Microsoft OneDrive Integration

This article details the Microsoft OneDrive Integration, namely, how to authorize it and how to use it in Channels, Pages and Search.

Note: The OneDrive Integration is available for all package users.

Feature information: Currently, the Microsoft OneDrive Integration is in Beta production.

What is it?

Microsoft OneDrive is a cloud-based file storage and synchronization service that allows you to store and share files.

By authorizing the Microsoft OneDrive Integration, you can add Folders and Files to Channels and Pages.

How OneDrive is embedded in Happeo

Below, you can find an overview of where OneDrive is embedded in Happeo after OneDrive has been enabled and authorized:

• Admin and User settings (authorization)
• All file-related Page Widgets (Folder, File List, Files Forms, and Recent Files)
• Adding a new Folder as a Channel Folder
• Adding an existing Folder as a Channel Folder
• Adding an existing Folder or File to an Important Files Widget
• Search 
• Mobile App
  • Channel Discussion
    • OneDrive File Picker
  • Media
    • Media content from OneDrive
  • Pages
    • Ability to display OneDrive Folders and Files from the Folder, Files, and File List Widget

Difference between OneDrive and SharePoint

Microsoft OneDrive Folders and Files reside in your OneDrive, even when they are shared with other users and groups. By residing in your personal Drive rather than an Organizational Drive, important Folders and Files cannot be shared on an organizational level. 

Additionally, if you add a OneDrive Folder that is shared with you (and you are not the owner or editor of the Folder):

• Files will not be visible and any user who does not have access to the original Files / Folder will not be able to see it (they will see an empty state, noting that they don't have access to the Folder)
• Any “shared with me” File / Folder embedded as a Widget, Post, or Comment will be embedded successfully, however…
  • Because the user is not the Editor or Owner, they will not be able to grant sharing rights to the File. Therefore, any user who does not have viewing access will have to request access through Microsoft's sharing native experience manually. The File / Folder Owner will receive an email where they can provide viewing or editing rights

SharePoint, on the other hand, creates the opportunity for organizations to seamlessly share Files that are not individually owned.

How to enable it

Admin Settings

To enable OneDrive, as an Admin, you can:

1. Navigate to the Admin Settings by clicking your user avatar and Admin Settings
2. Click Integrations from the panel on the left of the page
3. Click the toggle next to Microsoft OneDrive
4. Select Auhorize to authorize the Integration
   1. By clicking authorize, you enable your entire organization to use the Microsoft OneDrive Integration
   2. If you haven’t authorized OneDrive yet, you will be directed to the native Microsoft page where you will need to finalize the authorization
   3. The OneDrive Integration will be enabled for the Channels, Page Widgets, and Search
   4. Clicking authorize will also enable users within your environment to authorize the Integration individually from their User Settings

Search

To be able to search and view Microsoft Files from Happeo’s Search, you can toggle the Microsoft Files Search Connector from the Search section in the Admin Settings. 

Once you’ve enabled and authorized the OneDrive Integration, you can toggle the Search Connector by:

1. Navigating to the Admin Settings
2. Selecting Search
3. Clicking the down arrow next to OneDrive

Toggling Results (full search overview) and / or Predictions (search bar autocomplete)

User Settings

Once your platform Admin has enabled the OneDrive Integration for your environment, to authorize OneDrive as a regular user, you can:

1. Navigate to the User Settings by clicking your user avatar and User Settings
2. Click Integrations from the User Settings menu at the top of the Page
3. Click the toggle next to Microsoft OneDrive
4. Select Auhorize to authorize the Integration

When you create a OneDrive Channel Folder:

1. For the first time only: You will have to enable the OneDrive integration before adding a Folder to a Channel
2. If the application is not authorized, you will have to give permission first to Happeo before you can use or view any files
   1. If the application was disabled by your Admin after the authorization, then you have to enable it again. This means that you will have to authorize and give permission once more

How to disable it

Admin Settings

To disable the OneDrive Integration for your environment, you can:

1. Navigate to the Admin Settings by clicking your user avatar and Admin Settings
2. Click Integrations from the panel on the left of the page
3. Click the toggle next to Microsoft OneDrive to disable it
4. Click Disable the Integration

User Settings

To disable the OneDrive Integration for your account, you can:

1. Navigate to the User Settings by clicking your user avatar and User Settings
2. Click Integrations from the navigation menu at the top of the page
3. Click the toggle next to Microsoft OneDrive to disable it
4. Click Disable the Integration

OneDrive Folder and File Picker

Searching through the Folder and File Picker

When searching for a Folder or File, you will need to search for the entire keyword for the results to be displayed in the modal. This is due to a Microsoft Graph API technical limitation. 

Note: This limitation exists in any Microsoft-related popup / modal across Happeo.

Folder and File Picker navigation

The OneDrive File Picker displays:

1. Folders first
2. And then Files

Double-clicking on any Folder opens the component’s items.

An empty state will be displayed if a Folder is empty, but you can still navigate to it regardless.

Item sorting in the Folder and File Picker

Items are sorted by the most recent modification date. This means that the most recent items are displayed at the top of the list.

