Associating Xoralia with an existing document library in SharePoint

As a Xoralia admin you can associate Xoralia with an existing document library by clicking the ‘Add new document library’ button at the top of the page.

Screenshot of the Add document library button
Step 1

Then find the SharePoint site collection where your document library resides.

Screenshot showing how to select a site collection when adding a new or existing library
Step 2

Then set the ‘Do you have an existing document library’ toggle to ‘Yes’ and find your document library from the list presented. Click confirm.

Screenshot showing how to associate a new document library to Xoralia
Step 3

As a final step, you may want to add tags to your document library and documents so that these can be shown in Xoralia. You need to do this from within the document library in SharePoint.

Screenshot showing the 'how to add tags' dialog
Step 4

When associating Xoralia with an existing document library, your documents and columns, data types in the library will not be overwritten. However, in order to work, Xoralia needs certain columns and will automatically create these for you unless it finds existing columns with the correct header (i.e. column name) and data type. The columns it needs are:

  • A column called ‘Document Owner’ with data type ‘Person’ – note that document owner can be multiple people and can even include groups.
  • A column called ‘Document Contact’ with data type ‘Single line of text’ – this is a free text field so that you can add a department name, an email address, or the name of a person.
  • A column called ‘Document Version’ with data type ‘Single line of text’ – this does not use the SharePoint document version number but instead allows you to specify your own document version number, date, or other information related to the version.

Note that the column headers and data types must be exactly as above in order to be repurposed. Also note that SharePoint will not allow you to change certain data types without deleting the contents of the columns.

Screenshot of document library column names and data types in SharePoint
Column names and data types in a SharePoint document library

 

Screenshot of a SharePoint document library showing the Xoralia columns
A SharePoint document library showing the Xoralia columns