.

• All jobs in progress will be completed before the connection is made to the new SharePoint Library.

• If you change your SharePoint Library, the documents within the previous one will be preserved but will no longer be synchronized with your Intralinks exchange.

Changing the SharePoint Library connected to your Intralinks exchange

If you are synchronizing only one SharePoint Library

To change the SharePoint Library connected to your Intralinks exchange:






4. Click Disconnect (under “Synchronization Controls”).

5. Make sure the following information under Sync Relationships is correct.

• Intralinks Username — This is the Intralinks ID for the account used to run the Connector. Always use a dedicated account for the Connector, not a personal account. Intralinks supports a Shared User Account to connect multiple SharePoint sites to exchanges.







6. Under SharePoint Information

• SharePoint Library — Use the pull-down menu to select a SharePoint document library to connect to your Intralinks exchange.

• Enable Metadata Based Sync — (See table below for synchronization options.) If a Metadata Based sync is desired, check this box to publish your SharePoint data onto your Intralinks exchange. Read the warning message that appears and click OK.

If you select this option, the View menu displays and you have a choice of which SharePoint View to synchronize. Use the pull-down menu to make your selection. Views must be set up in advance on SharePoint.

• Delay Between Synchronization — This settings determines how often your SharePoint data is synchronized with your Intralinks exchange. Enter one of the following values:

– 5 minutes

– 15 minutes

Synchronization Method Description

Metadata-based sync(Filtered View)

One-directional synchronization from your SharePoint Library to your Intralinks exchange.

Only documents that meet the filter criteria you specify under View will be synchronized.

If you change the metadata in a document such that the document no longer meets the filter criteria specified in the SharePoint View, the document will be “unpublished” (removed) from the Intralinks exchange.

Used to publish specific documents.

Bi-directional sync Complete synchronization between your SharePoint Library and your Intralinks exchange.

All new or changed documents will be synchro-nized in both directions.

Ensures that your SharePoint Library and Intralinks exchange match.


– 30 minutes

– 1 hour

– 2 hours

– 6 hours

– 12 hours

– Daily

– Weekly

– Manual (no interval)

Under Password Email Reminder Preferences (Optional)

• Subject for Reminder Email — This is the subject of the email sent to recipients on password renewal.

• Recipients for Reminder — Enter the email address of the recipient(s) who should receive email notification when your password is renewed. If you enter more than one address, separate each address with a semicolon. Do not leave spaces between each address.

7. Click Save to save your settings.

Selecting a SharePoint Library View for a MetaData-based sync

SharePoint Views allow you to select specific documents within your SharePoint sites to synchronize with your Intralinks exchange. If you don’t create and select SharePoint View, all of the documents placed within your SharePoint Library will be uploaded to your Intralinks exchange, with the exception of those placed within offline folders.

When you create a Library View, make sure to complete the Filter section. The Connector will use the filter criteria to decide which documents to copy to your Intralinks exchange. Any documents that are not included in your View will be deleted from the exchange.


Once you have created a Library View, use the following process to select it for synchronization with your Intralinks exchange:






4. Under the heading “SharePoint” click the check box next to Enable MetaData Based Sync.

5. Select a View from the pull-down menu.

6. Click Save.

Working with a multiple SharePoint libraries

If you are synchronizing multiple SharePoint libraries to multiple top-level exchange folders, you can make any of the following changes.

• Add a new Document Library to top-level folder mapping.

• Delete an existing Document Library to top-level folder mapping.

• Change the exchange folder that is mapped to a Document Library.

• Change the Document Library mapped to a top-level exchange folder.

• Change the synchronization type of an existing mapping (upload, download, or bidirectional)

When you perform any of these processes:

• All jobs in progress will be completed before the connection, disconnection, or synchronization change is applied.


• If you change your SharePoint Library, the documents within the previous one will be preserved but will no longer be synchronized with your Intralinks exchange.

Editing your existing SharePoint library mappings






4. Click Disconnect (under “Synchronization Controls”).

5. Ensure that the following information under Sync Relationships is correct:

• Intralinks Username — This is the Intralinks ID for the account used to run the Connector. Always use a dedicated account for the Connector, not a personal account.






Under SharePoint Information:

6. Under Enable Document Libraries to be mapped to Exchange Folders? you will see a list of your current SharePoint Library mappings.

• Click the icon next to the entry whose SharePoint Library or

Exchange Folder you want to change.

• Select a new SharePoint Library or Exchange Folder from the pull-down list or type the name of a new one you want to create.


• Select a synchronization type for this mapping.

