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Only administrators and owners see this area.",[462,463,465],"h2",{"id":464},"which-sources-are-available","Which sources are available",[467,468,469,491],"table",{},[470,471,472],"thead",{},[473,474,475,479,482,485,488],"tr",{},[476,477,478],"th",{},"System type",[476,480,481],{},"Fetches files from",[476,483,484],{},"Sign-in",[476,486,487],{},"From plan",[476,489,490],{},"Guide",[492,493,494,515,532,550,569,588],"tbody",{},[473,495,496,501,504,507,510],{},[497,498,499],"td",{},[437,500,281],{},[497,502,503],{},"the document library of a SharePoint site",[497,505,506],{},"app registration in Microsoft Entra ID",[497,508,509],{},"Professional",[497,511,512],{},[513,514,281],"a",{"href":282},[473,516,517,521,524,526,528],{},[497,518,519],{},[437,520,286],{},[497,522,523],{},"a person's OneDrive",[497,525,506],{},[497,527,509],{},[497,529,530],{},[513,531,286],{"href":287},[473,533,534,538,541,544,546],{},[497,535,536],{},[437,537,291],{},[497,539,540],{},"a folder in Google Drive or a shared drive",[497,542,543],{},"service account in Google Cloud",[497,545,509],{},[497,547,548],{},[513,549,291],{"href":292},[473,551,552,556,559,562,565],{},[497,553,554],{},[437,555,296],{},[497,557,558],{},"a directory on an FTP, FTPS or SFTP server",[497,560,561],{},"user and password or SSH key",[497,563,564],{},"Enterprise",[497,566,567],{},[513,568,296],{"href":297},[473,570,571,575,578,581,583],{},[497,572,573],{},[437,574,301],{},[497,576,577],{},"your own system with an HTTP\u002FJSON interface",[497,579,580],{},"a header, e.g. an API token",[497,582,564],{},[497,584,585],{},[513,586,587],{"href":302},"REST",[473,589,590,594,597,600,602],{},[497,591,592],{},[437,593,306],{},[497,595,596],{},"a system with a SOAP web service",[497,598,599],{},"a header",[497,601,564],{},[497,603,604],{},[513,605,606],{"href":307},"SOAP",[608,609,610,611,613,614,616,617,619,620,623],"note",{},"SharePoint, OneDrive and Google Drive are available from the ",[437,612,509],{}," plan, FTP\u002FSFTP, REST and SOAP with ",[437,615,564],{}," – see ",[513,618,103],{"href":104},". Without a suitable plan the area stays greyed out. System types your plan does not include are shown in the list with ",[437,621,622],{},"Available from the … plan"," and cannot be selected.",[433,625,626],{},"An organisation can have as many sources as it likes – e.g. one for the sales site in SharePoint and one for engineering's FTP server. Each has its own credentials, its own schedule and its own mapping to categories.",[462,628,630],{"id":629},"setting-up-a-source","Setting up a source",[632,633,635,640,650,657,661,664,683,687,697,701,711,715,725,729],"steps",{"level":634},"3",[636,637,639],"h3",{"id":638},"add-the-source","Add the source",[433,641,642,643,646,647,649],{},"Click ",[437,644,645],{},"New source"," at the top right. A new source called „Source\" appears in the list and opens. At the top, give it a name your colleagues will recognise – e.g. „SharePoint Sales\" – and choose the ",[437,648,478],{},".",[433,651,652,653,656],{},"A new source is ",[437,654,655],{},"off",": it fetches nothing until you switch it on.",[636,658,660],{"id":659},"enter-the-connection","Enter the connection",[433,662,663],{},"Which fields appear depends on the system type – the guide for each type explains them. Each field is saved as soon as you leave it.",[433,665,666,667,670,671,674,675,678,679,682],{},"Passwords, keys and tokens are stored ",[437,668,669],{},"encrypted"," and never shown again. Below the field it only says whether something is stored: ",[437,672,673],{},"Saved — enter it again to change it"," or ",[437,676,677],{},"Not saved",". With ",[437,680,681],{},"Remove"," you delete a stored value.",[636,684,686],{"id":685},"test-the-connection","Test the connection",[433,688,642,689,692,693,696],{},[437,690,691],{},"Test