In RoboHelp, choose Collaborate > New Connection.
Collaborate using SharePoint Online
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Learn how you can add or download projects from SharePoint in RoboHelp.
Prerequisites for connecting to SharePoint Online
Create a SharePoint Online connection profile
In the Connection Profiles dialog box, specify a name for your connection profile.
In the Version Control drop-down list, select SharePoint Online.
In SharePoint Site URL, specify the URL of the SharePoint site. For example:
- If your SharePoint site is the sub-site of a larger site, your URL could be <tenant>.sharepoint.com/sites/<subsite>
RoboHelp launches the Microsoft Sign in window.
Enter your credentials in the Sign in window and accept the permissions requested by RoboHelp.
After you log in, you can view your user name and ID in the Connection Profiles dialog box in RoboHelp. RoboHelp searches for the specified SharePoint site URL using the credentials entered in the Microsoft Sign In window. The Save button is enabled only if the search is successful and your user account has adequate permissions to access the site. If the specified SharePoint site URL is not found, an error message is shown.
Click Save to save the profile.
Download a project from SharePoint Online
In RoboHelp, choose Collaborate > Open Connection and select a SharePoint Online connection profile.
Browse and select a RoboHelp project file, and click Select.
In the Repository Details dialog box, specify the Local Path at which you want to download the project, and click Open. RoboHelp downloads and opens the project.Note:
When you open a RoboHelp project for the first time using these steps, the connection information is stored inside the project for subsequent use. Next time you can directly open the project using one of the ways described in Open a project.
Work with files under version control
By default, files are downloaded as read-only. To make a file writable, right-click it in the Contents panel and click Checkout. RoboHelp indicates the status of a file as when checked out.Note:
If you try to save changes in a read-only file, RoboHelp prompts you to check it out first. Accept the prompt to be able to save your changes.
If you select the Automatically check out file on save field in the Application Settings dialog box > Version Control tab, files are automatically checked out when saved. In this case, RoboHelp does not display the check-out prompt. To launch the Application Settings dialog box, choose Edit > Preferences.
To check-in the changes to SharePoint Online, choose Collaborate > Check In. The Check-in dialog box opens.Note:
If you want to automatically launch the Check-in dialog box every time you close a project, select the Checkin files when project is closed field in the Application Settings dialog box > Version Control tab.
In the Check-in dialog box, from the list of checked out, newly added, and deleted files, select the files you want to check in.
You can optionally specify a check-in description.
After the check-in is successful, RoboHelp displays a success message. Your version of the file becomes the latest version on SharePoint Online.
During every check-in and check-out operation, the file status on SharePoint Online is refreshed automatically. To fetch the latest status manually, choose Collaborate > Refresh Status.Note:
The refresh operation can take a long time if the drive on your SharePoint site contains many files. To avoid delays, regularly remove unused files from your SharePoint site.
To sync your local files with the latest version from SharePoint Online, choose Collaborate > Get Latest Version.
Add a project to SharePoint Online
Create a folder on SharePoint Online in which you want to add your current project.
In RoboHelp, choose Collaborate > Add Project and select a SharePoint Online connection profile.
In the file browser, select the folder created in Step 1. The Check-in dialog box opens.
Refresh your SharePoint login
During any network communication between RoboHelp and SharePoint Online, if your login expires, the Microsoft Sign in window is launched. Sign in again and refresh your login session for the network communication to succeed. You may not need to enter your credentials every time; selecting your user ID also refreshes the session.
Remove SharePoint Online connection
To remove the SharePoint Online project connection from the current RoboHelp project, choose Collaborate > Remove Connection.Caution:
Check in all your changes before removing the connection.
In the Confirm dialog box, click Ok to remove the connection.
After the connection is removed, RoboHelp reopens the project, and the Add Project option in Collaborate menu becomes available. To add the project again, see Add a project to SharePoint Online.