– Two Way (Bidirectional)

– ILP to SP (Intralinks Exchange to SharePoint)

– SP to ILP (SharePoint to Intralinks Exchange)

• Click the icon to register your entry.

• Click Save at the bottom of the screen.

To remove a mapping, click the icon and click Save at the bottom of the

screen.

Working with folders and documents

Deleting a SharePoint document

To delete a document:

1. Place the cursor to the left of the document name until the check mark appears and right-click to highlight the document.

A SharePoint pop-up window displays with information about the document.

2. Click the ellipsis in the bottom-right-hand corner of the window.

The Intralinks menu displays.

3. Click Delete.

4. Click OK to confirm the deletion.

The document is deleted from the SharePoint folder.

It may also be deleted from your Intralinks exchange, but this depends on your synchronization settings.

Adding new folders to your SharePoint Library

1. Place the cursor to the left of any folder name and click.

The “Files” and “Library” tabs display at the top of the screen.


2. Click the Files tab.

3. Click the New Folder icon.

The “Create a new folder” box displays.

4. Enter a name for the new folder and click Save.

NOTE: Folder names must not exceed 60 characters.

The folder appears in the SharePoint Library listing.

The new folder may be automatically uploaded to your Intralinks exchange, depending on your synchronization settings.

Deleting a SharePoint folder

Note: If you have a single Document Library mapped to a single Intralinks exchange (that is, you are not using Advanced Folder Mapping), you can delete folders using steps 2-5 below.

1. If you want to delete mapped folders from your SharePoint site or from your Intralinks exchange, remove the SharePoint Library/Intralinks Folder mappings first. See Editing your existing SharePoint library mappings.

2. Place the cursor to the left of the folder name until the check mark appears and right-click to highlight the folder.

A SharePoint pop-up window displays with information about the folder.




4. Click Delete.


The folder and its contents are deleted from your SharePoint Library.

They may also be deleted from your Intralinks exchange, but this depends on your synchronization settings.

6. Remap the SharePoint Library/Intralinks Folder to re-establish synchronization. See Editing your existing SharePoint library mappings.

Adding documents to your SharePoint Library

1. Open the folder or subfolder in which you want to place the new document.

Note: If you don’t select a folder, the document will be placed on your desktop but it cannot be uploaded to your Intralinks exchange, even if you have bi-directional or SharePoint to Intralinks synchronization on. Documents must be placed in folders to by synchronized with Intralinks exchanges.

2. Click + new document

The “Add a Document” window displays.

You can also drag a file from your desktop onto the area where your file and folders are.

3. Click the Browse button and locate the file you want to load from the “File Upload” box.

4. Click Open.

The “Add a Document” window redisplays.

If you have uploaded this document before, you can overwrite the existing version (the default) or add a new version by deselecting the Overwrite existing file check box. If you decide to add a new version, you must rename the file.


5. Click OK.

The “<Folder Name>—<Document Name>” window opens. You will only see this screen if you have defined and published custom fields on your exchange.

If desired, add a title and complete any custom fields you want to associate with the document. You must add custom field information if it is required. (Required fields have an asterisk next to them).

6. Click Save.

After a pause, the document will be uploaded to SharePoint.

It may also be uploaded to your Intralinks exchange, but this depends on your synchronization settings and whether you placed the document within a folder.

Uploading multiple documents to your SharePoint Library

SharePoint 2013 allows you to load multiple documents into your SharePoint Library without using Windows Explorer, though that option is still available (see below).

Note: The Intralinks Connector does not support drag-and-drop functionality using Internet Explorer 8 or 9.

1. Open the SharePoint folder to which you want to copy the documents.

2. Select multiple files using the “Ctrl” key and drag them to + new document in your SharePoint library.

The documents are uploaded.

Note: When multiple documents are uploaded, any required custom fields must be completed. A green box with a downward-pointing arrow appears next to the file name indicating that these documents are checked out. You must perform two additional procedures on each document before it can be uploaded to your Intralinks exchange.

3. To add the required custom fields, see Editing custom fields.

4. Then, see To check a document in.

Once you complete these procedures, the documents will be uploaded to your Intralinks exchange if you have the appropriate synchronization setting.

Uploading multiple documents to your SharePoint Library using Windows Explorer

You can also add multiple documents to your SharePoint Library using Windows Explorer.


1. Click + new document

The “Add a Document” window displays.

2. Click Upload files using Windows Explorer instead.

Your SharePoint Library opens in a Windows Explorer window.

3. Open another window containing the files you wish to upload.

4. Select the folder you wish to place the files in an drag the files from your computer into the SharePoint Windows Explorer window.

5. When you are done adding documents, close both Explorer windows and return to the SharePoint “Add a Document” window and click Cancel.

