Feature ID: FU-1046

Document Version: 2.0

Date: 10-10-2025

Introduction

The SharePoint integration in Unifize allows you to link and work with files from your Microsoft 365 SharePoint or OneDrive account—directly within checklist fields. This means you can access the most up-to-date documents, collaborate in real time, and avoid uploading duplicates—all without leaving Unifize.

What end users can do with SharePoint

Once your admin has enabled the integration and configured it for your process, you 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: If your admin enables the feature, you’ll 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.

To get started with using SharePoint:

1. Go to the My Inbox section

2. Open a record and go to the checklist.

3. In a file-upload checklist field, click Attach file.

If enabled: You may see options like Create Word document, Create Excel file, etc. Choose one → give it a name → the file is created in SharePoint and linked in the checklist.

Here’s how this integration improves your experience:

• Eliminates redundant uploads: No need to download from SharePoint and re-upload to Unifize. Simply link the original.

• Always up to date: You’re always looking at the latest version of the file—no manual sync required.

• Collaborate where work happens: Keep conversations, context, and documents in one place, without toggling between tools.

If you do not have permission to view or edit a file, you’ll see an option to request access from the file’s owner in SharePoint.

• 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.

• 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.

Introduction

The file upload field in Unifize checklists allows you to attach relevant documents directly within a workflow step. Whether it's a spec sheet, test report, drawing, or any other supporting file, this field keeps everything organized and accessible in one place. Depending on how your admin has configured the checklist, you can pick files from your computer, Unifize file store, or linked cloud services like Microsoft 365 SharePoint and OneDrive.

What end users can do with file upload

When interacting with a file upload field, you can:

• Upload or attach files from available sources such as your computer or Unifize file store.

• Link existing files from Microsoft SharePoint or OneDrive (if enabled).

• Create new files like Word, Excel, or PowerPoint documents directly from Unifize (if the admin has enabled this).

• Preview or open files directly in your browser, especially for Microsoft 365 formats.

• Download files to your local system if you have view access.

Note: What you see in the checklist’s “Pick source” menu (e.g., computer, SharePoint, create new file) depends on your organization's configuration.

This field simplifies collaboration by:

• Centralizing documents within the process record, ensuring team members always refer to the correct file version.

• Eliminating manual handoffs of documents via email or chats.

• Supporting compliance and traceability, as all uploads are recorded against the checklist activity.

Here’s what your experience typically looks like:

1. Open the checklist for a record.

2. Locate the field labeled something like “Attach file” or as configured.

3. Click + Attach File to open the “Pick source” menu.

If you do not see certain options (e.g., SharePoint upload or create new file), your admin may not have enabled them for your process.