SharePoint
Feature ID: FU - 46
Release Version: Server v5.13.5
Date of Validation: 12-08-2025
Overview
This validation document covers the SharePoint feature in Unifize platform, which allows administrators to connect Microsoft 365 SharePoint and OneDrive to checklist fields. This setup ensures that files used in workflows remain centralized, version-controlled, and compliant with enterprise storage policies.
This validation document ensures that the SharePoint integration in Unifize operates predictably, meets all regulated industry requirements, and remains fully under control. It confirms that risks are identified, assessed, and managed, and that the feature’s impact is clearly understood.
1. Installation Qualification (IQ)
This section verifies that the SharePoint feature was correctly deployed and configured in the target environments before any testing was performed. Installation Qualification confirms that all required environments, dependencies, configurations, and version alignments are in place for successful validation execution.
1.1 Environment & Version Details
Server Version
v5.13.5
Deployment Stack
Microsoft Azure
OS Environment
Ubuntu 22.04 LTS
Database
PostgreSQL v16
Frontend
React 18.3.1
1.2 Prerequisite Confirmations
SharePoint connector is enabled in Org Settings.
Microsoft 365 and SharePoint API credentials are correctly configured.
User permissions for accessing SharePoint libraries are mapped in Unifize.
Linked SharePoint document fields are selectable during document record creation.
Version tracking is enabled for SharePoint-linked files.
For external file sharing, the SharePoint organization-level sharing setting must allow at least "New and existing guests". This ensures that guests can sign in or provide a verification code to access shared files when using the SharePoint integration in Unifize.
2. Operational Qualification (OQ)
2.1 Testing Scope Overview
The following categories of testing were executed:
1. Role-Based Testing: Verified access and behavior across various Unifize user roles (Admin, Editor, Viewer) as well as Microsoft permissions.
2. Form Factor Validation: Feature behavior was tested on below platforms to check consistent functionality and UI/UX across supported platforms
Web App (Chrome, Firefox)
Unifize Lite
3. Functional Testing: This test contains execution of predefined scenarios to verify that the SharePoint integration functions in accordance with approved requirements. It assesses system behavior under normal and stressed conditions, validating data integrity, permission controls, synchronization reliability, exception handling, and audit trail completeness to ensure the feature operates within compliant and controlled parameters.
2.2 Test Cases and Result Summary
277a194d
To verify that the Microsoft 365 Integration is successful
1) User is an admin of the org where integration is set up. 2) Integration account has Global/Privileged Administrator permissions. 3) User’s email in Unifize matches email in SharePoint
Open Org Settings.
Go to App Pages.
Click the Integrate button next to Microsoft 365.
App is integrated and enabled successfully.
Passed
ee998d73
Test by Enabling Office 365 OneDrive/SharePoint in File Upload checklist settings
1) Microsoft 365 App already integrated and enabled. 2) User has SharePoint access with same email on Unifize and SharePoint.
Go to Process Settings.
Open File Field Settings (for an existing or new file field).
Tick the Office 365 OneDrive / SharePoint file upload option
Option is selected, new 'Add file from SharePoint' choice appears in upload checklist.
Passed
ef13563e
To verify that the Microsoft 365 Admin is successfully integrated
1) User is an admin. 2) Integration account has Global/Privileged Admin permissions. 3) User’s email in Unifize matches SharePoint.
Open Org Settings.
Navigate to App Pages.
Click the Integrate icon next to Microsoft 365 Admin.
Microsoft 365 Admin is successfully integrated and enabled.
Passed
31e18520
Test by Adding Folder Under Office 365 OneDrive/SharePoint File Upload Option
1) User has Microsoft 365 App integrated and enabled. 2) User has SharePoint access with same email on Unifize and SharePoint.
Open process settings.
Go to an existing/new file field.
Tick the Office 365 OneDrive / SharePoint upload option.
Add a folder from OneDrive in the file upload option.
Folder is added successfully; 'Attach file' option appears enabling creation of docx, xlsx, pptx files.
Passed
084f875e
Test by Picking File from SharePoint (Read Only)
1) Microsoft 365 App integrated and enabled. 2) File field has Office 365 OneDrive/SharePoint upload option. 3) User has matching email access on Unifize and SharePoint.
Go to the conversation with the file field.
Select Add from SharePoint.
Pick a file from the file picker.
File gets shared with conversation members.
Read-only rights set in SharePoint for conversation members.
File is picked, added to file field, shared with members, and given read-only access.
Passed
7d9f6338
Test by Picking File from SharePoint (Edit Access)
1) Microsoft 365 App integrated and enabled. 2) Microsoft 365 Admin App integrated and enabled. 3) File field has Office 365 OneDrive/SharePoint upload option. 4) User has matching email access on Unifize and SharePoint.