6. Open the appropriate folders to verify that the documents were copied.

Note: When multiple documents are uploaded, any required custom fields must be completed. A green box with a downward-pointing arrow appears next to the file name indicating that these documents are checked out. You must perform two additional procedures on each document before it can be uploaded to your Intralinks exchange.

7. To add the required custom fields, see Editing custom fields.

8. Then, see To check a document in.

Once you complete these procedures, the documents will be uploaded to your Intralinks exchange if you have the appropriate synchronization setting.

Viewing a Document Access report

You can use SharePoint to view a report that shows who has viewed or downloaded a specific document on the Intralinks exchange.

1. From within your SharePoint Library, click on the folder that contains the document whose access report you want to view.

A list of the documents in that folder is displayed.

2. Highlight the document you are interested in.





4. Click View Intralinks Document Access Report from the pull-down menu.

The following information is displayed:

• The names of all the users who have viewed this document

• The Group each user belongs to. If the user has membership in multiple groups, an instance will be listed for each group, even if the user looked at the document once.

• The first date and time the user viewed this document

• The last date and time the user viewed this document

5. Click Back to return to your SharePoint Library.

Moving mapped documents within SharePoint

If are synchronizing your SharePoint Library with your Intralinks exchange, and you move mapped documents in SharePoint from one folder to another, they will be moved to the corresponding folders on your Intralinks exchange.

However, if you move a document from a mapped SharePoint Library to an unmapped SharePoint Library, it will be removed from the mapped Intralinks exchange folder.

The same is true if you move a document from a mapped Intralinks exchange folder to an unmapped exchange folder. The document will be removed from the mapped SharePoint Library.

Creating an offline folder

When you designate a folder or subfolder as “offline” you prevent it from being uploaded to the Intralinks platform during synchronization. When you wish to upload the folder or subfolder, you can remove its offline status.

1. Create a new folder or subfolder in your SharePoint Library or you may wish to designate an existing folder or subfolder as “offline”.






4. Click View Intralinks Folder Preferences.

The “View Intralinks Folder Preferences” screen displays

5. Select the Offline check box and click Save.

Files placed in this folder will not be uploaded to your IL exchange nor will files placed in the corresponding IL exchange folder be downloaded to SharePoint.

If you remove the check mark from the Offline check box, file synchronization will resume for the folder.


The table below lists the possible scenarios that may arise when you use Offline mode.

Scenario Results

Offline is selected for a top-level folder. The contents of that folder and all subfolders are not refreshed or synchronized.

Offline is selected for a lower level folder. The contents of that folder and all subfolders are not refreshed or synchronized.

Offline is selected and you attempt to download Intralinks documents using View IL Content > Download.

The download is permitted, but the content is not subject to refresh or synchronization.

You add folders and documents and deselect the Offline option.

The contents of that folder and all subfolders are subject to refresh or synchronization actions going forward.

The Offline option is selected and you click View IL content.

The folder is not present on the exchange because it is off line.

If the folder is present on the exchange, the user can view the content of the folder but obviously the contents of the two folders are not subject to refresh or synchronization.

Offline is deselected and you click View IL con-tent.

You can view the content of the Intralinks folder, which should be the same as that in the Share-Point folder.

Offline is selected, you add folders/documents, and then deselect Offline.

The documents and folders are subject to refresh and synchronization.

Offline is selected, then after synchronization, you place folders/documents in the folder that is off line.

The contents of that folder and all subfolders are not refreshed or synchronized.

Offline is selected, a folder with the same name exists on the Intralinks exchange, and the SP Admin performs a retrieve process.

The application:

• Does not create the offline folder on the Intralinks exchange.

• Creates a new folder in the SharePoint site with (2) appended to the folder name.

Offline is selected and you move the folder in the SP site.

The offline attribute is maintained, and the con-tents of that folder and all subfolders are not refreshed or synchronized.


Preventing folders from being uploaded

If you are using folders that you don’t want to upload during the synchronization process, place them in a SharePoint Library other than the one synchronized with your Intralinks exchange.

Checking documents in and outIf you are working with a document and don’t want it to upload to your IL exchange when you save it, you can check it out.

To check out a document

1. From within your SharePoint Library, click on the folder that contains the document you want to check out.

A list of the documents in that folder is displayed.

2. Highlight the document you are interested in.




4. Click Check Out.

You can make different auto-upload selections on the folders within the folder tree.

• If you mark a higher-level folder for synchronization, the selection recurses down through all of its child folders. (You can deselect any one of those subfolders.)

• If you mark a lower-level folder for synchronization, the selection does NOT affect its parent folder or any subsequent parent folders.