connection",". DDM signs in to the source with the ",[437,694,695],{},"saved"," details and reads the chosen folder – nothing is imported. What the messages mean is explained for each system type.",[636,698,700],{"id":699},"decide-what-is-taken-over","Decide what is taken over",[433,702,703,704,707,708,649],{},"Under ",[437,705,706],{},"Import scope"," you decide which categories the files go into, which files count and what happens to ones that already exist – see ",[513,709,706],{"href":710},"#import-scope",[636,712,714],{"id":713},"sync-once-by-hand","Sync once by hand",[433,716,642,717,720,721,724],{},[437,718,719],{},"Sync now",". This also works while the source is still off – so you see the result before it runs regularly. Afterwards, check in ",[437,722,723],{},"Documents"," that the documents are where you expect them.",[636,726,728],{"id":727},"choose-a-schedule-and-switch-it-on","Choose a schedule and switch it on",[433,730,703,731,734,735,738],{},[437,732,733],{},"Sync",", choose how often DDM checks, and switch on ",[437,736,737],{},"Source active"," at the top, beside the name.",[462,740,706],{"id":741},"import-scope",[433,743,744,745,747],{},"The ",[437,746,706],{}," area applies to all system types.",[467,749,750,760],{},[470,751,752],{},[473,753,754,757],{},[476,755,756],{},"Setting",[476,758,759],{},"What it does",[492,761,762,775,785,795,804,819,829,851],{},[473,763,764,769],{},[497,765,766],{},[437,767,768],{},"Import categories",[497,770,771,772,649],{},"Whether DDM creates categories from the source's folders. Off: the documents land in the document store without a category – except with ",[437,773,774],{},"Fixed category",[473,776,777,782],{},[497,778,779],{},[437,780,781],{},"Import files",[497,783,784],{},"Whether documents are taken over at all. Off: a sync only creates categories.",[473,786,787,792],{},[497,788,789],{},[437,790,791],{},"Category mapping",[497,793,794],{},"How folders become categories – see below.",[473,796,797,801],{},[497,798,799],{},[437,800,774],{},[497,802,803],{},"Only with the mapping of the same name: the category everything goes into.",[473,805,806,811],{},[497,807,808],{},[437,809,810],{},"File filter",[497,812,813,814,818],{},"Which files count, e.g. ",[815,816,817],"code",{},"*.pdf; *.docx",". Empty = all.",[473,820,821,826],{},[497,822,823],{},[437,824,825],{},"Already present",[497,827,828],{},"What happens to a file that already exists in DDM – see below.",[473,830,831,836],{},[497,832,833],{},[437,834,835],{},"Status of new documents",[497,837,838,839,842,843,846,847,850],{},"As set under ",[437,840,841],{},"Approval & retention",", always ",[437,844,845],{},"Draft",", or ",[437,848,849],{},"Approved (trusted)"," – see below.",[473,852,853,858],{},[497,854,855],{},[437,856,857],{},"Structure preview",[497,859,860,861,864],{},"Only with REST and SOAP: which paths from the last ",[437,862,863],{},"Test chain"," would go into which category.",[462,866,791],{"id":867},"category-mapping",[433,869,870],{},"Paths count from the folder you entered for the connection. A file that lies directly in it gets no category.",[467,872,873,889],{},[470,874,875],{},[473,876,877,880,886],{},[476,878,879],{},"Mapping",[476,881,882,885],{},[815,883,884],{},"Sales\u002FPrices\u002FList.pdf"," becomes",[476,887,888],{},"Suitable if",[492,890,891,912,929],{},[473,892,893,899,909],{},[497,894,895,898],{},[437,896,897],{},"Mirror the folder structure"," (default)",[497,900,901,902,905,906],{},"the category ",[437,903,904],{},"Prices"," below ",[437,907,908],{},"Sales",[497,910,911],{},"the source's folders are already organised the way you want them in DDM",[473,913,914,919,926],{},[497,915,916],{},[437,917,918],{},"Everything into one category",[497,920,921,922,925],{},"a category ",[437,923,924],{},"Sales \u002F Prices"," at the top level – one per folder, without