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Salesforce SharePoint Integration Guideline

Salesforce SharePoint Integration

In today's world, cloud-based services join most systems and document the most significant assets of a business organization. They can be stored, processed, and accessed in the cloud whenever the need arises.

However, not every CRM can provide this opportunity. For example, Salesforce cannot supply a accessible document management system. Consequently, organizations that create and use many documents rely on external solutions and then merge them with CRM. One of the most popular solutions is Salesforce SharePoint Integration.  This guide will emphasize on the main benefits of combining those tools.

SharePoint Salesforce Integration Benefits

SharePoint is a robust software for companies working with Microsoft Office solutions such as Excel and Word. Since they belong to the same family, the produced documentation can be exported to SharePoint and used as an independent repository of records and content for websites, cloud services, and intranet portals.

Salesforce was conceived as a client relationship management platform., It has grown into a complete management and analysis platform for business processes in sales, marketing, and support because of its versatility of integration, extensions, and ever-growing list of functions. However, its document storage capabilities are not as broad as Microsoft 365 and require additional investment. Therefore, to simplify business processes, eliminate the need to spend on Salesforce storage, and afford access to all files in a single interface, most businesses with a Microsoft 365 account conduct Salesforce and SharePoint integration.

The advantages of improving collaboration and documentation management throughout the SharePoint Salesforce integration are tangible.

Large-scale Document Flow

SharePoint allows you to update documents in real-time and work with documents offline collaboratively. Data storage is 1 TB per company plus 0.5 GB for a user license, and the maximum file attachment size is 250 MB, more than in Salesforce.

End-to-end Collaboration

Real-time communication and Salesforce Chatter integration with SharePoint permit users to collaborate seamlessly in a CRM interface.

Sales and marketing teams and business analysts, and technicians can collaborate on projects because the SharePoint intranet serves as a link between employees.

Advanced Knowledge

SharePoint communication sites make information sharing more dynamic through article announcements and promotions.

Unified Interface

The integration unites Salesforce and SharePoint into a single collaboration environment. SharePoint content appears in SFDC as hyperlinks that you can preview, making it possible to access SharePoint files via any device and without downloading.

There will be no problem with versioning since SharePoint stores the content in the same place.

Saving Money

The SharePoint-based collaboration costs $10 per month for a user and $20- $35 per month for a user for the Office 365 collaboration set.

How To Integrate SharePoint With Salesforce

Integration requires the use of paid or free adapters or third-party connectors from partner teams. At the moment, there are such features of SharePoint integration with Salesforce.

Anypoint Connector

This Salesforce SharePoint connector permits you to manage and search content and documents and access and collaborate on extranet or intranet websites and portals. Additionally, you can conduct Salesforce SharePoint integration using rest API.

The Files Connect Feature

It is a ready-made tool that is included in almost all CRM licenses. The Files Connect-based Salesforce integration with SharePoint has the following benefits:

  • The tool is open in most Salesforce editions and licenses and is constantly being improved.
  • Besides SharePoint on-premises and SharePoint on the web, Files Connect can connect with file repositories (Google Drive, Box, or OneDrive,) for more flexible document management.
  • Files Connect is assigned to work with SharePoint files in the CRM user interface while maintaining full access rights to the content.

Third-party Apps From AppExchange

There are many apps-connectors for the SDFC ecosystem that third-party vendors and partners have built. Feedback from other consumers will help you find the app for your business needs. With File 365, sFiles, DocAve for Salesforce, companies not only conduct Salesforce integration with SharePoint but also satisfy the demand for other integrations.

For example, you can use the Document Extractor via the Connecting Software.

This SharePoint Salesforce connector automatically translates records kept in Salesforce to SharePoint and replaces the records with links from SharePoint. The convenience is that users can still work with the files they originally saved in Salesforce under the accounts.

Salesforce And SharePoint Online Integration via Azure-hosted Service

Required revisions

Ready for Lightning and Classic versions (not for all organizations)

Versions: Professional, Unlimited, Enterprise, Performance, and Developer Edition.

Azure subscription and account and SharePoint site address and user credentials.

The adapter from Microsoft supports trigger and action in logic apps. There is also a drawback - it does not support creating pockets in a document library and demands to build a SharePoint Salesforce integration API.