Scenario Results


A green box with a downward-pointing arrow appears next to the file name. This indicates that the file won’t be uploaded to your Intralinks exchange.

To check a document in

1. Highlight the checked-out document you are interested in.

A SharePoint pop-up window displays with information about the document



3. Click Check In.

4. .When the “Check In” screen appears:

• If you have finished your edits and want to post them, click OK, or

• If you have edited the document and want to post those edits, but want to continue editing the document later, select the Yes radio button next to Retain your check out after checking in? and click OK.

• You can also add any comments you wish in the “Comments” box.

If you have made changes to the document, it will be automatically uploaded to your IL exchange.

Using Discard Check OutIf you have checked a document out and you have decided not to edit it, you can select the Discard Check Out menu choice to check it in. If you use the Check In option, described above, it will generate a notice that you revised the document. Discard Check Out will check the document in without generating this notice.

Working with permissions

Setting Intralinks folder permissions

You can set folder permissions for each group on your Intralinks exchange. These permissions will apply to all documents within a folder unless you change the permissions for an individual document. Note that permissions granted in SharePoint override the permissions granted in the IL exchange.

NOTE: Please read the Permissions section in the Introduction to this document before applying permissions.






3. Click Set Intralinks Folder Permissions.

The “Set Intralinks Folder Permissions” screen is displayed.Perform the following procedures for each group you wish to assign folder permissions:


4. Under Permissions, select one of the following:

• None (the default)

• See

– Members of the specified group can only view documents in this folder (unless the document is assigned different permissions).

• Control

– Members of the specified group can edit, delete, and perform other actions with the documents in this folder (unless the document is assigned different permissions).

5. If the “Limited Publishing” setting has been activated on your associated IL exchange, you will see the Add New column.

Click the check box for a selected group to allow Reviewers and Previewers in this group to add documents to this folder.

6. Under Protections, select one of the following:


– Members of the specified group can view, save, and print the documents in this folder (unless the document is assigned different protections).

• Protect

– Members of the specified group can view or print the documents in this folder; they cannot save them (unless the document is assigned different protections).

• Protect, No Print

– Members of the specified group can only view the documents in this folder; they cannot save or print them (unless the document is assigned different protections).

7. Review your settings. If you change your mind, click the Revoke Permissions button. Your changes will be removed.

8. Click Save.


If the procedure is successful, the following message is displayed:

Permission update has been completed.

If not, you will receive an error message explaining the problem.

9. Click Back to return to your SharePoint Library.

Setting Intralinks document permissions

You can set document permissions for each group on your Intralinks exchange. These settings will override the folder settings for that document.

NOTE: Please read the Permissions section in the Introduction to this document before applying permissions.





3. Click Set Intralinks Document Permissions from the pull-down menu.

The “Set Intralinks Document Permissions” screen displays.

Perform the following procedures for each group you wish to assign document permissions:

4. Select the Override check box.

The check box will only appear if the Intralinks exchange has folder permissions enabled.

5. Under Permissions, select one of the following:


• See

– Members of the specified group can only view the document.

• Control


– Members of the specified group can edit, delete, and perform other actions with the document.

6. Under Protections, select one of the following:


– Members of the specified group can view, save, and print the document.

• Protect

– Members of the specified group can view or print the document; they cannot save it.

• Protect, No Print

– Members of the specified group can only view the document; they cannot save or print it.

7. Review your settings. If you change your mind, click the Revoke Permissions button. Your changes will be removed.

8. Click Save.

If the procedure is successful, the following message is displayed:

Permission update has been completed.

If not, you will receive an error message explaining the problem.

9. Click Back to return to your folder listing.

Viewing Intralinks user permissions

You can also use the Set Intralinks Document Permissions screen to view user permissions on your Intralinks exchange. User permissions can only be set from your IL exchange. They cannot be set using SharePoint.





3. Click Set Intralinks Document Permissions from the pull-down menu.

The “Set Intralinks Document Permissions” screen displays.

The lower half of the screen displays user permissions.

Working with groups

Adding a group to your Intralinks exchange

1. Click Lists.

2. Click ILGroups.

3. Click the Items tab and then New Item.

4. In the ILGroups–New Item screen:


Under ILGroupName, enter a name for the group.

Under ILGroupType, select a group type from the pull-down menu.

(Optional) Under AllowSearchDocumentContents, indicate whether you wish to permit a full-text search of documents by group members. If you don’t select this option, group members will only be allowed to search by title. The default is “yes”.

(Optional) Under ILGroupNote, add any notes that you wish to appear on the IL exchange when a user highlights the group’s name, right-clicks, and selects Properties.

