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 enables Microsoft 365 Integration from the Admin Panel

2. Admin authenticates Unifize with Microsoft Graph and configures:

   • Org-level folder path

   • Allowed document types

   • User role permissions

3. In Process Builder:

   • Checklist field type is set to 'Upload File'

   • "Enable SharePoint/OneDrive" is checked

4. 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), create files from the platform
External	Cannot access SharePoint files unless explicitly granted M365 permission

---

6. 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.