Go to the conversation with the file field.
Select Add from SharePoint.
Pick a file from the file picker.
File gets shared with conversation members.
Edit rights set in SharePoint for conversation members
File is picked, added to file field, shared, and given edit access.
Passed
158d3c2a
Creating File from Unifize on SharePoint (Read Only)
1) Microsoft 365 Admin App integrated and enabled. 2) File field has Office 365 OneDrive/SharePoint upload option. 3) Folder selected by a user with SharePoint integration. 4) 'Give edit access' checkbox not selected.
Go to the conversation with the file field.
Click Attach file.
Select a folder in SharePoint.
File gets created inside the folder.
File is created inside folder, added to checklist, and shared with members with read-only access.
Passed
9e4ef88e
Creating File from Unifize on SharePoint (Edit Access)
1) Microsoft 365 Admin App integrated and enabled. 2) File field has Office 365 OneDrive/SharePoint upload option. 3) Folder selected by a user with SharePoint integration. 4) 'Give edit access' checkbox selected.
Go to the conversation with the file field.
Click Attach file.
Select a folder in SharePoint.
File gets created inside the folder.
File is created inside folder, added to checklist, and shared with edit access.
Passed
3c74054d
Creating Revision of Conversation with SharePoint Files
1) Microsoft 365 Admin App integrated and enabled. 2) Process has file fields with SharePoint files. 3) Process has revision field.
Create a revision of the conversation.
Verify SharePoint files get copied to new revision with correct permissions
Revision is created; SharePoint files are copied with correct permissions.
Passed
63fbf2a6
Locking File Fields via Approval
1) Microsoft 365 integrated and enabled for picked files. 2) Microsoft 365 Admin integrated for created files. 3) Approval field configured to lock SharePoint files on approve.
Approve the checklist.
All configured file fields get locked.
SharePoint permissions change to owner-only access.
Files get locked; permissions set to owner-only access.
Passed
6c30fec3
Unlocking File Fields via Approval
Microsoft 365 integrated for picked and created files; Approval field configured to unlock SharePoint files on cancel/reject
Cancel or reject approval.
All locked file fields get unlocked.
SharePoint permissions revert to original.
Files unlocked, permissions reverted
Passed
e7651141
Test by Generating PDF of Files
Microsoft 365 integrated for picked and created files; PDF field configured for generating PDFs
Go to the conversation with files.
Open checklist.
Click Generate PDF.
PDF is generated successfully
Passed
391fb207
Viewing Files on SharePoint When Only Microsoft 365 App is Enabled
Microsoft 365 App enabled; Admin app not enabled; file field configured; user has SharePoint access
Go to the conversation containing the file field with SharePoint files.
Click the SharePoint file link in the field.
Verify that the file opens in SharePoint with view-only access.
User can view file in SharePoint but cannot edit
Passed
e0f6a265
Restricting Edit Access When Only Microsoft 365 App is Enabled
Microsoft 365 App enabled; Admin app not enabled; file field configured; user has SharePoint access
Go to the conversation containing the file field with SharePoint files.
Open the file from SharePoint.
Attempt to edit the file (e.g., add text to a document, modify an Excel cell, or update a PowerPoint slide).
File remains read-only in SharePoint
Passed
26f249ab
Adding a group/member in Unifize chatroom should grant permissions to existing and new documents
Microsoft 365 Admin App enabled; process configured with file fields
Open the conversation that contains the file field
Open the checklist
Click "Attach file" in the configured file field, then either select an existing file or create a new one
Add a group to the chatroom
All added users get permissions for existing and new files
Passed
ac79bc5c
Verify adding a member/group grants access to all existing documents
Chatroom has existing documents
Add a new member or group to the chatroom.
Check if they have access to existing documents.
New members get access to all existing documents
Passed
10d41902
Verify new documents created after adding a member automatically grant permissions
Chatroom exists; member/group already added
Create a new document in chatroom.
Check access with the added member’s account.
New document has permissions for all chatroom members
Passed
288e7697
Verify members added after document creation get retroactive access
Chatroom exists with documents
Create a document.
Add a member/group to chatroom.
Check access with their account.
Member/group can access previously created documents
Passed
b5e72ee0
Verify removed members lose access to all existing and future documents
Chatroom exists with documents and member present
Remove member from chatroom.
Attempt to open chatroom documents with removed member’s account.
Access is denied for removed member
Passed
a4d436b0
Verify replacing one group with another updates document permissions
Chatroom exists with one group; Microsoft 365 Admin App enabled
Remove existing group.
Add a new group.
Check document access for both groups.
New group gets access; removed group loses access
Passed
1cb32021
To Verify that members with a "Viewer" role only have read access - Member with Limited Role
Chatroom exists; roles configured (Viewer/Editor)
Add a member with a restricted role (e.g., “Viewer only”).
