Q360 customers + SharePoint = a document black hole.
Every Q360 shop we work with has the same document problem. Quotes, POs, contracts, submittals, drawings, install photos — they live somewhere. Maybe SharePoint. Maybe attached directly inside Q360 records. Maybe emailed as PDFs and saved locally. Maybe on a shared network drive. Most often: all of the above, with no single source of truth.
The predictable result: nobody knows which version is current, files get duplicated, access permissions are inconsistent, and important documents get accidentally deleted because someone thought they had a copy "over on the drive."
Duplicate document storage isn't just inefficient — it's a compliance and legal risk. If the contract your sales team emailed to a customer isn't the version your delivery team is executing against, you're exposed.
Q360 + SharePoint integration.
Rubi builds Q360-SharePoint integrations that make SharePoint the authoritative document store, with every Q360 record linked to its correct SharePoint location — customer folders, project folders, quote folders — and permission management handled centrally.
One place for every customer's documents. One place to control who can see what. No more version roulette.
What the integration delivers.
- Single source of truth — every customer, project, and quote has one official document folder in SharePoint, accessible directly from the corresponding Q360 record
- Structured file naming + hierarchy — folder templates are applied consistently across customers so finding "the latest revised drawings for the Denver install" takes 10 seconds, not 10 minutes
- Permission management — SharePoint groups are mapped to your Q360 roles; a change to someone's Q360 access automatically propagates to their SharePoint permissions
- Accidental deletion protection — SharePoint retention policies, versioning, and group policy controls ensure users can't accidentally destroy the primary copy
- Client collaboration — customer-facing folders can be shared externally for submittal review, change order approval, or deliverable sign-off without exposing internal data
- PowerShell automation — provisioning new customer folders, applying permissions, and enforcing naming conventions happens programmatically, not by hand
Implementation.
Technology stack.
- Q360 Miscellaneous Documents + Customer Folders — the Q360 features that hold link fields and metadata
- SharePoint Online — document library with folder hierarchy, permissions, versioning, and retention policies
- Microsoft Graph API — for programmatic SharePoint operations (folder creation, permission management, link generation)
- PowerShell scripts — automation for provisioning, bulk operations, and compliance reporting
- Group Policy — enterprise-wide enforcement of retention, sharing, and security rules
Frequently asked questions.
Not really. The integration surfaces documents inside Q360 (or via direct SharePoint links in Q360 records), so users work the same way they always did — they click a link and get the files. The SharePoint side is mostly invisible.
We migrate them to SharePoint as part of the setup phase. Q360 records get updated with the new SharePoint links, and the original attachments are archived (or deleted if you prefer).
Yes. SharePoint supports external sharing with granular permissions — read-only, comment, or edit — so you can hand a customer their submittal folder without exposing other project data.