SharePoint List Sync is an add-on feature for synchronizing document files or lists between source and target lists among SharePoint collaborators. Real-time or manual syncing happens when documents or items are modified, deleted, checked in or approved.

In a project management situation, List Sync helps a Project Manager manage and sync several teams' documents and tasks by setting up a source list of files and a lot of target lists for collaborators in SharePoint. Any information the Project Manager changes in his source list will be updated in the target team's lists. It would be clear to each collaborator or team of what his tasks and requirements are. The teams can modify and update their own tasks and they will be synced back to the Project Manager's source list.

Work effectively among SharePoint collaborators by syncing documents, folders and other files within your workgroups as files that are edited, modified, revised or added are automatically synced within the group for continuous work progress.

Manage files efficiently among users by mapping which items or columns are to be synced. Items added, modified, deleted, checked in or approved will be synced actively. Attachments can also be synced; as well as syncing item folder's structure.

Modifications made from target lists can be synced back to source lists when Reverse Sync is activated.

View different teams' development in an aggregate list by combining different collaborators' lists into a Union List. Specific columns can be selected to be synced.

Large lists may also be separated and sorted into different lists if it matches sync conditions from the source.

Track and record changes by setting a log schedule or by downloading a Microsoft Excel log file every time a sync is made.

Feature List	List Sync	SharePoint
Automatic sync from source to target (Real-time Sync)
Sync modifications from target to source list (Reverse Sync)
Sync user-specified columns
Combine two or more lists to create a new list
Split one list into different lists based on conditions
Sync only items that match conditions
Join two lists through lookup column
Sync permissions from source to target lists on items
Optional sync source item's folder structure
Optional sync attachments
Create sites with saved list sync settings from saved site templates
Logs for each sync

1. Introduction to SharePoint List Sync
2. Sync Profile
   • 2.1. Creating Sync Profile
   • 2.2. Setting up Sync Profile
     • 2.2.1. Type a Profile Title
     • 2.2.2. Select Source Site and List
       • 2.2.2.1. Item Sync Filter
     • 2.2.3. Target Site and List
     • 2.2.4. Columns Mapping
     • 2.2.5. Union List
     • 2.2.6. Permission Synchronization
     • 2.2.7. Others
       • 2.2.7.1. Each condition explained
     • 2.2.8. Log Settings
3. Sync Now

1. Introduction to SharePoint List Sync:

SharePoint List Sync is a SharePoint add-on that allows users to sync lists in a same or different site.

SharePoint List Sync syncs any item creation, modification, and deletion from source list to the target list and also sync modifications from target list back to the source list. List Sync activity can be tracked and viewed with downloadable activity logs in Microsoft Excel file.

2. Sync profile

A sync profile is a set of commands and conditions set by the user for syncing items from source list to target list.

2.1. Creating a sync profile

a. Click Site Actions > Site Settings

b. Click List Sync Settings

c. Click Add New Profile to create a new sync profile

2.2. Setting up Sync Profile

2.2.1. Type a Profile Title

This is the title of your sync profile (e.g. Documents Sync, Budget Folders etc.).

Tip: Try to name your profile words that are relevant to the sync conditions or files so it would be easier to distinguish your profiles in the future.

2.2.2. Select Source Site and List

Choose specific Source Site and List from the dropdown menu. Information transmitted to the target list is referred from here.

Note: You can sync all SharePoint lists except: Discussion Board, Survey List, Wiki Page Library, External List, Slide Library, and SharePoint default Gallery (Web Part Gallery, List Template Gallery, Master Page Gallery, Theme Gallery)

2.2.2.1. Item Sync Filter

This is a sync feature where items are only synced when it matches conditions in source list. By checking the Item sync filter, you may choose between a Basic Condition and Advanced Condition.

2.2.3. Target Site and List

This is the location where the Source list would sync its items or documents to.

2.2.4. Columns Mapping

Several dropdown menus for Source List and Target List are available to map the sync to. Other columns can be synced reversely.

Reverse Sync –if this checkbox is ticked, whatever modifications made on the Target List will be synced back to the source list for this column.

However, some columns cannot Reverse Sync, for the reason:

• If Source Column can be found in Target Column but a column in Target cannot be found in Source;
• Columns that are found only in Source List.

Tip:You can start mapping which columns to sync once the Source and Target lists are set.

Generally, source columns can be synced only to related target columns.

