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[File Governance] Integrating with SharePoint

Updated
Note: The screenshots in this article are currently taken from the Japanese version of the product. Some labels in the images may differ from the English interface.

Overview

This page describes how to integrate SharePoint with File Governance.
Reference: File Governance Overview

Prerequisites

To use this feature, administrator consent is required on the Microsoft 365 side.

When integrating with SharePoint, sign in with a Microsoft 365 administrator account and grant admin consent to the permissions requested by Josys.

Integration Steps

  1. <If you have already integrated the app> Please proceed to the next step.
    <If you have not integrated the app yet> Please refer to the page below to integrate the app.
    Reference: Microsoft SharePoint
  2. From the left menu, click "Integrations > External Data Sources".
  3. Click the "Integrate" button within File Governance.
    *The screenshot below shows Box as an example.
  4. A pop-up will appear in the bottom left. The process is complete when a checkmark is displayed. 
  5. From the left menu, click "Access > File Governance" to display the synchronization screen. Please wait until the synchronization is complete. Synchronization may take some time.
⚠️Enabling File Governance requires additional permissions beyond the standard app integration. Therefore, even if you have already integrated the app with Josys, a message may appear indicating that re-integration is required.
In this case, click "Re-integrate App" in the displayed pop-up to proceed with the re-integration.
*The screenshot below shows Box as an example.

Time Required for SharePoint Files and Folders to Sync

Due to the specifications of the Microsoft SharePoint API, information on files and folders added or modified in SharePoint is not reflected in Josys in real time.
It may take several hours for newly added files or changes to file/folder information to be reflected in Josys.

Additionally, even if multiple files or folders are added at the same time, they may not all appear simultaneously. Depending on the timing of the synchronization process, they may be displayed sequentially over multiple sync cycles.

⚠️If you cannot find the added or modified items in Josys immediately after updating them in SharePoint, please wait a while and sync/check again.
With the SharePoint API, even if access permissions are added to a parent folder, the last modified date of child folders or files inheriting those permissions may not be updated.
In this case, the old modified date is retained in the API, and the target files or folders may not be retrieved if they fall outside Josys's synchronization target period.