Sync case files to SharePoint 365

Goal: Save all case files (templates, reports, forms, photos) from Gluu to your SharePoint structure—automatically and consistently.

What you’ll learn…

• Select the SharePoint site and folder to use.
• Define folder/file naming at account level or case template level.
• Start cases and sync files automatically.
• Keep SharePoint and Gluu in sync at all times.

Two levels of setup #

• Account-wide standard – default for all caseflows.
• Template-level standard – override per case template when different sites/folders/naming are required.

Set your account’s SharePoint standard #

1. Click your company name (top right) > Manage account.
2. Under General settings, add your Azure AD tenant ID.

3) Check connection:

4) Go to Apps & Integrations and turn on Microsoft SharePoint.

5) Configure folder and naming:

• Root folder – SharePoint site/folder where Gluu creates case folders.
• Case folder naming – default is case name (e.g., “Peter Smith 243567324”).
• Activity folder naming – default is activity name.
• File naming – defaults: forms = “task name – form name”; uploads/photos = task number + sequence.

Review the preview of the folder structure, then Save.

Set process-specific standards #

1. Open the process > Cases > Case Templates.
2. Enable edit mode and select a case template.
3. Under Synchronize, turn on Allow sync with SharePoint/OneDrive.
4. (Optional) Add extra folders within the case folder.

Then, for any activity in the case:

• Adjust activity folder name, select files to export, and add extra folders if needed.

All new cases from this template will mirror your SharePoint structure.

Running cases #

When a user starts a case, files are saved to SharePoint automatically. If SharePoint is temporarily unavailable, click the SharePoint icon on the case to sync now and open the case folder.