SharePoint
Feature ID: FU-1046
Document Version: 2.0
Date: 10-10-2025
Feature Validation: SharePoint Validation (v5.15.5) — 10-10-2025
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
Ensure that file size metadata is consistently updated for both top-level file records and all version entries, improving accuracy for compliance and version control.
Ensure filenames remain synchronized with SharePoint whenever a file is re-linked to a checklist field.
Benefit from improved SharePoint file picker reliability due to streamlined token handling, reducing selection errors.
Admin Journey - Configuration steps
Follow these steps to enable and configure the SharePoint 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
File size metadata and filenames will automatically remain synchronized with SharePoint for consistency across all linked files.
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
For reliable access, the system generates only the required SharePoint token for the Microsoft file picker, ensuring smoother file browsing and selection
Technical workflow
Below is how the full workflow unfolds:
Integration: Admin enables Microsoft 365 User App and Admin App via Org Settings.
Authentication: Admin logs in with a privileged Microsoft account to authenticate with Microsoft Graph.
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
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
User Journey
Once your have configured and enabled the SharePoint integration, your org members can:
Attach files from SharePoint or OneDrive: Use the Attach file button in a checklist field to select a document stored in SharePoint or OneDrive. This links the live document, avoiding version mismatches.
Open files in Microsoft 365 browser: Open attached files in Word, Excel, or PowerPoint directly in your browser to review or co-edit (if permission is granted).
Work with files created via Unifize: See options to create a new Word, Excel, or PowerPoint file—stored in SharePoint and added directly to your checklist.
Collaborate seamlessly: All updates to linked SharePoint files are reflected instantly in the checklist field and shared with other record participants.
Roles and permissions
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.
Current limitations and edge cases
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.
Integrations required: To use the full range of SharePoint features (e.g., file creation, editing, and adding), both the Microsoft 365 Admin App and Microsoft 365 App must be integrated. Having only one of them will result in limited or non-functional behaviour.
Usage of personal SharePoint or OneDrive: It's not recommended to use personal SharePoint or OneDrive while interacting with the SharePoint feature as roles and permissions can vary a lot among SharePoint and OneDrive
Microsoft access issue: If an external user is trying to edit a SharePoint file on Unifize platform and their browser already has Microsoft account logged in with some other email ID than the one they used for their Unifize account, they will face access issues. This is because the edit page on the Unifize platform will try to open with the logged in account.
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