Microsoft 365 OneDrive / SharePoint

OneDrive and SharePoint are cloud-based file management services that are part of the Microsoft 365 suite of products.

Once integrated, files attached to notes and emails or to document windows (e.g., the Enter Sales Order window) will be stored in a shared folder rather than the Acctivate database.

Overview

Acctivate can be integrated with a OneDrive or SharePoint folder which will act as a top-level destination folder for organizing and storing files attached in Acctivate.

Files attached to emails, such as a .pdf of an invoice, or notes or to a window in Acctivate will be saved and organized in sub folders within the top-level folder.

Acctivate distributes the free version of Microsoft SQL Server which has a 10 GB database limit. By saving files in a shared cloud directory, rather than the database, companies have more control over the size and growth of their Acctivate database.

Setup

First, a destination folder must be created in OneDrive or SharePoint. The URL for this top folder will then be entered into the File Storage page of the Service section of the Configuration Manager.

Acctivate will automatically create sub-folders in the destination folder for each window and record ID that has an attachment.

For example, after creating invoice B3346Z and attaching it to an email in Acctivate, the .pdf will be saved in the destination folder with a path of ...\Invoice\B3346Z\Invoice - B3346Z.PDF

Create a shared folder in OneDrive or SmartVault

  1. In OneDrive or SmartVault, create a folder which will act as the destination/top-level folder for storing files attached in Acctivate. For example, this folder could be named something like "Acctivate" or "Acctivate Attachments".
  2. From a browser, Copy the URL of the folder you created to your clipboard.
  3. Continue with the steps below in Acctivate.
Note

You can also use the following types of links:

  • Direct Link: A "direct link" can be obtained from the OneDrive web interface. A direct link allows your account to access the folder without needing to create a share link. The method for getting a direct link is not well documented by Microsoft, however there are many third party sites which provide instructions for getting the direct link.
  • Share Link: You can create and use a Share link. It is required that the account linked in Acctivate is the same account used to generate the share link and that this link only provides view access to prevent users from deleting files, however edit access could be given to specific users or groups.

Add the link to Acctivate

  1. Log into your Acctivate company, then open File → Configuration Management → Service → File Storage
  2. Click Edit
  3. Click the Connect button.
  4. Login to the Microsoft account that was used to create the destination folder.
  5. After logging in, you'll be instructed to return to Acctivate. In Acctivate, you will be prompted to enter the direct link URL for the destination folder you created. Paste the link you previously copied and click OK.
  6. Click Save.

If at any point you wish to change the destination folder, you can use the Change folder button and repeat the steps above.

Usage

Once Acctivate has been integrated with OneDrive or SharePoint, you can attach documents directly to most windows in Acctivate by clicking the paperclip icon found in the toolbar of the window. These attachments will be stored in the OneDrive/SharePoint folder you created, rather than the Acctivate database.

A number next to the paperclip icon on the toolbar indicates the number of files attached to this window and stored in the cloud.

Clicking the paperclip icon will open the Attachments window, which allows attaching, viewing, downloading, and deleting files.

View, Open, Download, and Delete files
Files that are attached to a document window in Acctivate (e.g., the Enter Sales Order window), by either being attached directly to the window, a note, or an email, can be viewed by clicking the paperclip icon on the window's toolbar or by using Ctrl+Shift+V.

In the attachments window, click the Open button (binocular icon) to open the file, which will be downloaded to a temporary directory as a local copy.

Click the Download button to save a copy to a location on your computer.

The Delete button will delete the attachment from the window and from the cloud storage folder.

Attaching a file
There are three methods for file attachments:

  • Files attached directly to the window/document (e.g., the Sales Order window).
    • Clicking the paperclip icon will open the Attachments window where you can click the Attach button (paperclip icon) to browse for and attach a file.
    Tip

    If SmartVault and Microsoft 365 are enabled, the Attachments window will allow you to choose which service to use by cliking the dropdown arrow next to the paperclip icon.

    However, notes and emails will however use Microsoft 365 (OneDrive / SharePoint).

  • Files attached to Notes
    • Files can be attached to notes which allows for additional comments and the note can be assigned to a user with a due date.
  • Files attached to emails
    • Emails sent from a window may have files attached automatically, such as an invoice.pdf, or you can select a file to attach to an email.