nesting",[497,927,928],{},"you want a flat list without sub-categories",[473,930,931,935,938],{},[497,932,933],{},[437,934,774],{},[497,936,937],{},"the chosen category, wherever the file lies",[497,939,940],{},"everything from this source belongs together",[433,942,943,944,947],{},"DDM recognises a category that already exists by its ",[437,945,946],{},"name under the same parent"," – so a second sync does not create anything twice. If you rename an imported category in DDM, the next sync creates a new one with the name from the source next to it.",[433,949,950,951,953,954,957],{},"If no category is chosen for ",[437,952,774],{}," (",[437,955,956],{},"None chosen — files land at the root of the library","), the documents land in the document store without a category. If the chosen category is deleted later, the selection is empty again.",[462,959,810],{"id":960},"file-filter",[433,962,963,964,674,967,970],{},"Separate several patterns with ",[815,965,966],{},";",[815,968,969],{},",",". Upper and lower case do not matter.",[972,973,974,984,990],"ul",{},[975,976,977,980,981,649],"li",{},[815,978,979],{},"*.pdf"," – all files whose name ends in ",[815,982,983],{},".pdf",[975,985,986,989],{},[815,987,988],{},"Pricelist.xlsx"," – exactly this one file.",[975,991,992,995],{},[815,993,994],{},"*.pdf; *.docx; *.pptx"," – PDFs, Word and PowerPoint files.",[433,997,998,999,1002,1003,1006,1007,1010,1011,1014,1015,1018,1019,1022],{},"A ",[815,1000,1001],{},"*"," only works at the ",[437,1004,1005],{},"start"," of a pattern. ",[815,1008,1009],{},"Price*.pdf",", ",[815,1012,1013],{},"?"," or folder paths such as ",[815,1016,1017],{},"Sales\u002F*.pdf"," are not evaluated. Files that do not match count as ",[437,1020,1021],{},"skipped"," in the result.",[462,1024,825],{"id":1025},"already-present",[467,1027,1028,1037],{},[470,1029,1030],{},[473,1031,1032,1034],{},[476,1033,756],{},[476,1035,1036],{},"If the file already exists in DDM, …",[492,1038,1039,1049,1069],{},[473,1040,1041,1046],{},[497,1042,1043],{},[437,1044,1045],{},"Skip",[497,1047,1048],{},"… the document stays unchanged. DDM does not even download the file.",[473,1050,1051,1056],{},[497,1052,1053,898],{},[437,1054,1055],{},"Store as a new version",[497,1057,1058,1059,1062,1063,457,1065,1068],{},"… DDM stores it as a new version – provided the content has changed. If ",[437,1060,1061],{},"New version on re-upload"," is off under ",[437,1064,98],{},[437,1066,1067],{},"Versioning",", it replaces the current version instead.",[473,1070,1071,1076],{},[497,1072,1073],{},[437,1074,1075],{},"Overwrite",[497,1077,1078],{},"… DDM replaces the current version, provided the content has changed. If an approval has decided on this version, the new file is added as a new version – an approval is never changed after the fact.",[433,1080,1081,1082,1085,1086,1089],{},"Whether something has changed is decided by the ",[437,1083,1084],{},"content",": DDM compares the downloaded file with the current version. If it is the same, it counts as ",[437,1087,1088],{},"unchanged"," and no version is created – even if only the modification date has moved in the source.",[433,1091,1092],{},"When new content comes in, the document is treated as with an upload by hand: an approved document goes back to draft, a running approval ends, and whoever looks after the document gets the e-mail about the new version.",[462,1094,1096],{"id":1095},"how-ddm-recognises-a-file","How DDM recognises a file",[1098,1099,1100,1110,1113],"ol",{},[975,1101,1102,1103,1106,1107,649],{},"By its ",[437,1104,1105],{},"identifier in the source",": for SharePoint, OneDrive and FTP the file's path, for Google Drive the file ID, for REST and SOAP the mapped ",[437,1108,1109],{},"External id",[975,1111,1112],{},"Otherwise by the same identifier on a document that no longer belongs to a source – e.g. one from a deleted