SharePoint

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Introduction

The SharePoint integration in Unifize 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. Admins are responsible for enabling the integration, configuring default settings, and managing file access through SharePoint permissions.

Capabilities

As an admin, you can:

• Enable Microsoft 365 (User App and Admin App) integration

• Authenticate Unifize with Microsoft Graph API using a global or privileged Microsoft account

• Configure default folder paths for saving created documents

• Allow file selection or creation (Word, Excel, PowerPoint) from within checklist fields

• Control file-level access (read or edit) based on user role or checklist permissions

• Enable or disable SharePoint/OneDrive integration for specific processes

• Ensure files stay linked to SharePoint without being stored in Unifize

Configuration steps

Follow these steps to enable and configure the integration:

1. Enable Microsoft 365 integrations

• Go to Org Settings > App Integrations

• Enable both:

  • Microsoft 365 (User App): Required for all end-user access

  • Microsoft 365 Admin App: Required for folder selection and file creation

• Authenticate using a global/privileged Microsoft 365 admin account

• Make sure the user’s Microsoft email matches their Unifize email

2. Configure SharePoint for a process

• Navigate to Process Settings > Checklist field configuration

• For file-type fields:

  • Check Enable Office 365 OneDrive / SharePoint

  • Use the Microsoft picker to set a default folder path

  • Enable file creation options if needed (e.g., Word, Excel, PowerPoint)

  • Choose whether to give edit access to chatroom members by default

3. Grant user-level SharePoint access

• Users must authenticate their Microsoft 365 account within Unifize

• File access is controlled via SharePoint—Unifize does not override these permissions

• If a user lacks access, they will see a prompt to request permission via SharePoint

Roles and permissions

Role	Capabilities
Admin	Enable integrations, configure folder paths, manage file creation settings
Org member	Attach files from SharePoint, view/edit files based on granted permissions
External user	No access unless granted permission within Microsoft 365

Important: Permissions on files follow Microsoft 365 sharing policies, not Unifize roles. Access must be granted explicitly through SharePoint if needed.

Technical workflow

Below is how the full workflow unfolds:

1. Integration: Admin enables Microsoft 365 User App and Admin App via Org Settings.

2. Authentication: Admin logs in with a privileged Microsoft account to authenticate with Microsoft Graph.

3. Process configuration: In Process Settings:

   • File-type checklist fields are configured to support SharePoint

   • A default folder path is selected

   • Optional creation of new Office documents is enabled

4. User interaction:

   • End users select “Add from SharePoint” or “Create Word/Excel/PowerPoint”

   • The file is saved in the configured SharePoint path

   • The file remains linked to SharePoint and is accessible to users with permissions

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Current limitations and edge cases

• 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.

• File locking: Features like file locking are not automatically applied to the files during a revision process. Currently, there's a limitation of applying file locking only to the original file and not its revision files.

• SharePoint path is not editable per field: The SharePoint folder path used when uploading or creating files is set at the process level and cannot be customized per checklist field. This may restrict flexibility for teams needing different storage paths.

• Unexpected use of personal SharePoint: In rare cases, the “Add from SharePoint” option opens a user’s personal SharePoint drive instead of the shared organization drive configured by the admin. This behavior is inconsistent and needs further investigation.

• File creator retains edit access: Even when a checklist field is locked for edits, the original document creator may still retain edit access through SharePoint—even if they are no longer the owner in Unifize. This can lead to unauthorized changes if not monitored.

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