SharePoint and OneDrive
Keep proposal templates, content blocks, your cover page and your consultant roster in SharePoint or OneDrive, and let Cothon keep them in sync.
SharePoint and OneDrive
The Microsoft 365 integration lets you keep proposal files in SharePoint or OneDrive and update them in one place. Cothon checks the files you link every hour and brings in the changes.
Cothon only reads files. It never creates, changes or deletes anything in Microsoft 365.
What you can link
| What | Where you link it | File types |
|---|---|---|
| Content blocks (reusable boilerplate) | Settings → Proposal Templates | .docx, .md, .txt |
| Proposal templates | Settings → Proposal Templates | .docx, .pdf, .md, .txt |
| Your Word cover page | Settings → Proposal Templates, Branding tab | .docx |
| Your consultant roster (staffing firms) | The Consultants page | .xlsx, .csv |
How to connect Microsoft 365
An organization owner or admin connects once for the whole organization.
Note
Some Microsoft 365 organizations only let admins approve apps that read files. If you see Your Microsoft 365 admin needs to approve Cothon, click Get a link for your Microsoft 365 admin, send them the link, and click Connect again after they approve.
How to link a file
Only organization owners and admins can link files.
How updates come in
Cothon checks each linked file every hour. It waits until a file has not changed for about 15 minutes, so it does not pick up a half-finished edit.
| Linked file | What happens when it changes |
|---|---|
| Content block | The new text replaces the old one automatically |
| Cover page | The new version is used automatically |
| Template | The update waits as Update to review. Click Apply update, Keep current version or Decide later. |
| Consultant roster | With Import clean weekly updates automatically on, a clean update imports by itself. Anything unusual waits for review. |
A roster update waits for review when its columns changed, some rows could not be read, or many consultants are missing from the new file.
Tip
A linked content block is read-only in Cothon. Click Edit in Word to change it at the source. To edit it in Cothon instead, unlink it first.
Managing a linked file
Each linked item shows a SharePoint badge with its status. Open the badge menu to:
- Sync now: check the file right away, without waiting for the hourly check
- Open in SharePoint: open the source file
- Relink: pick the file again, for example after it was moved
- Unlink: stop syncing. The current content stays in Cothon and becomes editable.
A Not syncing badge means the file was moved, deleted or can no longer be opened by the connected account. Relink it to keep syncing.
Troubleshooting
| What you see | What to do |
|---|---|
| Reconnect needed | An owner or admin clicks Reconnect. Linked content keeps its last synced version until then. |
| Not syncing on a file | The file was moved or deleted, or access changed. Click Relink. |
| That link points to a folder. Pick a file. | Paste a link to the file itself, not its folder |
Disconnecting
Click Disconnect. Linked blocks, templates and the cover page keep their current content but stop syncing.
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