source.",[975,1114,1115,1116,1119],{},"Otherwise by a document ",[437,1117,1118],{},"with the same name in the same category"," that has no identifier yet – e.g. one somebody uploaded by hand.",[433,1121,1122],{},"A document found this way belongs to this source from then on.",[1124,1125,1126,1127,1130],"tip",{},"If you rename or move a file in SharePoint, OneDrive or on the FTP server, its path changes – DDM creates it as a ",[437,1128,1129],{},"new"," document, and the old one stays. With Google Drive the file ID stays the same, so there it remains the same document.",[462,1132,1134],{"id":1133},"what-happens-to-new-documents","What happens to new documents",[433,1136,1137],{},"A newly taken-over document gets",[972,1139,1140,1143,1156,1163],{},[975,1141,1142],{},"the file name as its name,",[975,1144,1145,1146,457,1148,457,1150,1153,1154,969],{},"the status from ",[437,1147,98],{},[437,1149,841],{},[437,1151,1152],{},"Default status for new uploads"," (default: Draft) – or the one the source sets under ",[437,1155,835],{},[975,1157,1158,1159,1162],{},"the setting ",[437,1160,1161],{},"New documents may be shared"," from the same area, like an upload,",[975,1164,1165,1168],{},[437,1166,1167],{},"External source"," as its origin.",[433,1170,1171],{},"The text is read for the search as with every upload. The import does not set markets, tags or an owner – you can do that afterwards in the document store, for many at once too.",[433,1173,1174,1175,1177,1178,649],{},"An imported document gets its permissions like any other, through its category – see ",[513,1176,63],{"href":64},". With REST and SOAP, the import can additionally grant read access to a group – see ",[513,1179,1181],{"href":1180},"\u002Fen\u002Fexternal-sources\u002Frest#group-mapping","Group mapping",[636,1183,1185],{"id":1184},"trusted-sources","Trusted sources",[433,1187,1188,1189,1191,1192,1194,1195,1199],{},"With ",[437,1190,835],{}," set to ",[437,1193,849],{},", the source's documents are approved at once – without an approval workflow, also with ",[1196,1197,1198],"em",{},"Distribute only after approval",". That includes new versions: new bytes otherwise send an approved document back to draft, not with a trusted source. An archived document stays archived. The audit log records every such approval with the source.",[433,1201,1202],{},"Only use this for systems whose content has already been checked, e.g. a PIM with its own approval.",[462,1204,733],{"id":1205},"sync",[636,1207,1209],{"id":1208},"when-a-sync-runs","When a sync runs",[467,1211,1212,1221],{},[470,1213,1214],{},[473,1215,1216,1218],{},[476,1217,733],{},[476,1219,1220],{},"Runs",[492,1222,1223,1235,1245,1255],{},[473,1224,1225,1230],{},[497,1226,1227],{},[437,1228,1229],{},"Manual",[497,1231,1232,1233],{},"only when somebody clicks ",[437,1234,719],{},[473,1236,1237,1242],{},[497,1238,1239],{},[437,1240,1241],{},"Hourly",[497,1243,1244],{},"every hour at :45",[473,1246,1247,1252],{},[497,1248,1249],{},[437,1250,1251],{},"Daily",[497,1253,1254],{},"every day at 4:45 am",[473,1256,1257,1262],{},[497,1258,1259],{},[437,1260,1261],{},"Weekly",[497,1263,1264],{},"on Mondays at 4:45 am",[433,1266,1267,1268,1271],{},"The times are in the time zone of the DDM server. Only sources that are ",[437,1269,1270],{},"active"," run on schedule – and only as long as your plan includes the system type.",[636,1273,1275],{"id":1274},"what-a-sync-does","What a sync does",[433,1277,1278,1279,1282],{},"On every sync, DDM reads the ",[437,1280,1281],{},"whole"," source from the given folder again, downloads every matching file and compares it with what is in DDM. Afterwards it reports what happened:",[467,1284,1285,1295],{},[470,1286,1287],{},[473,1288,1289,1292],{},[476,1290,1291],{},"Result",[476,1293,1294],{},"Means",[492,1296,1297,1307,1317,1326,1341,1351],{},[473,1298,1299,1304],{},[497,1300,1301],{},[437,1302,1303],{},"created",[497,1305,1306],{},"new