Feature ID: FU-1046
Document Version: 2.0
Date: 24-02-2025
Feature Validation: SharePoint Validation (v5.15.5) — 10-10-2025
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.
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.
Follow these steps to enable and configure the SharePoint integration:
Go to Org Settings > App Integrations
Enable both:
Microsoft 365 (User App): Required for all end-user access
Navigate to Process Settings > Checklist field configuration
For file-type fields:
Check Enable Office 365 OneDrive / SharePoint
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
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:
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.
Important: Permissions on files follow Microsoft 365 sharing policies, not Unifize roles. Access must be granted explicitly through SharePoint if needed.
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
Authenticate using a global/privileged Microsoft 365 admin account
Make sure the user’s Microsoft email matches their Unifize email
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.
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
Collaborate seamlessly: All updates to linked SharePoint files are reflected instantly in the checklist field and shared with other record participants.
Microsoft access issue: If an external user is trying to edit a SharePoint file on Unifize platform and their browser already has a 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.
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
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.
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.
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.
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.
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.
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
These permissions enable users to access, view, and work with files they have access to:
User.Read
Files.Read.All
Files.ReadWrite.All
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.
🖋️Edit this page
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.
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.
offline_access – Maintain session without needing to log in repeatedly
MyFiles.Write
offline_access
Domain.Read.All
The file upload field in Unifize checklists allows admins to configure how users attach and access documents within workflows. You can control upload sources, preview behaviors, file limits, and integrations such as Microsoft 365 SharePoint. This setup ensures that file management is aligned with organizational policies for collaboration, security, and compliance.
Admins can configure the file upload field to:
Enable one or multiple file uploads
Define upload sources (computer, Unifize file store, SharePoint/OneDrive)
Set a default file or placeholder
Decide preview behavior and manage view settings
Enable file creation from Microsoft 365 (Word, Excel, PowerPoint)
Grant edit access to chatroom members (if using SharePoint integration)
Control sorting of uploaded files
To configure a file upload field:
Go to Process Builder > Checklist Fields
Add or edit a field with type File upload
Under File Field Settings, configure:
Once configured, click Update Field Settings.
SharePoint file access is governed by Microsoft 365 permissions, not Unifize roles.
Here’s how the setup and usage flow works:
Admin adds a file upload field in a checklist
Admin configures allowed upload types and permissions
User clicks + Attach File during checklist use
Check out that you can use in addition to the existing field settings.
Consumption options: Allow single or multiple file uploads
Preview options: Choose whether to show full previews
Manage view behavior: Set default action to preview or download
Sort by: Date or Name
Default file (optional)
Upload options: Choose from Computer, Unifize file store, and Office 365 SharePoint/OneDrive
If using Microsoft 365:
Configure the SharePoint folder path
Choose whether created files can be edited by chatroom members
External user
No file access unless granted SharePoint-level permissions explicitly
User selects or creates a file
File is displayed in the checklist field with preview or download enabled
Access to files is managed via Unifize (for internal files) or Microsoft 365 (for SharePoint)
Allow multiple
Allows users to upload multiple files in the same field
Useful for collecting supporting documents or grouped evidence in one step
Show full preview
Displays an inline preview of files directly in the checklist
Helps reviewers quickly view PDFs, Word docs, etc., without downloading
Preview (manage view)
Sets default behavior to open files in preview mode
Best for documents like drawings or SOPs that are referenced but not downloaded
Download (manage view)
Sets default behavior to trigger file download
Preferred when files need to be saved offline or printed
Sort by: Date
Sorts uploaded files by date (most recent first)
Use when file recency is critical (e.g., inspection photos or test data)
Sort by: Name
Sorts uploaded files alphabetically
Useful when files are consistently named or follow naming conventions
Default file
Allows a file to be pre-set for the field
Useful when the same base template or reference file is used every time
Suppress notifications on default values
Prevents system notifications when a default file is used
Helps avoid notification fatigue in high-volume workflows
Upload from computer
Enables uploading files directly from a user's device
Default option for most users who store files locally
Unifize file store
Allows reuse of files already uploaded to Unifize
Useful for referencing shared documents or templates already stored in the platform
Office 365 OneDrive / SharePoint
Allows linking or creating files via Microsoft 365 (not stored in Unifize)
Ideal for teams using SharePoint for document control, with co-authoring or versioning needs
+ Add condition (AND)
Combine two or more conditions to control file field logic.
Only show “Upload Root Cause Analysis” if Status = “Investigation Complete” AND Severity = “High.”
Mandatory if not hidden
File becomes mandatory only when visible due to a condition.
Ensure that “Upload Signature Sheet” is required only if it becomes visible after selecting “Needs Sign-off.”
Role
Capabilities
Admin
Create/edit file fields, define upload types, configure Microsoft 365 options
Org member
Upload files, create new files, or link from cloud storage if permitted
Viewer
Can only view files if they have access permissions
Setting name
Description
Use case
Placeholder
Text shown inside the field before a file is uploaded
Use it to guide users on what kind of file to upload (e.g., "Upload test report")
Allow single
Limits the field to only one uploaded file
Upload type
How it works
Upload from computer
Lets the user select and upload a local file directly from their device
Unifize file store
Allows selecting a previously uploaded file from the organization’s Unifize storage
Lets the user pick or create a file using the Microsoft 365 file picker. Files are stored in SharePoint and remain linked, not uploaded to Unifize
Condition (Field)
Defines which form or checklist field triggers the logic.
Use a checkbox like “Is External Approval Required?” to control if a document upload field should be shown.
Qualifier (Value)
The specific value of the condition field that triggers the action.
Trigger condition when dropdown field “Approval Type” is equal to “Regulatory.”
Use in processes where only a single document is expected (e.g., signed contract)