(Optional) Under ILMembers, add members to the group from the prepopulated list by highlighting an exchange member’s name and then clicking the Add > button. You can remove members by highlighting a name and then clicking the < Remove button. You can add or remove more than one user at a time by holding down the Ctrl key when selecting names.

Note: You can create a placeholder group by providing a name and any required custom fields. No members are required.

5. Complete any custom fields required by your organization.

6. Click Save.

Viewing the members of your Intralinks exchange group

1. From your SharePoint Library, click Lists.

2. Click ILGroups.

The “ILMembers” column lists the names of members for each group shown in the list.

Adding or Deleting a member to/from an exchange group

1. Click Lists.

The “Site Contents” screen displays.

2. Click ILGroups.

3. Click on the downward-pointing arrow to the right of the group from which you want to add/remove a member.


4. Click Edit Item.

The “IL Groups: <name>” screen displays.

5. Under “IL Members”:

• Highlight the member you want to add or remove from the group and click either the Add > or < Remove button.

– You can add or add or remove more than one user at a time by holding down the Ctrl key when selecting names.

6. Click Save.


Deleting a group from your Intralinks exchange


2. Click ILGroups.

3. Click the downward pointing arrow to the right of the name of the group you want to remove and select Delete Item from the pull-down menu.


Deleting a group and its members from your Intralinks exchange

You can delete exchange members when deleting a group. These members will be deleted from the IL exchange, but not from the IL Global User Directory (GUD). Be aware of the following restrictions:

• The Delete Group with members option will not be available if the selected group has any Manager+ users

• The Delete Group with members option will not be available if the selected group contains the user who connects the SharePoint site to your IL exchange

1. Click Lists.

2. Click ILGroups.

The “IL Groups” screen displays.

3. Click on the downward-pointing arrow to the right of the group you want to remove.

4. Click Delete group with members.

5. Click the Delete group with members box at the bottom of the screen.

If you change your mind and want to leave the members in the exchange, click the Delete Group Only box.


Working with users

Creating a new user on your Intralinks exchange

1. Click Lists.

2. Click ILUsers.

The “ILUsers” screen displays


3.

4. Under “List” tab, click New Item.

The “ILUser-New Item” screen displays.

5. Enter all of the required fields and click Save.

The new user information will display on the ILUsers screen at the bottom.

Those fields which were not provided on the “ILUser-New Item” screen (ILUserID and ILID) will be completed automatically during synchronization.

Changing a user’s role on your Intralinks exchange


2. Click ILUsers.

The “IL Users” screen displays.

3. Click the downward pointing arrow to the right of the name of the person whose role you want to change and select Edit Item from the pull-down menu.


4. Click Edit Item.

5. Select a new role from the Role Type pull-down menu.

• You can also reset the Key Contact status by checking or unchecking the Key Contact box.

6. Click Save.

Removing a user from your Intralinks exchange


2. Click ILUsers.

The “IL Users” screen displays.

3. Click the downward pointing arrow to the right of the name of the person you want to remove and select Delete Item from the pull-down menu.


Working with custom fields

Working with document custom fieldsWhen you add a document to your SharePoint Library, you will be given the opportunity to fill out any of the custom fields assigned to your exchange. Some custom fields are optional, some are required. (See Assigning custom fields in the SharePoint Connector) for information about custom fields.)


Required Fields

Required custom fields are indicated by an asterisk next to the field. If you do not complete these fields, the document will be uploaded to SharePoint but it will not be uploaded to your IL exchange.You can tell if this has occurred by the appearance of a green box with a downward-pointing arrow next to the file name. This means the file is checked out.

Editing custom fields

To complete the required custom fields after you upload a document:






3. Click Edit Properties.

The “Edit Document Properties” window opens.

4. Edit the custom fields you want and click Save.

Working with group custom fields

You can use SharePoint to add a group to your IL exchange (see Adding a group to your Intralinks exchange). If custom fields have been assigned to the group, you need to complete the required custom fields before the group can be uploaded to your IL exchange.

If you want to change the entries in these custom fields at a later date:


2. Click ILGroups.

The “IL Groups” screen displays.

3. Click the downward pointing arrow next to the group name and select Edit Item from the drop-down menu.


4. Edit any group custom fields you want and click Save.

Viewing your group custom fields

To see a list of your group custom fields:

1. Click Lists.

2. Click ILCustomFieldMapping.

The “ILCustomFieldMapping” screen displays with information about all of your group custom fields.

