Set up SharePoint Integration

Update remote site settings

Before your account can be integrated, the system admin has to update the remote site settings in Salesforce. To do so, follow the steps below. 

 

  1.     Go to Salesforce > Setup > Installed Packages > Simpplr > Post Install Instructions. Click view.

 

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  1. Scroll down until you see Microsoft Integration. Press Click here for each listed URL for Microsoft Integrations. Your remote site settings for SharePoint have been updated. 

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Enable SharePoint on your app

To link SharePoint folders to a Simpplr Site, SharePoint must be integrated with Simpplr. To integrate SharePoint, follow the steps below: 

 

  1.     In Simpplr, go to Manage>  Manage application > Integrations > File Management.

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  1.   Check the SharePoint box. You'll be routed to a consent screen. Click Allow.  
  1.   Click Save. SharePoint is now integrated with Simpplr.

 

Updates to your service account

Application root folder

When SharePoint has been enabled on your app, an application root folder will automatically be created in SharePoint’s service account.

 

  • The folder’s name is [*app name*] root.
  • The folder will only be accessible through SharePoint’s service account.
  • The folder is used to define search parameters when searching for SharePoint files and folders that are linked to Simpplr. 

 

All-company group

When SharePoint has been enabled on your app, an all-company group will automatically be created in SharePoint’s service account.  

 

  • Like the root folder, this is also used to define search parameters when searching for SharePoint files and folders that are linked to Simpplr. 
  • When users are connected to SharePoint, they’re automatically added to the all-company group, and can access SharePoint files and folders that have been linked or added to public sites. 
  • To access the SharePoint files and folders that have been linked or added to private sites, the user must be a member of the private site and must be a member of the all-company group. 

 

Enable SharePoint for a user

To access SharePoint files, it has to be enabled on a user’s account. To enable SharePoint for your user profile, follow the steps below:

  1.   In your user profile, go to Settings > External Apps. 

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  1.   Next to SharePoint, click Connect and enter your credentials. Access to SharePoint is now enabled for your user account.

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  1. You’ll be taken to the SharePoint authentication page. Enter your username and password for your SharePoint account. 

Select SharePoint folders as site storage

To link SharePoint folders to a Site where SharePoint has been integrated, you must select SharePoint as the Site’s file storage. To do so, follow the steps below:

Note: Only a Site Owner can adjust file storage for a Site. If you can’t see the below options, you may not be the Site Owner. 

Note: In SharePoint, make sure limited-access user permission lockdown mode is turned off. Otherwise, you won’t be able to link SharePoint files to Simpplr. 

  1. In your Simpplr Site, go to Manage Site > Setup > External Files.

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  1.   In the dropdown, select SharePoint. You can only select one storage option per Site. 

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Link SharePoint folders to site

Once SharePoint has been selected as file storage for a site, a folder named SharePoint Files will be automatically created in the Files tab. To add more folders to your site, follow the steps below: 

 

Note: Only a Site Owner can link folders to a Site, as long as they’re connected to SharePoint and the site is connected to SharePoint. If you can’t see the below options, you may not be the Site Owner, or the site is not yet connected to SharePoint.

 

  1.    In your Simpplr site, go to Files.
  1.   Click on the SharePoint files folder.

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  1.   Click the Link SharePoint folder.

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  1.   Select the sites and subsites you wish to link to the Simpplr site. The sites and their folders you select will now be linked to the Simpplr site.

Note: SharePoint limits the number of top-level folders you can link to 15. If you link more than 15 top-level SharePoint folders, you won’t be able to search for SharePoint files in Simpplr. This limit doesn’t apply to sub-folders.

For example, if you link 15 top-level folders (HR, Product, IT, etc.) that each contain 10 sub-folders, all sub-folders will be searchable. But you can’t link more than 15 top-level folders.

 

Caution: For Root site - “Limited Access User Permission Lockdown Mode feature” should be set to OFF. For more information, read here. If this feature is set ON, other users won't be able to link SharePoint folders. 

 

Searching for SharePoint files in Simpplr

Like with other file storage integrations, you can use Global search to find linked SharePoint files:

  • You can only search through SharePoint folders that are connected to Simpplr.
  • The API return determines which author and date are displayed. 
  • Pagination (16 Files) 

 

Using SharePoint files and folders

View files

To view the files linked to your Simpplr site, go to Files.

 

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In Files, you’ll see your site’s folders. Click a folder to view its files. The SharePoint folders you've linked will also be listed here.

 

Add files to content

You can use the File Manager to add SharePoint files to your content. Files from linked SharePoint folders are returned.

  • SharePoint files can be added to content if the site is connected to Sharepoint and the user is connected to SharePoint.
  • Sites which have linked SharePoint folders will be shown in the File Manager listing.

 

Add files to feed posts

Via File Manager, any SharePoint files accessible to the user can be added to Feed Posts from within the linked folder. When attaching a SharePoint file in Feed (including Home Feed), the search results will be returned from the linked folders only on the basis of Access Management configuration, and will include all SharePoint files that are linked in Simpplr. 

 

 

Upload files

Under the site search bar, you’ll see the option to drop in files or Select from your computer. Here, you can drop files you’d like to upload to the site.

If you click Select from your computer, you’ll be prompted to search your computer for the file you want, and click Open to upload.

 

File options

Under Options, each file has a dropdown. Here you can interact with the file in several different ways, like downloading the file, sharing it, or (if applicable) viewing the file in its linked storage account.

The available file options are Like, Favorite, Share, and Download.

 

File details screen

Clicking on a file in a post or in the Files tab of your site will bring you to the File Details screen.

 

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This screen gives you many of the same options as the Options dropdown in the Files tab. You can:

  • Like the file
  • Favorite it
  • Share it
    • You can share files with public and private sites. If you share a file to a private site, it will only be shared to the feed of that private site. If you share it with a public site, you’ll have three sharing options:
      • Followers
      • A user
      • Another site
  • (if applicable) view the file in its linked storage account
  • Version history
  • Add new version
  • Download it

 

Note: The share option in the file options menu and file details page will be hidden if feed mode is not set to Timeline, comments on content and feed posts. Also, if you are no longer allowed access to a file in the SharePoint, you’ll get a 404 when clicking on a file and routing to File Details. 



Search for files

You can search for files using the search bar in the top left. Search results will include files contained in pages, files uploaded to a Simpplr site, and files linked to a Simpplr site from file storage. 

 

Files in your feed

You can open and download files directly from pages in your feed, if the page has a file attached. If SharePoint is integrated on the app level, you’ll need to make sure that it's connected to your account before you can access the file. 

You’ll get results from all sites you have access to and can upload those files. 

You can attach files from any file storage account integrated with your org. 



Adding files to content

You can add files to pages, events, albums, and blogs. 

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When searching for files or attachments to add, your search results will include content you have access to.



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