Creating an authentication provider

  1. Find Auth. Providers in the quick search and press New.
  2. For Provider Type, pick OpenID Connect, and set up the next options.
    • Insert the name you want to display in Salesforce.
    • Insert the suffix to perform at the end of the URL path. It reflects the name entry.
    • Insert a value Consumer Secret.
    • Insert a value Consumer Key.
    • Endpoint Authorization URL - insert a placeholder that starts with https.
    • Token Endpoint URL - Insert a placeholder that starts with https.
    • Default scopes - Leave blank.
  3. Press Save. Next, take the Callback URL entry to a text file at the Auth’s bottom. Provider detail page.
  4. Register the app in the Azure Management Console.
  5. From the page https://portal.azure.com/. sign in to Azure. (You can do this using an incognito browser). Under Azure Services, taking Azure Active Directory.
  6. Pick an active directory. Skip it if there is only one.
  7. On the Active Directory page, find Application Registration and press New Registration. Insert the next properties in the Create area and app name. Supported account types: insert the accounts for the org directory. Register.
  8. In the left pane, open Browse. Replicate the app ID to a text file. This ID will need to tune auth. vendor in Salesforce.
  9. In the left pane, find Certificates and Secrets.
  10. Pick New Client Secret, insert a description, find a duration, and pick Add. Save modifications to see the key value.
  11. Replicate the key to using it in auth. Provider.
  12. In the left pane, press Authentication. In the Redirect URI area, pick the Web type and paste the callback URL replicated from the Auth’s bottom. Provider details page.
  13. In the left pane, search API Permissions and check Sharepoint in the sector Add Permissions.
  14. Pick the app permissions to enable and press Add Permission.

Set up an authentication provider in Salesforce

Replace the initial placeholder values in Salesforce with the suitable ones from the Azure app.

  1. Choose the Auth. Providers in setup.
  2. Find the created Authentication Provider, press Edit.
  3. Change the next values.
    • Consumer Key - insert the Client ID replicated into a text file.
    • Consumer Secret - insert the key replicated into the text file.
    • Endpoint Authorization URL - Login:
      https://login.microsoftonline.com/common/oauth2/authorize?resource=https%3A%2F%2FYOUR_TENANT.sharepoint.com&prompt=login
    • Token Endpoint URL - Login:
      https://login.microsoftonline.com/common/oauth2/token
    • SharePoint Online Sample
      https://login.microsoftonline.com/common/oauth2/authorize?prompt=consent&
      resource = https% 3A% 2F% 2Fcontenthubblitz.SharePoint.com% 2F
  4. Press Save.

How the method works

  • Salesforce transmits an authentication request to the adapter. The adapter passes the request to SharePoint that verifies the identity of the information and transmits a security token for future reference.
  • The adapter receives the token and transfers it to Salesforce. Salesforce transmits a request to view particular or all records and folders with the token as the authentication key. The adapter transfers the request along with the token and receives the output data, which passes back to Salesforce. If the token expires, the process repeats, or additional requests are sent and received using the same token.

Salesforce and SharePoint Integration via Files Connect

The solution will let platforms work synchronously, saving time by speeding up transferring the files you need. File Connect assigns customers to access their files from an external source and use those files as standard SDFC objects. The solution also has advanced capabilities, such as cloud services for saving and accessing valuable information.

Required revisions

Ready in Lightning and Classic versions (not in all organizations).

For outer data sources in the cloud, Files Connect works in Professional, Unlimited, Enterprise, Developer, and Performance versions.

Enabling Files Connect

  1. In the Quick Search box under Settings, pick Files Connect.
  2. Press Change and then pick Enable File Connection.
  3. To share files, pick one of the next options:
    • Copy - if you need to keep a copy of outer records in Salesforce. If the files are turned up to the Chatter group, everyone in the group can access the files even if they don't have access to an outer system.
    • Link - if you need to represent the same user access rights in SFDC as in SharePoint. It points to external data being kept assessments outside of Salesforce. No preview of these files is available, and the download requires access to an outer system.

Despite the sharing mode, files in Salesforce do not reflect versions of data in external systems. Nevertheless, the reference mode shows the latest versions of systems.

Sharing files and data sources for customers and administrators

    1. In the Permission Sets settings, turn up the quick search window and pick permission sets or Profiles. Generate a permission set or profile, or check an existing one. If you use a permission set, the default must set the user license to None.
      • For a profile, press Edit and pull to the Administrative Permissions.
      • For a permission set, turn up System Permissions, then press Edit.
    2. Find Files Connect Cloud and then pick Save to gain access to cloud data sources.
    3. Turn up Manage Assignments and press Add Assignments, check users for the permission set, and press Assign.
      Note! Include all administrators tune outer data sources.
    4. Spot external data sources for your org:
      • For OneDrive
      • For SharePoint Online
      • For Box
      • Or Google Drive

If you selected the Named Member type, skip the next steps. But you chose Per User, go ahead.

  1. Return to the permission set or profile details page. Then:
    • For the profile, turn up the Enabled External Data Source Access linked checklist.
    • For a permission set, under Apps, press Access External Data Source.
  2. Press Modify, append the specific data sources to the Included External Data Sources checklist, and press Save.

Making an authentication provider

  1. Turn up Quick search and find Auth - Provider, and press "New". Pick "Provider Type".
  2. For SharePoint, pick Microsoft Access Control Services.
  3. Insert Name and URL Suffix, and a dummy value for the Authorize Endpoint URL, Consumer Key and Secret, and Token Endpoint URL (you must enable HTTP: //to detect fake URL values correctly)
  4. When you save your modifications, you will be redirected to the authentication provider details screen. It will display information such as "Callback URL". Remember it.