Using the Push and Pull queues

Using the Push Queue to monitor uploads

The Push Queue allows you to monitor the status of uploads from your SharePoint directory to your Intralinks exchange. To view the Push Queue:

1. From your SharePoint Library, click Site Contents.

The Site Contents screen appears with links to all Lists, Libraries, and Applications.

Note: The actual position of the “PushQueue” icon may vary site to site.

2. Click ILPushQueue.


The most recent actions are listed on the last page at the bottom of the screen. To navigate to the last page, click on the arrow next to the page number displayed at the bottom of the screen. You may have to do this multiple times.


• ActionType

– Document Add, Delete, Update

– Folder Add, Delete, Update

– Group Add, Delete, Update

– User Add, Delete, Update

– Disconnected

• ItemLink—SharePoint provides a link to view the Properties of uploaded documents.

• URL Reference—The URL of the file within your SharePoint Directory.

• Mapping ID—Used by the IL Connector to map SharePoint resources to your IL exchange.

• Parameters—Describes modifications, other than defaults, made by the user. For example, renaming the document/folder/user/group; or folder in Offline mode.

• Message—Final result of action. Description provided for success, reason provided for failure.

• Status —In Progress, Success, Skipped, Failure

• Modified —Date and time of action performed.

Note: Column heads may vary. You can customize the screen to add or remove column heads using SharePoint.


Note: If you set a required custom field when uploading a document from your hard drive to your SharePoint Library, the document name will appear twice in the Push queue because two procedures were performed.

Using the Pull Queue to monitor downloads

The Pull Queue allows you to monitor the status of downloads from your IL exchange to your SharePoint directory. To view the Pull Queue:



Note: The actual position of the “PullQueue” icon may vary site to site.

2. Click ILPullQueue.

The most recent actions are listed on the last page at the bottom of the screen. To navigate to the last page, click on the arrow next to the page number displayed at the bottom of the screen. You may have to do this multiple times.


• Action Type—Document, Folder, or Members Download, and Disconnected.

• Item Reference—For future use.

• URL Reference—For future use.

• Mapping ID—Used by the IL Connector to map SharePoint resources to your IL exchange.

• Destination Item Reference—Unique ID of the destination folder provided by SharePoint.

• Destination URL Reference—URL where the folders/documents were downloaded.

• Parameters—Describes modifications other than the defaults made by the user. For example, whether the folder mode is Offline or whether Overwrite is allowed or not.

• Message—Final result of action. Description provided for success, reason provided for failure.

• Status —In Progress, Success, Failure, Skipped.

• Modified —Date and time and action.

Note: Column heads may vary. You can customize the screen to add or remove column heads using SharePoint.

Using filters in the Push or Pull Queue

You can use the Push or Pull queue to see a log of an action you performed in SharePoint or on your mapped Intralinks exchange. Rather than searching for the latest entries, which can take some time if the queue is large, you can filter for actions by type and date. Just bear in mind that it can take a few minutes for actions to be completed.


To sort by date:



2. Click ILPushQueue or ILPullQueue.

3. Highlight the Modified column and click the downward-pointing arrow.

4. Select the date you want (or Ascending or Descending).

The column will resort with the date you choose at the top.

You can select Clear Filter from Modified to reset the column to the default (oldest date first).

To sort by action type:



2. Click ILPushQueue or ILPullQueue.

3. Highlight the Action Type column and click the downward-pointing arrow.


4. Select the action type (for example, DOCUMENT-UPDATE).

The column will display only that action type.

• You can use the action-type filter in combination with the date filter.

• To reset the action-type column, click Clear Filter from Action Type.

Working with SharePoint and your Intralinks exchange

Connecting SharePoint to a new Intralinks exchange

When you connect to a new Intralinks exchange the following lists are cleared automatically:

• ILCustomFieldMapping

• ILGroups

• ILGroupType

• ILUsers

• ILRoleType

These values will be updated with the items/values specific to the new exchange. To connect SharePoint to a new exchange, see Connecting your SharePoint site to an Intralinks exchange.

Synchronizing SharePoint and your Intralinks exchange

When the synchronization process occurs, for each resource that exists on both applications, the latest version is used to overwrite the older version (whether on SharePoint or Intralinks).

Synchronization is queued to run after the configured delay has been reached. Synchronization can also be triggered manually using one of the following procedure:


• Full Synchronization — Performs a complete synchronization including custom fields definitions, and unshared folders that have been shared since the last sync.

• Incremental Synchronization — Initiates a new synchronization that will begin as soon as possible, ahead of the next scheduled synchronization.






4. Under the heading 'Synchronization Controls” click either

• Full Synchronization, or

• Incremental Synchronization

Disconnecting from your Intralinks exchange

If you no longer want your SharePoint Library synchronized with your Intralinks exchange, you can disconnect from your exchange. All of your folders and files will be preserved.

