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SharePoint documents not visible in the Mavim Portal

When documents are linked to a process in SharePoint through the Office365 integration but are not showing up in the Mavim Portal, there can be several causes. This article walks you through the steps to investigate and resolve the issue.

Check if documents are linked correctly

For documents to appear in the Mavim Portal, they must:

  • have a MavimTopic (taxonomy topic) assigned, and

  • be crawled and indexed by the SharePoint search engine.

How to verify:

  1. Open the document library in the configured SharePoint site.

  2. Select a document.

  3. Check if the MavimTopic field contains a value.

If the field is filled, the document should be visible in the Portal.

Example

In this example, the document Communicationmanagementstrategy.docx is linked to the process BPM Navigation.

  • Title in the Portal: Business Case Template

  • Clicking the link to BPM Navigation should open the process in the Portal and display the document under SharePoint files.

Possible causes and solutions

1. Outdated taxonomy in SharePoint

If the link does not work, the document may still reference an outdated taxonomy item.

  • Go to the Portal > Office365 tab.

  • Run a new publication to SharePoint.
    This reassigns documents to the correct topics.

2. SharePoint search cannot find the document

If documents are not found in SharePoint itself via the search bar:

  • The issue lies in SharePoint. Ask your SharePoint administrator or IT team to investigate.

  • If you have sufficient rights, perform a re-index of the library and site.

  • If no change is visible after 1 hour, the SharePoint administrator should submit a support ticket to Microsoft.

3. Documents not yet indexed

When new documents are linked, the SharePoint search engine needs time to process them:

  • Indexing may take anywhere from 15 minutes to 2 days.

  • Check again later to confirm visibility.

4. User permissions

End users need at least read access in SharePoint. Without this, they cannot access SharePoint documents in the Mavim Portal.

Summary

If documents are not visible in the Mavim Portal:

  • Verify the MavimTopic field is filled.

  • Update the taxonomy by publishing again to SharePoint.

  • Check if the SharePoint search engine can find the documents, and re-index if needed.

  • Allow time for indexing of new documents.

  • Confirm that the user has the necessary SharePoint permissions.