Check if they have read-only access to documents.
Role-specific permissions should apply to all existing and new documents.
Passed
6689d1e5
Verify that a user who is not part of the chatroom cannot access its documents – No Permissions Without Chatroom Membership
Chatroom exists with documents; test user is not a member.
Attempt to open chatroom document as non-member.
Access is denied; error message displayed.
Passed
f7bbb10f
Verify that a non-admin user cannot add members to a chatroom – Adding Member Without Admin Rights
Chatroom exists; logged-in user is non-admin.
Attempt to add a member as non-admin.
Member is not added; error/permission message displayed.
Passed
b328b060
Verify that only group members who are part of the chatroom get access to documents
Group exists with some members in chatroom, some not.
Attempt to open chatroom document with group member not in chatroom.
Non-chatroom group members have no access.
Passed
e0fc4e35
Verify that a user whose account is deactivated cannot access chatroom documents – Expired Membership
Chatroom exists with document; member account active.
Deactivate member’s account.
Attempt to open chatroom document.
Access denied immediately after deactivation.
Passed
c6a391bc
Verify behavior when document permission synchronization fails after adding a member – Permission Sync Failure
Chatroom exists with documents; simulate sync failure.
Add member to chatroom.
Attempt to access documents.
Member has no access until sync is restored; error shown.
Passed
195d33c9
Verify that changing a member's role from "Editor" to "Viewer" removes edit rights
Chatroom exists; member has "Editor" role.
Change role from "Editor" to "Viewer".
Attempt to edit a document.
Member loses edit rights instantly; can only view.
Passed
2.3 Feature limitations
Integrations required: To use the full range of SharePoint features (e.g., file creation, editing, and linking), both the Microsoft 365 Admin App and User App must be integrated. Having only one of them will result in limited or non-functional behaviour.
3. Impact Assessment
This section provides a combined analysis of the impact and associated risks for the current feature release. It outlines which user groups and workflows are affected, the extent of risk and corresponding mitigation and corrective actions.
3.1 Feature Impact Summary
Application / Module
File Upload Checklist, Approval Checklist, Revision Checklist
Impacted User Groups
Admins, Org Members, External users
Form Factors Affected
Web App, Unifize Lite
3.2 Risk Analysis
This table outlines potential risks associated with this feature. Each risk is assessed by its impact, likelihood, and revised score after mitigation. The industry sensitivity column highlights which industry groups may be more affected, helping customers assess relevance for their regulated environments.
Risk Scoring Methodology
The risk score is calculated as:
Risk Score = Impact (Severity) × Likelihood (Occurrence)
3.2.1 Severity (Impact Levels)
Low (1)
Cosmetic; no user impact
Medium (2)
Minor workflow disruption; not customer-facing
High (3)
Breaks validated workflow; affects customer operations
Critical (4)
System-wide failure; compliance breach or data loss
3.2.2 Likelihood (Occurrence Levels)
Rare (1)
The issue has never occurred
Unlikely (2)
Could occur under edge conditions
Possible (3)
Has occurred before
Likely (4)
Frequently seen in similar modules
Certain (5)
Actively happening or expected to occur
3.2.3 Risk Level Classification
1–3
Low
Acceptable – Document and monitor
4–6
Medium
Mitigation required before release
7–10
High
Compliance review needed
11–20
Critical
Block release – Executive review
3.2.4 Risk severity definitions
High
Data integrity, security, compliance, patient/user confidentiality, or critical workflows
Medium
May impact core application behavior, business processes, permissions, or interconnected features
Low
Minor UI inconsistencies, non-functional issues, or non-blocking bugs
NA
No risk observed or risk not applicable to any functionality
3.2.2 Risk Register
RISK-7
If a user changes their password or their active session is revoked, all files they uploaded will become inaccessible.
High
3
3
9
Yes
Escalate
Use an app token for file access wherever possible, so file access is independent of the owner’s user cycle lifecycle.
In-review
RISK-8
Edit or preview links can break if files are moved or SharePoint permissions are changed.
Medium
3
3
9
Yes
Same as above – use app token access to reduce dependency on individual user sessions.
In-review
RISK-9
If a user leaves the organization and their Microsoft account is deleted, any files in their personal OneDrive become inaccessible.
High
3
2
6
Yes
Enforce policies for uploading files only from approved SharePoint sites.
Open
RISK-10
App tokens may have broader access than required, allowing users to see files outside their scope.
High
3
2
6
Yes
Use scoped permissions such as sites.selected and enforce user-level permissions within Unifize.
Open
RISK-11
Using app tokens can reduce per-user traceability for file access, leading to gaps in the audit trail (when assigning user permissions).
