Understanding Data Sync

The backend system automatically syncs changes from SharePoint and Business Central to the website. This guide explains how sync works, timing expectations, and how to verify your changes went through.

What you'll learn: How the sync process works, how long it takes, and how to confirm changes are live.

How Sync Works

The backend system operates in a continuous monitoring cycle:

The Monitoring Loop

1. System watches for changes

  • Monitors SharePoint for new/modified/deleted files and folders

  • Monitors Business Central for attribute updates and data changes

  • Runs continuously 24/7

2. Detects triggered events

  • New folder created → Triggered event

  • File uploaded → Triggered event

  • File deleted → Triggered event

  • Attributes modified + flow run → Triggered event

3. Validates the changes

  • Checks that requirements are met

  • Verifies file formats, dimensions, naming

  • Confirms matching data across platforms

  • Validates attribute formatting

4. Processes the data

  • Extracts information from Business Central

  • Retrieves assets from SharePoint

  • Matches products to collections

  • Prepares data for website

5. Updates databases

  • Writes changes to backend databases

  • Updates product catalog

  • Syncs collection mappings

6. Pushes to website

  • Website pulls from updated databases

  • Changes appear on live site

  • Users see the updates

7. Repeats

  • System returns to monitoring

  • Watches for next change

  • Continuous cycle

What Triggers a Sync

Understanding what triggers the backend to sync helps you know when changes will happen.

SharePoint Triggers (Automatic)

These actions trigger sync automatically:

✅ Creating a new folder

  • Collection folder

  • Product folder

✅ Uploading a file

  • Images

  • Videos

  • PDFs

  • Any asset file

✅ Deleting a file

  • Triggers removal from website

✅ Deleting a folder

  • Triggers removal from website

These actions DON'T trigger sync:

❌ Renaming a folder

  • System doesn't detect renames as events

  • Must delete and recreate instead

❌ Replacing a file without deleting first

  • Always delete, then upload

Business Central Triggers

For NEW products (first-time attributes):

  • ✅ Save and close attributes window

  • ✅ Automatic - no flow required

For EXISTING products (modifying attributes):

  • ✅ Save and close attributes window

  • ✅ PLUS run the flow (Automate > API Connection > Run Flow)

  • ❌ Without the flow, changes stay in BC only

For product name changes:

  • ✅ Save item card after updating No./Description fields

  • ✅ Automatic - no flow required

Sync Timing

How long does it take for changes to appear on the website?

Typical Sync Times

Change Type
Expected Time

New product folder (SharePoint)

10-15 minutes

Image uploads

10-15 minutes

New product attributes (BC)

10-15 seconds

Modified attributes (with flow)

10-15 seconds

Product name changes

10-15 seconds

Video uploads

10-15 minutes

Collection additions

10-15 minutes

File deletions

10-15 minutes

Average: 10-15 minutes for most changes

Maximum: Up to 30 minutes in some cases

Factors That Affect Timing

Faster sync (10-15 minutes):

  • Small file sizes

  • Simple changes

  • Low server load

  • Single change at a time

Slower sync (20-30 minutes):

  • Large files (videos, high-res images)

  • Complex products with many assets

  • Multiple simultaneous changes

  • High server activity

  • First-time product setup

When to Check

Best practice timeline:

  1. Make your change (upload file, update attribute, etc.)

  2. Note the time when you completed the action

  3. Wait 10 minutes minimum before checking

  4. Check the website at 10-minute mark

  5. If not showing: Wait 5 more minutes and check again

  6. If still not showing after 20 minutes: Start troubleshooting

Don't:

  • Check immediately after making the change

  • Refresh constantly while waiting

  • Assume it failed if not instant

Do:

  • Be patient

  • Wait the full 10 minutes

  • Hard refresh when you check (Ctrl+Shift+R)

How to Verify Changes Synced

After waiting appropriate time, here's how to confirm your changes went through.

For New Products

1. Navigate to the collection page on the website

  • Find the collection where you added the product

2. Look for the product

  • Should appear in the product grid

  • With primary image showing

  • Under correct collection

3. Click into the product page

  • Verify all details are correct

  • Check images display properly

  • Confirm specs are accurate

If product appears: ✅ Sync successful

If product missing: See Common Issues

For Product Updates

1. Go to the product page on the website

2. Hard refresh (Ctrl+Shift+R or Cmd+Shift+R)

3. Check what you updated:

  • Changed image? → Verify new image displays

  • Updated attributes? → Check specs on product page

  • Changed name? → Verify product title

  • Modified collection? → Check it's under new collection

If changes visible: ✅ Sync successful

If old data still showing: Wait longer or troubleshoot

For Collection Changes

1. Navigate to collections page on the website

2. Find your collection

  • Should appear in collection grid

  • With collection image

3. Click into collection

  • Verify products display

  • Check collection details

If collection appears: ✅ Sync successful

For Asset Changes (Videos, Catalogues, Lifestyle Images)

Videos:

  • Go to any product page in the collection

  • Video player should show new video

Catalogues:

  • Go to downloads page

  • Find the year section

  • Catalogue should be downloadable

Lifestyle Images:

  • Go to homepage

  • Look for hero/lifestyle image section

  • New images should display

What Doesn't Sync

Some things require manual action and don't auto-sync:

Business Central Attribute Modifications

Requires running the flow:

  • Changing Collection Name

  • Updating Category

  • Modifying dimensions

  • Any attribute changes on existing products

Without the flow: Changes stay in BC, website doesn't update.