Setting up SharePoint

  1. Sign in to your SharePoint instance and note the path to the site collection you connect to. You will need this for further actions.
    Now, create a miniature Microsoft 365 app.
  2. Take URL
    https: // [organization name] .SharePoint.com / [site collection path] / _layouts / 15 / appregnew.aspx.https: // [organization name] .SharePoint.com / [site collection path] / _layouts / 15 / appregnew.aspx
  3. The Application Information page opens. Choose Application Running on a Web Server.
  4. Pick "New" in front of the client ID. Generate Client Secret in the same way and give it a name. The app domain will be your Salesforce domain.
  5. Check the sub-domain of your SFDC instance and use it as a prefix to pass the app domain values.
  6. The redirect URL is the callback URL you built in Salesforce earlier.
  7. Press Create. Doing so will build a new app and be taken to a new page, which will display the newly generated and entered values.

SharePoint Application Configuration

The next stage is configuring the new app.

  1. Take the next URL

https: // [organization name].SharePoint.com / [site collection path] / _layouts / 15 / appinv.aspx https: // [organization name] .SharePoint.com / [site collection path] / _layouts / 15 / appinv.aspx. This will turn up a new form.

The AppID is the client ID that you perform earlier. So, copy and paste the values ​​and hit Search.

This will automatically fill in the values ​​of other fields besides the permission request XML. The permission request XML value determines the access level of the linking application to SharePoint file collections. Standard input:

Scope of application:

http: // SharePoint / content / tenant - permit access to all site collections.

http: // SharePoint / content / sitecollection - permit access to site collection with subsites.

http: // SharePoint / content / sitecollection / Internet - permit SFDC consumers to gain access to the same site collection, although you cannot access subsites.

Re-tune Salesforce Files Connect

Now that the SharePoint app is created and configured, you must re-tune the Files Connect settings to change the dummy value that was originally entered.

  1. Turn on Files Connect.
  2. Insert a value corresponding to the customer ID in SharePoint in the Consumer Key field.
  3. Likewise, the Consumer Secret herein is the Client Secret that was created in SharePoint.
  4. Insert a value in the Endpoint Authorization URL field:
    https: // [organization name] .sharepoint.com / [site collection path] / _ layouts / 15 / OauthAuthorize.aspx https: // [organization name] .sharepoint.com / [site collection path] / _ layouts / 15 / OauthAuthorize.aspx
  5. In the Token Endpoint URL field, pass:
    https://accounts.accesscontrol.windows.net/ [organization name] .onmicrosoft.com / tokens / OAuth / 2? Resource = 00000003-0000-0ff1-ce00-000000000000 / [organization name] .sharepoint.com @ [organization name] .onmicrosoft.comhttps: // accounts. access control . window . net / [organization name] .onmicrosoft.com / tokens / OAuth / 2? resource = 00000003-0000-0ff1-ce00-000000000000 / [organization name] sharepoint. com @ (Use any name and label)
  6. Press "Save"

Performing an External Data Source

  1. Turn up Build in settings, move to Development, and find External Data Source
  2. Pick New External Data Source.
  3. Pick File Connection: SharePoint Online in the Type field
  4. In the URL, append the URL of the SharePoint site collection or a subsite site collection URL, depending on whether you are joining Salesforce.
  5. Identity type - for the user.
  6. The authentication protocol is OAuth 2.0.
  7. Turn up "Search" in "Authentication Provider" to find the provider that you built earlier.
    Use any name or label. But it is more comfortable to use a word similar to the name of the authentication provider
  8. Press Save.

Setting Up Permission Sets

  1. Move to Permission Set next to External Data Source and then Edit
  2. Find and append the new data source to the section - Enabled External Data Source.
  3. Press Save.

Output

Salesforce SharePoint online integration is an excellent choice for operational document management. By transferring your records from Salesforce to SharePoint, your company reduces costs and boosts your team’s productivity. While the steps required to integrate seem straightforward, it demands extreme precision. This is because integration includes handling documents that are crucial to your business, and you give permissions and assessments to users at each stage. An error can be costly because of the confidentiality of many documents. Therefore, if you are not sure that you can carry out this process correctly, entrust the task to a qualified team of experts. Ergonized has a wealth of experience in Salesforce SharePoint integration and will find the optimal method for your company. Have any difficulties or questions about integration? Write to us now!

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Written by

Dmitriy Ogol

Experience in various CRM systems as Zoho, SugarCRM, Hubspot and Pipedrive helped to reach the right expertise level in the CRM systems, which, consequently, lead to significant Salesforce potential. So now, Dmitriy helps to create various solutions on the Salesforce platform.
Starting from 2008, Dmitriy helps in the development of CRM solutions for such industries as Real Estate, Marketing, Insurance and Healthcare.

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