High
2
2
4
Yes
Apply logging controls and monitor app token activity to maintain audit records.
Open
RISK-12
End users may not be aware when their access level has been elevated.
Medium
2
2
4
Yes
Add clear UI tooltips on the file picker and document actions, and include documentation for transparency.
Open
RISK-13
If a user creates a file but lacks the rights to edit under their account, editing will fail.
Medium
2
3
6
Yes
Check permissions before opening in edit mode and downgrade to view-only with an option to request access.
Open
RISK-14
Browser settings, such as pop-up blockers, can disrupt the SharePoint file picker flow.
Low
1
2
2
No
Provide a single-window fallback, display clear prompts, and offer help documentation for allowed sites.
Open
3.2.3 Residual risks summary
This section outlines any remaining (residual) risks after implementing mitigation plans. These are risks that cannot be fully eliminated but are considered acceptable within the operational context of SharePoint feature.
File inaccessibility due to password/session changes and broken edit/preview links if files are moved or SharePoint permissions change remain possible because they depend on external Microsoft account and SharePoint permission management, which are outside Unifize’s direct control.
Risks related to user account deletion, over-permission from app tokens, reduced audit trail visibility, unawareness of elevated access, and editing without sufficient rights have been reduced through scoped permissions, pre-checks, and user transparency measures. However, some dependency on user actions and external configurations remains.
Disruption to file picker flow due to browser pop-up blockers cannot be fully prevented because it is dependent on individual user browser settings.
4. Change log
4.1 Feature Improvements
11843
v5.8.2
2025-04-01
Generated only SharePoint token for MS365 filepicker. Previously, with 2 tokens that the API server sends in the response, the client could fail at key lookup using the command.resource key sent by the filepicker via Channel Messaging Web API, returning undefined to the filepicker in certain cases and causing an error when picking files from the sites. This change fixes the issue by sending only the SharePoint token in the response and making the client use only this token for the filepicker. Also updates some log messages in the same namespace.
8068
v5.1.0
2024-11-27
Added support for SharePoint file import using chatroom title. Given a CSV file with just a Chatroom title column and an empty column for a file field that supports SharePoint files, this change adds support for importing it through a REPL command.
6561
v0.0.1
2024-11-18
Added support for importing SharePoint files from CSV. Given the file path located in the user's OneDrive account or SharePoint site, this change adds support for importing them through the REPL.
4.2 Fixed Defects
20040
v5.13.10
2025-08-11
Fixed MS365 file PDF issue - Previously, we downloaded external files to determine their sizes and only updated the top-level :size field in the file record. We neglected to update the :size key in the file's version metadata, which caused PDFs to fail. This change ensures that both the file record and its version entries receive the correct size.
2
17380
v5.11.6
2025-07-01
Updated SharePoint filename if same file is relinked - Previously, if a SharePoint file was renamed and then removed and re-added in the file field, the old file name still showed in file field values. This fix ensures the file name in the database is updated when the same file (identified by its external-id) but with a different name is added.
2
11843
v5.8.2
2025-04-01
Generated only SharePoint token for MS365 file picker - Previously, the API server sent two tokens in the response, which could cause the client to fail at key lookup using the command.resource key from the file picker via the Channel Messaging Web API. This sometimes returned undefined and caused file picker errors. This update sends only the SharePoint token in the response and ensures the client uses only this token for file picker. Also updates some log messages in the same namespace.
3
11843
web v7.1.1
2025-04-01
Fixed site access issues in SharePoint file picker — The file picker failed in some cases where the command.resource from its channel message differed from the resources sent in the backend API's accessTokens map. Now, the backend API sends only the SharePoint token when queried, and uses the same token for all authenticated commands from the file picker.
2
11843
v5.8.2
2025-04-01
Added logs for SharePoint file picker component — Adds logging to better trace file picker operations.
1
8068
v5.1.0
2024-11-27
Added support for SharePoint file import using chatroom title — Adds support for importing SharePoint files through REPL when given a CSV with a chatroom title and empty file field column that supports SharePoint files.
1
8068
v0.0.4
2024-11-21
Fixed inaccessible SharePoint files after CSV import — Ensures that access permissions are correctly assigned to chatroom members after CSV imports add SharePoint files.
1
6561
v0.0.1
2024-11-18
Added support for importing SharePoint files from CSV — Adds support for importing SharePoint files from a file path in the user’s OneDrive account or SharePoint site through REPL.
1
7018
—
2024-11-15
Fixed SharePoint file access after chatroom revision — Previously, when creating a chatroom revision, the new owner became the file owner in the database. If they hadn’t done user-level MS365 authentication, editing files caused errors. Now the file owner remains unchanged during revisions, and permissions are correctly copied between revisions.
2
Last updated