Here is a quick look at which target folders are available to sync for each source

Source/Union List Column Type	Target List Column Type
Single Line of Text	Single Line of Text; Plain Text; Rich Text; Enhanced Rich Text
Plan Text	Plain Text; Rich Text; Enhanced Rich Text
Rich Text	Rich Text; Enhanced Rich Text
Enhanced Rich Text	Enhanced Rich Text
Choice	Single Line of Text; Plain Text; Rich Text; Enhanced Rich Text; Choice; Choice (Multiple Value)
Choice (Multiple Value)	Single Line of Text; Plain Text; Rich Text; Enhanced Rich Text; Choice (Multiple Value)
Number	Single Line of Text; Plain Text; Rich Text; Enhanced Rich Text; Number
Currency	Single Line of Text; Plain Text; Rich Text; Enhanced Rich Text; Currency
Date and Time	Single Line of Text; Plain Text; Rich Text; Enhanced Rich Text; Date and Time
Lookup	Single Line of Text; Plain Text; Rich Text; Enhanced Rich Text; Lookup; Lookup (Multiple Value)
Yes/No	Single Line of Text; Plain Text; Rich Text; Enhanced Rich Text; Yes/No
Person and Group	Single Line of Text; Plain Text; Rich Text; Enhanced Rich Text; Person and Group
Hyperlink and Picture	Single Line of Text; Plain Text; Rich Text; Enhanced Rich Text; Hyperlink and Picture
Managed Meta Data	Single Line of Text; Plain Text; Rich Text; Enhanced Rich Text; Managed Meta Data
Recurrence	Single Line of Text; Plain Text; Rich Text; Enhanced Rich Text; Recurrence
Full HTML content with formatting and constraints for publishing	Enhanced Rich Text; Full HTML content with formatting and constraints for publishing
Image with formatting and constraints for publishing	Enhanced Rich Text; Image with formatting and constraints for publishing
Hyperlink with formatting and constraints for publishing	Enhanced Rich Text; Hyperlink with formatting and constraints for publishing
Content Type	Single Line of Text; Plain Text; Rich Text; Enhanced Rich Text; Content Type

Listed below are columns that can only be found in Source List

• Site Link;
• List Link;
• Item Link;
• ID;
• Workflow Status;
• Version;
• Approval status;
• Check In comments;
• Folder Child Count;
• Item Child Count;
• Check Out To;
• File Size;
• Picture Size;
• Picture Height;
• Picture Width.

Other special column

• Modified: If target column is "Modified", then source column can only be just "Modified"; reverse sync is not possible.
• Modified By: If target column is "Modified By", then source column can only be just "Modified By"; reverse sync is not possible.
• Created: If target column is "Created", then source column can only be just "Created"; reverse sync is not possible.
• Created By: If target column is "Created By", then source column can only be just "Created By"; reverse sync is not possible.

2.2.5. Union List

Union list is the list which is referred by a lookup column in source list. The columns in source list and Union list will sync to the target list.

How to set up Union List

Tick Union List checkbox to enable Union List function. Select Lookup Column in the source list from the dropdown menu. To map the union list, choose from the union list which columns you want to map with target list.

Note that different lookup column lead to different union list; therefore sync results in the target list are also different.

Example:

You have two lists: List A and List B. List A has a lookup column which gets information from List B. In this way, we call List A - Source List, and List B - Union List. Then, you can combine information from List A and List B to List C, which we call it target list. This feature makes one item in list C created when synchronizing is in function. If you set up sync setting for List A and List B with List C respectively, two items will be created in List C when synchronizing.

2.2.6. Permission Synchronization

This is a setting where you can set access permissions among your collaborators in case there is certain information you want to restrict.

2.2.7. Others

There are five checkboxes where you can choose conditions when to sync or delete target item, target column, target folder structure and attachment according to Source activity.

2.2.7.1. Each condition explained below:

• Delete target item when the source item has been deleted

  When a source (e.g. folder) has been deleted, the target folder would also be deleted

• Delete target item if the source item doesn't match the condition

  The condition here means the conditions set on Item Sync Filter.

• Delete target column when the source column has been deleted

  Target column will also be deleted when the source column is deleted.

• Sync folder structure from source list to target list

  A folder structure is how the files are organized in the certain sync folder. If you tick the checkbox, the folder structure will be synced to the target list as well as the files inside. If you do not tick the checkbox, only the files inside the folder will be synced to the target list.

• Sync attachment from source list to target list

  If an item in the source list contains attachments, these attachments will also be synced to the item in target list.

2.2.8. Log Settings

A log is a written record of List Sync activities. Only one sync log is available to download as Excel file each time you sync a list.

To log your sync activities, tick the checkbox for Write List sync information to log. Schedule your log activity monthly or choose between 1-99 day(s) sync log interval.

You may opt to delete logs from the server by ticking the checkbox for Delete logs from the server and input the number of days before the deletion.