Conditions

Conditions for creating and selecting an existing OneDrive Folder or File

• OneDrive is enabled and authorized on an organizational level 
• OneDrive is enabled and authorized on a user level 
• For the Important Files Widget:
  • A user has to be an Admin, Owner, or Editor of a Channel
• Channel Folder: The User is the Channel’s Owner, Editor, or Admin (with the Admin toggle on)

Conditions for adding a OneDrive Folder or File to a Page

• OneDrive is enabled and authorized on an organizational level 
• OneDrive is enabled and authorized on a user level 
• A user is a Page Owner, Page Editor, or an Admin (with the Admin toggle on)

Permissions and access levels

• Folders and Files of which you are an Owner or Editor will only be displayed
• Folders and Files in which you are a Member are hidden from the modal
  • You should not be able to add Files to Folders that have not been shared with you

Channels: How to use OneDrive

Create a OneDrive Folder for your Channel

To create a OneDrive Folder:

1. Navigate to a Channel
2. Click Folder from the Channel Menu
   1. If there is no Folder option, please make sure that the Folder option has been enabled in the Channel Settings under Tools > Files
3. Click Add new
   1. A OneDrive Folder will then be made for the Channel

 Select an existing OneDrive Folder for your Channel

To select an existing OneDrive Folder for your Channel:

1. Navigate to a Channel
2. Click Folder from the Channel Menu
   1. If there is no Folder option, please make sure that the Folder option has been enabled in the Channel Settings under Tools > Files
3. Click Select existing
4. Select a Folder you wish to add
5. Click Choose 

Create new Folders and Files in your Channel Folder

After you’ve created or added an existing OneDrive Channel Folder, you can:

1. Click Create new…
2. Select:
   1. MS Word
   2. MS Powerpoint
   3. MS Visio
      1. Note: Selecting either one of the three above options will create a new File in the Channel Folder and take you to either MS Word, Powerpoint, or Visio to edit the file
   4. Or Folder – Selecting this option will prompt you to name the Folder. Click Create once you’ve named the Folder

Upload Files in your Channel Folder

You can upload Files from your device to the Channel Folder. To do so:

1. Navigate to the Channel Folder
2. Click Upload
3. Select the File(s) you want to upload
4. Upload the files

Add a Folder or File to an Important Files Widget

To add a Folder or File to an Important Files Widget, under the Important File Widget:

1. Click Add file
2. Select the File or Folder you want to add
   1. You can sort through:
      1. All
      2. SharePoint
      3. OneDrive
   2. Included in the modal (OneDrive specific):
      1. All Folders from your OneDrive
3. Click Choose to complete the process

Pages: How to use OneDrive

Widgets that support the OneDrive Integration

• Folder Widget 
• File Widget (including Forms)
• File List Widget 
• Recent Files Widget

Folder Widget: How to add a OneDrive Folder

1. Go to a Page through the Pages Navigation
2. Click the Page editor icon (pencil icon at the top right corner of the page)
3. Create or select a Page Section
4. Click Add Widget
5. Click Folder Widget
6. Click Select Microsoft Folder 
   1. The Folder Picker modal will open
7. Select the Folder you want
   1. You can sort through:
      1. All
      2. SharePoint
      3. OneDrive
   2. Included in the modal (OneDrive specific):
      1. All Folders from your OneDrive
8. Click Choose to complete the process
9. Save your changes

File Widget: How to add a OneDrive File

1. Go to a Page through the Pages Navigation
2. Click the Page editor icon (pencil icon at the top right corner of the page)
3. Create or select a Page Section
4. Click Add Widget
5. Click File Widget
6. Click Select Microsoft File 
   1. The File Picker modal will open
7. Select the File you want
   1. You can sort through:
      1. All
      2. SharePoint
      3. OneDrive
   2. Included in the modal (OneDrive specific):
      1. All Folders and Files from your OneDrive
8. Click Choose to complete the process
9. Save your changes

File List Widget: How to add OneDrive Files

1. Go to a Page through the Pages Navigation
2. Click the Page editor icon (pencil icon at the top right corner of the page)
3. Create or select a Page Section
4. Click Add Widget
5. Click File List Widget
6. Click Add file from the Widget
   1. The File Picker modal will open
7. Select the File you want
   1. You can sort through:
      1. All
      2. SharePoint
      3. OneDrive
   2. Included in the modal (OneDrive specific):
      1. All Folders and Files from your OneDrive
8. Click Choose to complete the process
9. Save your changes

Recent Files Widget: How to display OneDrive Files

1. Go to a Page through the Pages Navigation
2. Click the Page editor icon (pencil icon at the top right corner of the page)
3. Create or select a Page Section
4. Click Add Widget
5. Select Microsoft from the Drive provider dropdown in the Widget Menu
6. Save your changes

Searching for OneDrive Files

You can search for any OneDrive File you have access to using Happeo’s Search Bar, namely:

• OneDrive files from OneDrive Folders
• OneDrive files from Microsoft Teams (Teams Files)

Microsoft limitations

Externally invited Microsoft users will not be able to access shared folders or documents, despite being given access on the Microsoft side. Users can only access folders and documents located within their own Microsoft tenant. In other words, Microsoft users cannot access documents shared from a different Microsoft tenant as the core document does not live in the shared tenant. This is, unfortunately, a Microsoft limitation. 

This limitation also exists in Happeo’s Search, meaning that users cannot search for shared folders and documents from different Microsoft tenants.