External document archive

1. What is on the screen

At the top, one card per destination, “SharePoint” and “Google Drive”, with its state: “Not set up”, “Needs authorising”, “Library not chosen”, “Ready” or “Error”. The link on the card goes to set the integration up, or to open it if it is already set up. Below, the “Rules” block with “Archive pending documents now” and “New rule”, and at the end the “Archive log”.

2. Connect SharePoint or Google Drive

Press the link on the destination's card. For SharePoint, register an application in Microsoft Entra ID with the Sites.ReadWrite.All application permission, copy the directory ID, the application ID and a secret, save and press “Authorise”: a Microsoft administrator grants consent. Then choose the site and the library. For Google Drive, create an OAuth client in Google Cloud with the Drive API enabled, save its credentials and press “Authorise”. When the card says “Ready” you can create rules.

3. Create a rule

Press “New rule”. Enter a “Name” and choose the “Destination”, “Which documents” (those generated by goPrevina, the signed ones or all published) and, if you want, a “Document type” and a “Workplace”. In “Folder” type the path; you can use {company}, {centre}, {type}, {year} and {month}, which are replaced with each document's details. Press “Save”. With “Rule active” unticked the rule archives nothing and is marked “Inactive”.

The pencil on each rule edits it. The bin opens the “Delete the rule…?” confirmation: documents already archived stay where they are and new ones stop being archived by that rule.

4. When documents are archived

goPrevina checks the pending documents every 15 minutes, and “Archive pending documents now” does it at once (it needs at least one rule). Each version of a document is archived once; a new signed version is archived again. Medical documents, confidential documents and drafts never leave goPrevina.

5. Archive log

Each row says which document and version, in which destination and folder, the date, and whether it is “Archived” or in “Error”. An archived row has an “Open” link to the file. When there are rows, two status cards appear above them, “With errors” and “Archived”, with their count: press them to filter the log. If an archive fails, the error explains the cause (for example, an expired authorisation) and it is retried up to five times.