Note: If you want to add, delete, or modify Intralinks Folder mappings, you must first disconnect. You can make changes and reconnect.






4. Select Disconnect under “Synchronization Controls”.

Deregistering from your Intralinks exchange

You must disconnect from your Intralinks exchange (see above) before you can deregister. Be aware that deregistration will delete all settings (username, exchange, SharePoint Library, etc.) for your site and will delete this site from dashboard as well.






4. Select Deregister under “Synchronization Controls”.


Viewing connectivity status, version information, and downloading documentation

If you want to know whether or not you are connected to your SharePoint site, use the following procedure. You can also identify the software version number and download current documentation.


2. Select About Intralinks Connector for SharePoint.

The following information displays:

• Intralinks Connector for SharePoint version number

• Whether the Intralinks Platform is connected or disconnected.

• The SharePoint Library name and the IL exchange name.

• Links to download the current documentation

• If the Intralinks Platform is disconnected, a link is available to the Site Synchronization screen to connect it.

Viewing site synchronization status

If you want to see if your documents are being synchronized.





4. Under “Intralinks Connector Settings,” select Site Synchronization.

The current status of site synchronization is displayed.


Chapter 3: TroubleshootingThis chapter describes issues that you may encounter while using the Intralinks Connector for SharePoint, and what you can do to resolve them. If you cannot find an answer to your question here, contact Intralinks customer support.

A document exists on SharePoint but not on the Intralinks exchange

• Is the document in a folder within a SharePoint Library that is synchronized to an Intralinks exchange?

• Are there required custom fields for the document that need to be uploaded to Intralinks?

• Is the document checked out?

• Is the folder or any of its parent’s folders offline?

• Have you set up one-way synchronization from your Intralinks exchange to your SharePoint Document Library?

You can update the Intralinks exchange using the following procedure:






4. Click Incremental Synchronization.

You can also delete all entries in the Pull queue list on SharePoint (using the datasheet view) to let the Pull queue timer job run again.

A document exists on the Intralinks exchange but not on SharePoint

• Is the associated folder in the SharePoint Library offline?

• Is the document checked out?

• Is the document in another library than the one synchronized with your Intralinks exchange?

• Have you set up one-way synchronization from your SharePoint Document Library to your Intralinks exchange?







4. Click Incremental Synchronization.

The number of characters in the filename/temp folder path exceeds the maximum limitation for SharePoint

The Intralinks Platform supports deep folder structures but when files are downloaded to the temp. folder path to synchronize with SharePoint, the Windows path limit (255 characters) may be exceeded. The file may also fail to upload to SharePoint from the temp folder if the total URL exceeds 260 characters and 128 characters for a single file/folder name.

If a failure occurs due to exceeding the Windows character limitation, a “Skipped” message is displayed in the ULS log, IL Pull Queue, and in the IL Manual Refresh log. If such a failure occurs due to exceeding the SharePoint character limitation, a “Skipped” message is displayed in the ULS log. These messages will be logged repeatedly with every full synchronization until the issue is resolved.

To fix the problem that arises from the Windows character limitation, you can change the location of the temp.folder path so that it has a shorter path name. The configuration setting “SPINTempPath” is located in spintimerjobs.config. If you choose to change this path, you need to specify a path that is fully permissioned by the Application Pool account.

To fix the problem that arises from the SharePoint character limitation, you can reduce the depth of the file/folder path. Be aware that if the file/folder path is near 260 characters, a long file name may cause it to exceed the limit. Also, a file name by itself cannot exceed 128 characters.

Custom fields display on the Intralinks exchange but not on SharePoint

• Are the custom fields published in the exchange?

Users exist on the Intralinks exchange but not on SharePoint

• Are the users active?

Intralinks document permissions don’t apply to SharePoint users

Intralinks document permissions apply only to users accessing these documents through the Intralinks Web interface.

SharePoint has its own set of permissions that you can apply to protect the documents from your SharePoint users.

See Permissions for more information.


I can’t find Intralinks users in the SharePoint users list

User and group information can be synchronized between your Intralinks exchange and your SharePoint site. These users and groups are specific to Intralinks and will not be merged with your SharePoint Users’ Active Directory.

To view your Intralinks users and groups from within SharePoint

1. Select Lists.

2. Select either ILGroups or ILUsers.

See Creating users on your Intralinks exchange for more information.

