Configuring SharePoint on Unifize

Unifize now supports seamless integration with Microsoft 365- specifically SharePoint and OneDrive- enabling organizations to connect their existing file management systems directly to Unifize workflows. This article walks through how to configure and manage this integration, including setup, required permissions, and how it works behind the scenes.

Overview

The SharePoint integration allows users to:

  • Attach files directly from their SharePoint or OneDrive accounts to checklist fields in Unifize.

  • Create new Microsoft 365 documents (Word, Excel, PowerPoint) from within Unifize.

  • Automatically maintain permission sync between Unifize and SharePoint, ensuring secure and compliant collaboration.

This feature removes the need for downloading and re-uploading files and enable a much smoother document workflow.

What’s New

  • Support for SharePoint/OneDrive file picking and file creation from inside Unifize.

  • New file source options within Upload File checklist fields.

  • Admin controls for setting folder paths and access rules.

  • Auto-managed permissions that reflect SharePoint’s native access levels.

Integration Components

Unifize supports this via two internal apps:

1. Microsoft 365 App

  • Allows regular users to pick files from their Microsoft 365 environment (OneDrive/SharePoint).

  • Manages document links and access in checklist fields.

2. Microsoft 365 Admin App

  • Used for advanced capabilities like creating new documents directly in SharePoint from Unifize.

  • Requires elevated Microsoft Graph API permissions (details below).

  • Used to configure and authorize the app for your organization.

How It Works

  1. Enabling the Integration

    • Admins must connect their organization’s Microsoft 365 tenant from the Admin Console.

    • Once authenticated, admins can define default SharePoint folder paths for newly created files.

  2. Using It in Unifize

    • In the Process Builder, when creating or editing a checklist, choose “Upload File” as a field type.

    • You’ll now see three file source options:

      • Upload from Computer

      • Unifize File Store

      • Office 365 OneDrive / SharePoint

    • For “Office 365,” users can:

      • Pick an existing file via the built-in SharePoint/OneDrive file picker.

      • Admins can additionally create new documents if a default folder path is configured.

  3. Permission Sync

    • Files attached through SharePoint retain the original permissions from SharePoint.

    • When approval statuses change on fields, SharePoint permissions dynamically adjust (e.g., locking or unlocking documents during review).

    • Revisions are created by duplicating files within the SharePoint directory, maintaining an audit-friendly trail.

Permissions Required

For Admin Users (Microsoft 365 Admin App):

These are required to configure the integration and enable file creation:

  • User.Read – Authenticate and read basic user profile

  • Files.ReadWrite.All – Read/write to all files across all sites

  • Domain.Read.All – Fetch domain/tenant details

  • offline_access – Maintain session without needing to log in repeatedly

For Standard Users (Microsoft 365 App):

These permissions enable users to access, view, and work with files they have access to:

  • User.Read

  • Files.Read.All

  • Files.ReadWrite.All

  • MyFiles.Write

  • offline_access

  • Domain.Read.All

Security and Access Control

  • All access to SharePoint files is governed by the user’s existing Microsoft 365 permissions.

  • Admins do not grant new access via Unifize; they only allow users to interface with what they already have access to.

  • When a user is removed from Microsoft 365 or loses access to a document, that access is automatically revoked on Unifize as well.

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