When you update a matter field that is referenced by a SharePoint folder destination rule (e.g Category, Division, or the Confidential flag) Xakia will automatically detect that the matter's SharePoint folder needs to move and relocate it for you. All documents and sub-folders are moved to the new location, permissions are re-applied, and the SharePoint link on the matter is updated immediately so your team is always directed to the right place.
Prerequisites
Before this feature can work, the following must be in place:
SharePoint Online integration: your organisation must have the SharePoint Online integration connected to Xakia.
Folder destination rules configured: at least one folder destination rule must be set up in your SharePoint integration settings, mapping matter field values to specific Document Libraries or folder paths.
An existing SharePoint folder linked to the matter: the matter must already have a SharePoint folder created and linked before any automatic move can occur.
How it works
When you save a change to a rule-mapped field on a matter, a background sync process re-evaluates all configured folder destination rules to determine where the matter's SharePoint folder should now reside. If the resolved destination has changed, the following steps happen automatically:
Detects the destination change. The system compares the newly resolved destination against the folder's current location. If they match, no action is taken.
Moves the folder and all its contents. The matter's SharePoint folder (including all sub-folders and documents) is moved to the new Document Library or folder path determined by the matching destination rule.
Re-applies access permissions. Any confidentiality-based access restrictions are re-evaluated and re-applied at the new location to ensure security is maintained.
Updates the SharePoint link on the matter. The link held against the matter record is updated to point to the new location. Anyone viewing the matter will immediately see the correct link.
Handles errors gracefully. If the move fails for any reason, an error is surfaced on the matter record and the folder remains in its original location until a successful move is completed. No data is lost.
Fields that trigger a folder move
A move is triggered when any of the following matter fields is updated and a destination rule references that field:
Category
Sub-Category
Division
Sub-Division
Group
Confidential
Matter Manager
Note: Only fields that are actually referenced by a configured destination rule will trigger a move. Updating other matter fields has no effect on the SharePoint folder location.
Default destination behaviour
If you change a matter field to a value that does not match any configured destination rule, the matter's folder will be moved to the Default Destination configured for that SharePoint integration. This ensures every matter always has a valid, known folder location even when no specific rule applies.
Result
Once the move completes, the SharePoint link visible on the matter reflects the new folder location. All documents and sub-folders remain intact at the new path, and the correct confidentiality permissions are in place. If the move fails, an error message appears on the matter record - the folder stays where it is and no content is lost.
Things to note
Bidirectional moves: If you change a field back to a previous value, the folder will move back to the original destination and the link will update accordingly.
Non-destructive: The move process never deletes documents or sub-folders. If a move fails, the folder stays in its current location until the move succeeds.
Permissions are always re-checked: Confidentiality restrictions are re-applied after every move, so sensitive matters remain protected at their new location.
Link updates immediately: Once a move completes, the SharePoint link on the matter is updated straight away - there is no need to refresh or manually update the link.
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Need help?
If you have any questions, please contact us at support@xakiatech.com or reach out to your Customer Success Manager.