Understand SharePoint and Formist files

The Files library brings connected SharePoint documents and files created inside Formist into one place, but ownership still matters. The source badge and section tell you which actions are available.

SharePoint files stay source-owned

SharePoint files are synchronized into Formist so space members can find, open, and link them to Tasks, Sessions, Meetings, or Participants. Opening one follows its SharePoint URL and uses your Microsoft access. Formist does not rename, move, copy, or delete the remote document.

If a SharePoint item is missing from Formist, check the space connector and its latest sync before assuming the file was deleted. A connector an Admin disconnected hides its files until it is reconnected; a removed connector's files are in the trash. Synced content is readable to members inside the space; opening the original SharePoint page is a separate action and Microsoft may still require the individual member to sign in or grant access.

Formist files use space storage

Uploads and generated documents are stored through the space file service. They appear separately from the initial SharePoint collection and can support download, rename, move, copy, or delete when the file type and your role allow it.

Deleting an Formist-owned file hides it from normal views and moves it to Trash. Its bytes and entity links are retained during the 30-day recovery period; an Owner or Admin can permanently purge it sooner. Unlinking a file from one record removes only that relationship and leaves the file in the Files library.

Choose the right action

• Use Open in SharePoint for source-owned documents.
• Use Download or an Formist preview for uploaded and generated files.
• Use Link files inside a detail dialog when the same file belongs with another record.
• Ask a space administrator to review connector scope and sync status when expected SharePoint files are missing from Formist. Check your own Microsoft access only when opening the original SharePoint page fails.

Frequently asked questions

Can I rename or delete a SharePoint file from Formist?

No. SharePoint files stay owned by SharePoint, so Formist never renames, moves, copies, or deletes the remote document. Those actions only apply to files uploaded or generated inside Formist.

What happens when I delete an Formist-owned file?

It moves to Trash and stays recoverable for 30 days before an Owner or Admin can purge it permanently. Its entity links are kept during that window.

Why is an expected SharePoint file missing from Formist?

Check the space connector and its latest sync first: a connector an Admin disconnected hides its files until reconnected, rather than deleting them.