SharePoint interface

The SharePoint interface is an additional component that allows you to exchange and synchronize data between Aeneis and the Microsoft SharePoint Document Management System (DMS).

Functional scope

The SharePoint interface offers the following range of functions:

  • Individual documents and entire document libraries stored in SharePoint can be transferred to Aeneis. The documents, such as tasks or processes, can be referenced there.

    Hinweis: Authentication and authorization checks when opening referenced documents from SharePoint are performed automatically in the background via Single-Sign-On (SSO).

  • Lists stored in SharePoint can be transferred to Aeneis.

  • Aeneis objects can be transferred to SharePoint. You can configure which objects and attributes are transferred. The objects are saved in a list in SharePoint and can be opened directly in the BPM portal via a link.

  • Transferred objects and attributes can be indexed in SharePoint and thus integrated into the SharePoint search.

  • Data synchronization can be carried out manually or configured automatically at specific time intervals.

  • For the synchronization of documents and lists, you can set which versions or statuses are to be transferred.

Use case - Version-based access to SharePoint documents

The following example illustrates how access to certain versions of a SharePoint document in Aeneis can be controlled via a user's view permissions on a model object.

Versioning of the SharePoint document:

In SharePoint, a quote form is released in the first quarter of the year with version V1. The document will be revised and released with version V2 in the second quarter.

Versioning of the process:

In Aeneis, this quote form is referenced in a process. The process was last versioned in the first quarter. The working draft of the process was then continued.

View permissions on versions:

As V2 of the quote form was not yet released when the process was last versioned in the first quarter, V2 can only be viewed by users who have view permissions on the working draft.

Beispiel: The modeler with write permissions on the working draft of the process opens the quote form via Aeneis. He sees the currently released V2 of the document. The department employee, who is not allowed to see the working draft of the process, only sees V1 of the quotation form when he opens the document in Aeneis.