3. Sync Now

SharePoint List Sync automatically updates source and target lists in real-time.

However, you may choose to manually sync your source and target files yourself by viewing the List Sync Main Settings Page (Site Actions > Site Settings > List Sync Settings). Hover the profile you want to sync and a dropdown menu would appear, click the dropdown menu and select Sync Now to update your list.

Top

Languages Supported: English, Japanese, German, Simplified Chinese

System Requirements

For SharePoint 2010:

Operating System:	Microsoft Windows Server 2008 x64 Microsoft Windows Server 2008 R2
Server:	SharePoint Release: - Microsoft SharePoint Foundation 2010 or Microsoft SharePoint Server 2010 - Microsoft .NET Framework 3.5
Browser:	Microsoft Internet Explorer 7 or greater is recommended for Advanced Administration features Mozilla Firefox supported

For SharePoint 2007:

Operating System:	Microsoft Windows Server 2003 x64 Microsoft Windows Server 2008 x64 Microsoft Windows Server 2008 R2
Server:	SharePoint Release: - Microsoft Windows SharePoint Services v3 or Microsoft Office SharePoint Server 2007 - Microsoft .NET Framework 2.0 or 3.0 Note: This product is not compatible with SPS 2003 and WSS v2
Browser:	Microsoft Internet Explorer 6 or greater is recommended for Advanced Administration features

Technical Notes:

• Cannot sync list cross site collection or SharePoint farm.
• Document library will only support single value of lookup column to the union list column.
• If "Recurrence" column doesn't map to a "Recurrence" column, recurrence items in source calendar list will not automatically sync to target list.
• Target columns named "Created", "Created By", "Modified", "Modified By" can only be synced from the source of the same column name.
• List Sync will only run in the profile modifier's permission.

Release Notes

1.1.215.0 Feb 21th, 2012	New Feature: - Supports Simplified Chinese.
1.0.127.0 Jan 27th, 2011	Initial Release

Purchase FAQ

Questions about Licensing:

• What is the difference between a Server License and a Site Collection License/Farm License?
  • Currently, we can provide Server License, Site Collection License and Farm License:
  • Each WFE will require a Server License (For SharePoint 2007: all servers running the SP Web Application service will need to be licensed; for SharePoint 2010: all servers running the "Microsoft SharePoint Foundation Web Application" service will need to be licensed). SPB Server Licenses do NOT limit the number of end-users.
  • A Site Collection License (with end-user number limit) can be applied to one site collection only, you would need to make sure the number of end-users is within the end-user number limit provided by your license;
  • A Farm License can be used across all site collections within a SharePoint farm; however the maximum number of users within each site collection is limited by the end-user number limit provided by your license. For example, a 400-end user Farm License means that the number of users within a site collection should not exceed 400.
  • To find out the number of end-users you have in your site collection/farm, please check the license management page (this will appear after you install the trial version of our software on your SharePoint servers), or download and run the free End User Viewer Tool available here: http://www.sharepointboost.com/end-user-viewer-tool.html.
• Which type of license should I choose?
  • Server Licenses are better if you would like to use the product without site collection or end-user restrictions.
  • A Site Collection License/Farm License is better if you only want to use the product in one site collection/farm and the number of end-users is unlikely to grow rapidly or change frequently.
  • If you are still unsure as to which license type is best for you, please email sales@sharepointboost.com for assistance.
• What are "end-users" and how do they affect my Site Collection License/Farm License?
  • End-users do NOT affect Server Licenses. An end-user count is only needed for a Site Collection License or Farm License.
  • An end-user is defined as any user who has access to, or has accessed any site in your Site Collection/Farm at any point in time, either directly (e.g. signing in) or indirectly (e.g. assigning him a task). And the number of end-users in the site collection means the total number of users across all sites in the site collection.
  • Once a user has accessed a site in the site collection/farm, he is counted, regardless of whether or not this user is active on the site where the product is used. For example, while you may only have 50 users who would need to use the product on Site A in the site collection, there are 360 users accessing Site B (including the 50 accessing Site A), making a total of 360 users with access to the site collection. Since Site A and Site B are in the same site collection, you would need to purchase a license for at least 360 users. SPB licenses increase in increments of 100 users, so if there are 360 people who have access to the site collection, you will need to purchase a 400 end-user license.
• If the current end-user number exceeds the end-user number allowed by my Site Collection License/Farm License, what will happen?
  • Please note that end-users do NOT affect Server Licenses.
  • If the current end-user amount exceeds the amount of end-users allowed by your Site Collection License/Farm License, the original functions and settings of the software will NOT be influenced until you change them (e.g. additions, deletions, modifications, etc.)
  • You can either use our End User Viewer Tool to delete some inactive or disabled SharePoint users (http://www.sharepointboost.com/end-user-viewer-tool.html) or upgrade your license with more end-users.The cost of a license upgrade is equal to the price difference between the old and new licenses, plus a standard fee of 50 USD applied to all upgrates submitted. For example, if you had purchased a 200 end-user license for $500 and now you want to upgrade to a 300 end-user license (Price: $600), you only need to pay the difference (600-500=$100) plus the standard upgrade fee ($50), therefore in total $150. It also applied to Farm License.
• What will happen if I buy a new server or add another server? How will this affect my license?
  • Please note that adding an additional server/replacing an old server with a new one will NOT affect Site Collection Licenses/Farm Licenses. Please contact sales@sharepointboost.com for more information only if your Site Collection ID/Farm ID has changed.
  • However, if you are using Server Licenses for an SPB product and you subsequently add an additional WFE to your environment, you will need to purchase another Server License. Also, if you elect to replace an old server with a new server, and the Server Code subsequently changes, you will need to contact sales@sharepointboost.com for more information.
• What is Premium Annual Support? If I buy it, what do I get?
  • For detailed information regarding SharePointBoost's Premium Annual Support plan, please visit our support page.
  • Premium Annual Support must be renewed each year. Support fees are charged per license per year.
• How can I find my Server Code or Site Collection ID/Farm ID?
  • To find your Server Code or Site Collection ID/Farm ID, please check the license management page (this will appear after you install the trial version of our software on your SharePoint servers – for help finding this information, please email support@sharepointboost.com, or download and install the free License Management Center here: http://www.sharepointboost.com/licensecenter.html.
• What is the price for DEV/Test environment? Is there any discount?
  • SharePointBoost offers 50% discount off the list license price for DEV/TEST environment when customers purchase license for their production environment.
• Do I have to pay for updates as new versions of the product are released?
  • Do I have to pay for updates as new versions of the product are released?
  • A minor release contains bugs fixes and minor feature changes (e.g. 1.0 to 1.1). Major releases include significant feature additions and enhancements (e.g. 1.x to 2.0), and Major releases (usually with significant functionality added) require the payment of an upgrade fee. However, if you purchase our Premium Annual Support plan, then all major and minor releases are free for one year.
• Do I need to apply for a new license if the site collection ID/farm ID/server CODE has been changed?
  • Yes. Since the license is generated based on the specific site collection ID/farm ID/server CODE, which means, once the site collection ID/farm ID/server CODE is changed, the original license CODE would be invalid as well. You need to contact our sales team(sales@sharepointboost.com ) for further assistance.

Questions about Purchasing Process:

• Does SharePointBoost accept Purchase Orders?
  • Yes, we accept purchase orders from our customers, for more details on purchasing via PO, please contact sales@sharepointboost.com.
• Which payment methods does SharePointBoost allow?
  • PayPal:
  • The preferred method of payment is PayPal. You can either purchase SharePointBoost products via PayPal account or via credit card. If you would like to purchase a Site Collection License/Farm License where the total number of end-users is greater than 900, we will generate a PayPal purchase link and send it to you in an email (paying via purchase link does not require that you have a PayPal account).
  • Secure Purchase Link:
  • If purchasing our products through PayPal is not possible for you, then you may contact sales@sharepointboost.com to get a secure purchase link generated and then emailed to you. Here you may pay with a credit card online, by phone, or by fax.
  • Bank Transfer:
  • If purchasing our products through PayPal or via a secure purchase link is not possible for you, then you may contact us to get bank information for a wire transfer. Note that you are responsible for any bank transfer fees.
  • If you do not specify one currency from USD, HKD, JPY, or EUR, we will take USD as the default payment currency.
  • SHAREPOINTBOOST DOES NOT ACCEPT CORPORATE OR PERSONAL CHECKS. PLEASE USE PAYPAL, SECURE PURCHASE LINK OR BANK TRANSFER TO PURCHASE OUR PRODUCTS.
• What is SharePointBoost's refund policy?
  • A request for a refund will only be granted if it is received BEFORE the license code has been sent. Once SharePointBoost has sent you a license code, the sale is considered final. We recommend that you take advantage of the 30-day trial period to download and test the product. This should allow you to fully test and make sure the product meets your needs before making a final purchase decision.
• Does SharePointBoost offer a discount for non-profit organizations, government agencies, or educational institutions?
  • Yes, SharePointBoost can offer discount on condition that you can provide proof that your organization is a registered non-profit, please contact sales@sharepointboost.com for the discount.