See guide: Update Product Attributes

Renamed Folders

Renaming doesn't trigger events:

  • Renamed folders aren't detected

  • Must delete and recreate instead

See guides:

Restored from Recycle Bin

Restoring doesn't trigger events:

  • Backend doesn't detect restored folders

  • Must recreate from scratch instead

Why? SharePoint restore doesn't create a "new folder" event that the backend watches for.

Multiple Changes at Once

What happens when you make several changes simultaneously?

Same Product

Making multiple changes to one product:

  • Update attributes in BC

  • Upload new images to SharePoint

  • Run flow (if attributes modified)

System handles:

  • All changes sync together

  • Website updates once with all changes

  • One unified sync event

Timing: Standard 10-15 minutes for everything

Multiple Products

Adding/updating several products at once:

  • Create 5 product folders

  • Upload images to all 5

  • Configure attributes for all 5

System handles:

  • Processes each product independently

  • All may sync around same time

  • Each validated separately

Timing: Still 10-15 minutes, all products sync in parallel

Heavy Load

If making many changes:

  • 20+ products

  • Large video files

  • Bulk catalogue updates

Expect:

  • Slightly longer sync times

  • System queues changes

  • Processes in order received

  • May take 15-20 minutes instead of 5-10

Sync Order Doesn't Matter

You can complete steps in any order:

Example 1: SharePoint first

  1. Create product folder in SharePoint

  2. Upload images

  3. Later: Add attributes in BC

  4. System syncs when both complete

Example 2: BC first

  1. Configure attributes in BC

  2. Later: Create SharePoint folder

  3. Upload images

  4. System syncs when both complete

Example 3: Parallel

  1. Set up BC attributes

  2. Simultaneously: SharePoint folder and images

  3. System matches them together

  4. Syncs when it sees both are ready

The key: Both platforms eventually have the required data. Order doesn't matter.

How the System Matches Data

How does the backend connect BC data to SharePoint assets?

By SKU Number

Primary matching key:

  • Business Central: No. field contains SKU

  • SharePoint: Product folder named as SKU

  • Backend matches: 12345-022 in BC → 12345-022 folder in SharePoint

Must match exactly (spelling-wise, case doesn't matter)

By Collection Name

Secondary matching:

  • Business Central: Collection Name attribute

  • SharePoint: Collection folder name

  • Backend matches: Sorrento Collection in both

Must match exactly (spelling and spacing)

Validation Process

Before syncing, system checks:

  1. Does SKU in BC match folder name in SharePoint?

  2. Does Collection Name in BC match folder structure in SharePoint?

  3. Are required files present (primary image)?

  4. Do files meet requirements (dimensions, formats)?

If all checks pass: Sync proceeds

If any check fails: Auto-rejection or sync doesn't happen

Troubleshooting Sync Issues

If changes aren't syncing:

Wait Longer First

Before troubleshooting:

  • Wait at least 15 minutes

  • Hard refresh browser (Ctrl+Shift+R)

  • Check again

Many "sync issues" resolve with patience.

Check Requirements

Verify all requirements are met:

Look for Auto-Rejection Emails

Check your email:

  • Auto-rejections notify you of failures

  • Email explains what's wrong

  • Fix the issue and re-upload

No email? Usually means files passed validation but sync is still in progress.

Verify Across Platforms

Check for mismatches:

SKU mismatch:

  • BC: 12345-022

  • SharePoint: 12345-22 ❌

  • Fix: Rename folder (delete/recreate)

Collection mismatch:

  • BC: Sorrento Collection

  • SharePoint: Sorento Collection ❌

  • Fix: Correct the spelling

Best Practices for Smooth Syncing

To ensure reliable, fast syncing:

✅ Follow naming conventions exactly

  • Double-check spelling

  • Match BC and SharePoint precisely

✅ Meet all file requirements

  • Correct dimensions

  • Supported file types

  • Proper naming

✅ Complete setup on both platforms

  • Don't leave BC or SharePoint half-done

  • Finish all requirements before expecting sync

✅ Run the flow when required

  • Always run after modifying existing attributes

  • Don't skip this step

✅ Delete before re-uploading

  • Don't try to overwrite files

  • Delete, then upload new version

✅ Be patient

  • Wait the full 10-15 minutes

  • Don't assume failure too quickly

✅ Verify on the actual website

  • Don't rely on SharePoint/BC to show sync status

  • Check the live website after waiting

Related Guides

Remember: The sync system is designed to "just work" when you follow the requirements. Most sync issues come from missing requirements or not waiting long enough. Set up your products correctly, run the flow when needed, wait patiently, and your changes will appear.

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