2025-1 & 2024-2
Documents in BrightWork 365 are stored in your organization's BrightWork 365 SharePoint site. During the installation of BrightWork 365 the SharePoint site and accompanying document libraries were created for the environment. Every document enabled table has a document library, and inside each document library is a folder per record that has had the document tab opened. With appropriate permissions you can view all the folders directly in the environment's SharePoint site.
Documents Tab
The Documents tab is where you can view any documents stored in the SharePoint library that is associated with BrightWork 365. Documents can be created within BrightWork 365, uploaded within BrightWork 365, or otherwise saved in the associated SharePoint library.
- By default, files deleted from the Documents tab will be permanently deleted from the SharePoint site associated with BrightWork 365 and cannot be restored from a recycle bin. Contact your Microsoft Support representative to discuss activating the associated SharePoint Recycle bin to be able to restore deleted documents.
- For customers using custom BrightWork 365 forms: SharePoint has an indexing limit that is reached when a document library contains more than 5000 items. If you receive a message about the SharePoint throttling limit being exceeded, see this article.
Use Folders
Click +New | Folder to create a folder. You can also create folders inside of folders.
Use the folder breadcrumbs to navigate the folder hierarchy.
Work in SharePoint
You can open the folder associated with the project (or other record) in SharePoint Online and do things like:
- Move documents into folders
- Bulk upload lots of documents
- Sync the folder with your One Drive
Large Documents
Documents larger than 50 MB will need to be uploaded directly to the associated SharePoint Online site instead of the Documents section of the record. To upload these documents:
- Go to the record's Documents tab and use the drop-down in Document Location to click on Documents on Default Site. You will be taken to the associated SharePoint Online location.
- Choose Upload to upload the file. The file will upload even if it is larger than 50 MB.
Desktop Sync
An additional method to interact with a BrightWork 365 SharePoint Online document library is via desktop sync:
- Confirm Microsoft OneDrive is installed on your computer.
- In the Documents tab click the ellipses, click Open Location, and then click Documents on Default Site.
- On the SharePoint Online page that opens click Sync to begin the desktop sync via Microsoft OneDrive.
Microsoft Teams
Document Sync
An additional method to interact with a BrightWork 365 SharePoint Online document library is by syncing with a project's channel within a Microsoft Team:
- Confirm Microsoft OneDrive is installed on your computer.
- In the relevant project channel click on the Files tab and then click Sync.
Files Tab Link
Some organizations would like certain projects to exclusively use a Microsoft Teams Channel and its associated SharePoint library, for document management. This can be achieved through a custom configuration of a project template's Documents tab location, and/or with the addition of a custom new form field where a link to the Teams Channel's "Files" location can be entered. Consult with your Customer Success Partner for more information.
2024-1 (v1.9)
Documents in BrightWork 365 are stored in your organization's BrightWork 365 SharePoint site. During the installation of BrightWork 365 the SharePoint site and accompanying document libraries were created for the environment. Every document enabled table has a document library, and inside each document library is a folder per record that has had the document tab opened. With appropriate permissions you can view all the folders directly in the environment's SharePoint site.
Documents Tab
The Documents tab is where you can view any documents stored in the SharePoint library that is associated with BrightWork 365. Documents can be created within BrightWork 365, uploaded within BrightWork 365, or otherwise saved in the associated SharePoint library.
- By default, files deleted from the Documents tab will be permanently deleted from the SharePoint site associated with BrightWork 365 and cannot be restored from a recycle bin. Contact your Microsoft Support representative to discuss activating the associated SharePoint Recycle bin to be able to restore deleted documents.
- SharePoint has an indexing limit that is reached when a document library contains more than 5000 items. If you receive a message about the SharePoint throttling limit being exceeded, see this article.
Large Documents
Documents larger than 50 MB will need to be uploaded directly to the associated SharePoint Online site instead of the Documents section of the record. To upload these documents:
- Go to the record's Documents tab and use the drop-down in Document Location to click on Documents on Default Site. You will be taken to the associated SharePoint Online location.
- Choose Upload to upload the file. The file will upload even if it is larger than 50 MB.
Desktop Sync
An additional method to interact with a BrightWork 365 SharePoint Online document library is via desktop sync:
- Confirm Microsoft OneDrive is installed on your computer.
- In the Documents tab click the ellipses, click Open Location, and then click Documents on Default Site.
- On the SharePoint Online page that opens click Sync to begin the desktop sync via Microsoft OneDrive.
Microsoft Teams
Document Sync
An additional method to interact with a BrightWork 365 SharePoint Online document library is by syncing with a project's channel within a Microsoft Team:
- Confirm Microsoft OneDrive is installed on your computer.
- In the relevant project channel click on the Files tab and then click Sync.
Files Tab Link
Some organizations would like certain projects to exclusively use a Microsoft Teams Channel and its associated SharePoint library, for document management. This can be achieved through a custom configuration of a project template's Documents tab location, and/or with the addition of a custom new form field where a link to the Teams Channel's "Files" location can be entered. Consult with your Customer Success Partner for more information.