Linking SharePoint and OneDrive documents as proof

Many organisations keep their policies, procedures and records in SharePoint or OneDrive. You do not have to upload them again: link them to the clause they prove.

Linking a document

Copy the link of a document or folder in SharePoint or OneDrive (Share, Copy link) and paste it into the Proof of a clause. Peilaro turns it into a card with the name of the document, its kind and when it was last changed and by whom. Choose Save to keep the card in the proof.

Peilaro accepts links that start with https:// and point to SharePoint (sharepoint.com) or OneDrive (onedrive.live.com or 1drv.ms). Any other text or link is pasted as usual. Every member can link and remove documents. A clause that several standards share shows its links under each of them.

The name on the card opens the document in a new tab. Check again looks the document up now; Remove takes the card out of the proof. Removing a card never touches the document itself.

What Peilaro reads

Through your organisation's Microsoft connection Peilaro reads only:

• the name of the document,
• the kind of file, such as Word, PDF, Excel or PowerPoint,
• when it was last changed and by whom.

Peilaro does not keep the content of the document. It only reads the content when you choose Import text (see below). Peilaro never opens the link you paste: it asks Microsoft about it, with your organisation's own connection. The name, the link and the author are stored encrypted.

Import text

The card of a Word (.docx) or PDF document that Peilaro can reach has Import text. Peilaro then reads the document through the Microsoft connection and puts its text in the proof, right below the card, so you can tidy it. Nothing is kept until you choose Save. The document itself is not stored in Peilaro: the link stays the proof.

• A PDF that is a scan has no text that can be read. Peilaro says so and adds nothing.
• A document larger than 20 MB is not imported. Copy the part you need from it instead.
• When the document cannot be opened, the card shows why.

When a link needs a look

Each link shows its status in words when Peilaro cannot reach the document:

• No access: the Microsoft connection cannot open the document. Check who it is shared with.
• Not found: the document was moved or removed. Remove the link and paste the new one.
• Not connected: your organisation has no Microsoft connection yet. The link is kept, without its name and date.
• Connection expired: an owner or admin connects Microsoft 365 again under Integrations.
• Permission needed: the Microsoft connection was made before it could read SharePoint. An owner or admin chooses Connect again under Integrations to allow it.
• Not reachable: Microsoft did not answer. Try again later.

Peilaro looks every link up again once a week. Choose Check again to do it now. The clause page shows how many of its links need a look.

The Microsoft connection

An owner or admin connects Microsoft 365 under Integrations, in the account menu. The same connection serves the Outlook calendar and SharePoint and OneDrive. If you disconnect it, your links stay on their clauses, but Peilaro no longer looks them up: checking one again shows Not connected.

In your exports

The links, with their name, date, author and status, are part of your data export described in Downloading or deleting your data. Listing them in the Word and PDF exports of your management system is coming later.