documents",[473,1308,1309,1314],{},[497,1310,1311],{},[437,1312,1313],{},"new version(s)",[497,1315,1316],{},"documents with changed content",[473,1318,1319,1323],{},[497,1320,1321],{},[437,1322,1088],{},[497,1324,1325],{},"files whose content has stayed the same",[473,1327,1328,1332],{},[497,1329,1330],{},[437,1331,1021],{},[497,1333,1334,1335,1337,1338,1340],{},"files the file filter excludes, existing ones with ",[437,1336,1045],{},", or all of them if ",[437,1339,781],{}," is off",[473,1342,1343,1348],{},[497,1344,1345],{},[437,1346,1347],{},"could not be fetched",[497,1349,1350],{},"files that could not be loaded – including those over 25 MB",[473,1352,1353,1358],{},[497,1354,1355],{},[437,1356,1357],{},"categories created",[497,1359,1360],{},"new categories from the folders",[433,1362,1363,1364,1367,1368,1371],{},"If there is nothing to do, it says ",[437,1365,1366],{},"Nothing to import",". Below the system type it says when the last sync was (",[437,1369,1370],{},"Last synced: …",").",[433,1373,1374,1375,616,1378,649],{},"If there is more in the source than one sync takes over, the result says ",[437,1376,1377],{},"Limit reached",[513,1379,1381],{"href":1380},"#limits","Limits",[433,1383,1384,1385,1387,1388,1391,1392,1395,1396,1399,1400,1403,1404,616,1407,649],{},"The result with the figures appears after ",[437,1386,719],{},". A scheduled sync leaves its outcome behind too: if it failed or hit a limit, ",[437,1389,1390],{},"Last sync: …"," with the reason appears in orange below ",[437,1393,1394],{},"Last synced",". What it took over is shown in the ",[437,1397,1398],{},"Audit log"," under ",[437,1401,1402],{},"Document imported from a source"," and ",[437,1405,1406],{},"New version uploaded",[513,1408,1409],{"href":89},"Usage and audit",[433,1411,1412,1413,1416],{},"A source never syncs twice at the same time. If a sync is already running, it says ",[437,1414,1415],{},"This source is already being synchronised — please try again once that run has finished."," A file that cannot be loaded does not hold up the sync; the others are still taken over.",[636,1418,1420],{"id":1419},"what-a-sync-never-does","What a sync never does",[972,1422,1423,1429,1435],{},[975,1424,1425,1428],{},[437,1426,1427],{},"It deletes nothing."," If a file disappears from the source, its document stays in DDM. Tidy up such documents in the document store or archive them.",[975,1430,1431,1434],{},[437,1432,1433],{},"It does not re-create a document deleted in DDM during the same run."," At the next sync, however, it comes back as long as the file is in the source – exclude it with the file filter or remove it there.",[975,1436,1437,1440],{},[437,1438,1439],{},"It changes nothing in the source."," DDM only reads.",[636,1442,1381],{"id":1443},"limits",[467,1445,1446,1456],{},[470,1447,1448],{},[473,1449,1450,1453],{},[476,1451,1452],{},"Limit",[476,1454,1455],{},"Value",[492,1457,1458,1468,1476,1484],{},[473,1459,1460,1463],{},[497,1461,1462],{},"Largest file",[497,1464,1465,1466],{},"25 MB – larger ones count as ",[437,1467,1347],{},[473,1469,1470,1473],{},[497,1471,1472],{},"Files per sync (SharePoint, OneDrive, Google Drive, FTP)",[497,1474,1475],{},"500 – further ones do not follow at the next sync either",[473,1477,1478,1481],{},[497,1479,1480],{},"Folder depth (SharePoint, OneDrive, Google Drive, FTP)",[497,1482,1483],{},"8 levels from the given folder",[473,1485,1486,1489],{},[497,1487,1488],{},"Calls per sync (REST, SOAP)",[497,1490,1491],{},"40, at most 200 records per step",[433,1493,1494,1495,1497],{},"If a limit is reached, the sync reports ",[437,1496,1377],{},". Then split the source up: several sources, each with its own sub-folder.",[462,1499,1501],{"id":1500},"changing-the-credentials","Changing the credentials",[433,1503,1504,1505,1507,1508,1511],{},"If