The Push queue is not being updated when documents are added to the SharePoint Library

1. Check that the Push queue contains the column labeled 'ActionType”

2. If the column is missing, rename the column “Title” to “ActionType”

The SharePoint event handlers may need to be restarted

1. Go to Central Administration -> Application Management -> Manage web applications

2. Select the appropriate site and click Manage Features under the “Web Applications” tab.

The “Manage Web Applications Features” window opens.

3. Deactivate and then re-activate the “Intralinks Timer Jobs” feature.

The Push queue is updating but Intralinks is not being updated

• Check that the upload user has concurrent logins enabled.

• Ensure that the OWS Timer Service is using the identity of the SharePoint Administrator.

My credentials are valid but I can’t log in

• If you have a Shared User Account (you are using the same account for more than one site), ensure that Concurrent Login is administered on the Intralinks Platform.

Advanced Folder Mapping is not populating the IL Folders drop-down menu

• The session is expired.

– Under “Sync Relationships”

Click Edit Credentials


Click Validate Credentials

Click Save.


Appendix A: Advanced Folder MappingIf you use Advanced Folder Mapping, Intralinks recommends that you don’t rename or delete the top folders on your Intralinks exchange that are mapped to your SharePoint Document Libraries. Nor should you rename or delete mapped SharePoint Libraries.

The Intralinks Connector is designed to restore both libraries and folders when synchronization is interrupted for these reasons, but the direction of synchronization will determine whether the folders and libraries are repopulated with the documents they held previously.

If you must delete or rename libraries or folders:

1. Make a note of the mappings between your libraries and files.

2. Make a note of the direction of these mappings.

3. Consult the tables below to determine the results of your actions.

4. Perform a full synchronization. Any documents that can be restored to their previous libraries and files will be, in accordance with the rules below.

• Deleting Mapped Top Folders from your Intralinks Exchange

• Deleting Mapped SharePoint Document Libraries

• Renaming Mapped Top Folders from your Intralinks Exchange

• Renaming Mapped SharePoint Document Libraries


Deleting Mapped Top Folders from your Intralinks Exchange

Mapping Scenario and Action Direction Results

SP Library

A --->BC --->

IL Folder

<---D<---E

F

Delete exchange fold-ers D, E, F

Two-wayIL to SPSP to IL

After incremental synchronization:

1. Folders D, E, and F are re-recreated on the exchange without any content.

2. The contents of SP Libraries A and B are deleted.

3. The contents of SP Library C is retained.

SP Library

A --->BC --->

IL Folder

<---D<---E

F

Delete exchange fold-ers D, E, F


After full synchronization:

1. Folders D, E, and F are re-recreated on the exchange.

2. Library A is empty and folder D is retained but empty.

3. Folder F is re-created and contain the con-tents of Library C.

4. Folder E is re-created but empty and Library B is empty.


Deleting Mapped SharePoint Document Libraries


SP Library

A --->BC --->

Delete Libraries A, B, C

IL Folder

<---D<---E

F



1. Libraries A, B, and C are re-created in SharePoint.

2. The contents of IL folders D and F are deleted.

3. The contents of IL folder E are retained.

SP Library

A --->BC --->

Delete Libraries A, B, C

IL Folder

<---D<---E

F



1. SharePoint Libraries A, B, and C are re-cre-ated.

2. Library A contains the contents of folder D.

3. Library C has no contents.

4. Library B has the contents of E.


Renaming Mapped Top Folders from your Intralinks Exchange


SP Library

A --->BC --->

IL Folder

<---D<---E

F

Rename exchange fold-ers D, E, F



1. Folders D, E, and F are re-created on the Intralinks exchange but they are empty.

2. Libraries A, B, and C retain their contents.

3. Renamed folders have the same contents as folders D, E, and F.

SP Library

A --->BC --->

IL Folder

<---D<---E

F

Rename exchange fold-ers D, E, F



1. Folders D, E, and F are re-created on the Intralinks exchange.

2. Folder D has the contents of A.

3. Folder F has the contents of C.

4. Folder E is empty but B retains its contents.


Renaming Mapped SharePoint Document Libraries


SP Library

A --->BC --->

Rename Librar-ies A, B, C

IL Folder

<---D<---E

F



1. Libraries A, B, and C are re-created on the SharePoint side but they are empty.

2. Folders D, E, and F retain their contents.

3. The contents of the renamed SharePoint libraries are not deleted but they are unmapped.

A full synchronization is required to restore the contents of Libraries A and B.

SP Library

A --->BC --->

Rename Librar-ies A, B, C

IL Folder

<---D<---E

F



1. Libraries A, B, and C are re-created.

2. Library A has the contents of folder D.

3. Library B has the contents of folder E.

4. Library C is empty but folder F retains its contents.
