SharePoint

1. Overview

The SharePoint Integration on Unifize enables users to directly link their Microsoft 365 SharePoint and OneDrive accounts to upload, manage, and collaborate on documents within checklist fields. This integration bridges enterprise file storage with day-to-day quality and process workflows on Unifize.

2. Purpose & User Pain Points Solved

Why this was needed:

  • Many customers store and manage documents in SharePoint or OneDrive due to enterprise policies, version control, or centralized access.

  • Prior to this integration, users were required to manually download files from SharePoint and re-upload them to Unifize.

  • There was a disconnect between the document of record and Unifize workflows, causing versioning issues, redundancy, and collaboration bottlenecks.

Key pain points addressed:

  • Redundant file uploads and manual syncs

  • Version mismatch between Unifize and SharePoint

  • Limited document collaboration inside workflows

  • Lack of secure and compliant document management

3. Capabilities

User-facing Functionalities:

  • Upload from SharePoint/OneDrive: In checklist fields with file upload type, users can now pick files from their connected Microsoft 365 SharePoint or OneDrive accounts.

  • Create New File (Word, Excel, PowerPoint): Admin users can create new Office 365 documents directly from Unifize.

  • Persistent Sync: Files stay linked to SharePoint with inherited permissions and are never stored on Unifize.

  • Edit in Browser: Users can open and co-author documents directly in the Microsoft 365 browser interface.

  • Default Folder Path: Admins can set a default folder path where all new files will be saved.

  • Access Control: Files adhere to Microsoft 365 sharing rules. Only users with access on SharePoint can view/edit the file in Unifize.

  • Permission Prompts: If a user doesn't have access to a file, they will be prompted to request access from the file owner/admin.

Admin-facing Functionalities:

  • Integration with Microsoft Graph API for authentication and file access

  • Admin configuration via the Integrations Panel

  • Default folder path setup for each checklist

  • Control who can edit or view linked files

4. Technical flow of the feature

  1. Admin setup

a. Admin enables Microsoft 365 Integration from the Admin Panel

b. Admin authenticates Unifize with Microsoft Graph and configures:

  • Org-level folder path

  • Allowed document types

  • User role permissions

c. In Process Builder:

  • Checklist field type is set to 'Upload File'

  • "Enable SharePoint/OneDrive" is checked

  1. End users:

    • Select the file source during checklist usage

    • Pick or create files via Microsoft 365 modal

5. Permissions & Roles

Role
Capability

Admin

Configure integration, set default folder path, define access rules

Org Member

Upload from SharePoint, open files, co-author (if permission)

External

Cannot access SharePoint files unless explicitly granted M365 permission

6. QA testing overview (Software Validation)

Version tested
Test cases
Bugs found and resolved

Server : v5.6.12

Web: v5.0.1

Uploading a file from SharePoint with different permission levels

-File picker timeout for large SharePoint libraries

-File upload problem for users with only view access issue

Server : v5.6.12

Web: v5.0.1

Editing an existing document from within Unifize

-Incorrect fallback to Unifize store when folder path wasn’t set

Server : v5.6.12

Web: v5.0.1

Accessing files without permissions

-SharePoint edit modal not appearing for .xlsx files on Safari

7. Current limitations and edge cases

  • Even if a user is granted admin access, they will still need admin approval access internally from their company to do the integration.

  • Have to uncheck office 365 OneDrive completely to change the file, rather than just be able to select new file. Cannot directly edit and remove existing file and add new file

  • Features like file locking are not automatically applied to the revision process and as a user, have no idea how to do the same for revision files.

  • If Microsoft 365 admin is not enabled (Microsoft 365 is enabled), admins will still be able to see the create file option but not able to create a file when they try to do so.

  • Revision field does not show up at times, disappears randomly without any cause. Need to figure out the trigger point for the disappearance to happen. For example, folder’s permission has been given but file inside not allowed.

  • Co-editing issues when two users opened the same file via different regional servers

  • Folder path visibility issues when set to nested subfolder not shared with the org

  • Files cannot be previewed in Unifize if Microsoft 365 blocks external apps

  • Admins must manually refresh tokens if org policy restricts auto-login every 24 hours

  • Does not support Google Drive or Box (Microsoft 365 only)

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