you change ",[437,1506,443],{}," a source connects to – host, port or protocol for FTP, the base URL for REST, the endpoint for SOAP, tenant or client ID for Microsoft –, DDM deletes the related passwords, keys and tokens: they belonged to the old destination. The message ",[437,1509,1510],{},"Credentials deleted"," names what you need to enter again.",[433,1513,1514,1515,1517],{},"If you change the ",[437,1516,478],{},", DDM discards all fields of the previous type.",[462,1519,1521],{"id":1520},"switching-a-source-off-or-removing-it","Switching a source off or removing it",[972,1523,1524,1532],{},[975,1525,1526,953,1529,1531],{},[437,1527,1528],{},"Switch off",[437,1530,737],{}," off): the source is kept with all its settings but no longer syncs on schedule. This is always possible, even after a change of plan.",[975,1533,1534,1536,1537,1540,1541,1544,1545,1548],{},[437,1535,681],{},": click the bin beside the name (",[437,1538,1539],{},"Remove source",") and confirm with ",[437,1542,1543],{},"Remove permanently",". The source's request chain, mappings and group rules are removed with it. ",[437,1546,1547],{},"Documents already imported stay in the document store."," If you later add a source for the same files again, it recognises these documents.",[462,1550,1552],{"id":1551},"security","Security",[972,1554,1555,1558,1565],{},[975,1556,1557],{},"Passwords, keys and tokens are stored encrypted in the database and never leave the server – not even towards your browser.",[975,1559,1560,1561,1564],{},"The audit log records who added, changed, synced or removed a source – for changes only ",[437,1562,1563],{},"which"," fields, never their values.",[975,1566,1567],{},"DDM does not contact addresses that point to cloud metadata services. On a hosted DDM, whoever runs it can additionally block addresses in private networks; a source must then be reachable from outside.",[1124,1569,1570,1571,649],{},"No connector for your system? Other systems can also push documents into DDM themselves, or take content out, through the ",[513,1572,1573],{"href":316},"integration API",{"title":1575,"searchDepth":1576,"depth":1576,"links":1577},"",2,[1578,1579,1588,1589,1590,1591,1592,1593,1596,1602,1603,1604],{"id":464,"depth":1576,"text":465},{"id":629,"depth":1576,"text":630,"children":1580},[1581,1583,1584,1585,1586,1587],{"id":638,"depth":1582,"text":639},3,{"id":659,"depth":1582,"text":660},{"id":685,"depth":1582,"text":686},{"id":699,"depth":1582,"text":700},{"id":713,"depth":1582,"text":714},{"id":727,"depth":1582,"text":728},{"id":741,"depth":1576,"text":706},{"id":867,"depth":1576,"text":791},{"id":960,"depth":1576,"text":810},{"id":1025,"depth":1576,"text":825},{"id":1095,"depth":1576,"text":1096},{"id":1133,"depth":1576,"text":1134,"children":1594},[1595],{"id":1184,"depth":1582,"text":1185},{"id":1205,"depth":1576,"text":733,"children":1597},[1598,1599,1600,1601],{"id":1208,"depth":1582,"text":1209},{"id":1274,"depth":1582,"text":1275},{"id":1419,"depth":1582,"text":1420},{"id":1443,"depth":1582,"text":1381},{"id":1500,"depth":1576,"text":1501},{"id":1520,"depth":1576,"text":1521},{"id":1551,"depth":1576,"text":1552},"Bring documents into the CMS automatically from SharePoint, OneDrive, Google Drive, an FTP server or your own interface – how to set up a source, what a sync does and what it never does.","md",null,{},{"icon":273},{"title":245,"description":1605},"bwdkEJRzQnY1qSPYaornU80deIyFBn4mO_P356wuHTM",[1613,1615],{"title":267,"path":268,"stem":269,"description":1614,"icon":270,"children":-1},"See and disconnect connected AI apps, switch off the MCP server – and what DDM does to protect your data.",{"title":281,"path":282,"stem":283,"description":1616,"icon":284,"children":-1},"Take over documents from the document library of a SharePoint site – with an app registration in Microsoft Entra ID.",1793617720900]