Microsoft SharePoint Integration

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

Package information: The SharePoint Integration is available for all packages.

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

What is it?

The Microsoft SharePoint Integration enables the seamless embedding of Document Libraries, Folders, and Files in Happeo Channels and Pages. 

By authorizing the SharePoint Integration, you can access and create the aforementioned SharePoint features (Document Libraries and Folders) from the comfort of your Happeo environment. 

You can also create Microsoft Word files, PowerPoints, and Visios from a SharePoint Channel Folder.

Additionally, you can find Search Results and Search Predictions for SharePoint from Happeo’s Search using the Microsoft Files Search Connector.

Difference between a Document Library and Folder

A Document Library serves as a "container" for holding Folders and Files. To further organize them, Folders can be created within Document Libraries that contain Files. Accordingly, a Document Library is a set of shared Folders and Files within your organization.

How SharePoint is embedded in Happeo

Note: Microsoft OneDrive has to be authorized for SharePoint to be utilized within your environment.

Below is an overview of where SharePoint is embedded in Happeo once SharePoint is enabled and authorized.

• Admin and User settings (authorization)
• All file-related Page Widgets (Folder, File List, Files Forms, and Recent Files)
• Adding a new Document Library / Folder as a Channel Folder
• Adding an existing Document Library / Folder as a Channel Folder
• Adding an existing Folder or File to a Channel’s Post, Comments, and Important Files Widget
• Search 
• Adding SharePoint Folders / Files to Articles
• Adding a Channel Folder (Channel Settings and Folder tab)

Coming soon:

• Mobile (web application (through your phone's browser); mobile app version will be coming in the foreseeable future)

Difference between SharePoint and OneDrive

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 was 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
  • Instead, 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 SharePoint, 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 SharePoint
4. Select Enable to enable the Integration
   1. By clicking enable, you allow your entire organization to use the Microsoft SharePoint Integration
   2. If you haven’t authorized SharePoint yet, you will be directed to the native Microsoft page where you will need to finalize the authorization
   3. The SharePoint Integration will be enabled for the Channels, and Page Widgets (and is already enabled for Search)
   4. Clicking enable will also allow users within your environment to authorize the Integration individually from their User Settings

User Settings

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

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 SharePoint
4. Select Authorize to authorize the Integration
5. Follow the authorization steps

Note: Make sure that you have also authorized the Microsoft OneDrive Integration to ensure the SharePoint Integration works as intended.

Search

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

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

1. Navigating to the Admin Settings
2. Selecting Search
3. Clicking the down arrow next to SharePoint
4. Toggling Results (full search overview) and / or Predictions (search bar autocomplete)

How to disable it

Admin Settings

To disable the SharePoint Integration for your environment, you can navigate to the:

1. 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 SharePoint to disable it
4. Click Disable the Integration

User Settings

To disable the SharePoint Integration for your account, you can navigate to the:

1. 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 SharePoint to disable it
4. Click Disable the Integration

SharePoint Site Explorer

When creating or adding Document Libraries, Folders, and Files in Channels and Pages, the SharePoint Site Explorer will be utilized as a means to accomplish the aforementioned action. 

Below, you can find information regarding how the Site Explorer works.

What the Site Explorer contains

The SharePoint Site Explorer includes:

• Communication Sites
• Team Sites
• Document Libraries
• Folders

Note: The Site Explorer Search Bar only searches for Sites in the modal.

Searching through the Site Explorer

When searching for a Site, Document Library, or Folder, 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.

Site Explorer navigation

The SharePoint Site Explorer displays:

1. Site names first
2. Then Document Libraries
3. Then Folders
4. And then Files

Double-clicking on any Site, Document Library, or 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. 

When adding Folders and Files to Posts, Announcements, Comments, Important Files Widget, and Page Widgets, the search filters all items in SharePoint (and OneDrive). The search also auto-filters the results based on the input letters.

Item sorting in the Site Explorer

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 SharePoint Document Library, Folder, or File

• SharePoint and OneDrive are enabled and authorized on an organizational level 
• SharePoint and OneDrive are enabled and authorized on a user level 
• For Posts, Announcements, and Comments:
  • Depends on the Channel Settings (i.e. the types of users who have been given posting and commenting permissions)
• 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 or Editor, or an Admin

Conditions for adding a SharePoint Document Library, Folder, or File to a Page

• SharePoint is enabled and authorized on an organizational level 
• SharePoint 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

• For SharePoint: Document Libraries in which you are an Owner or Editor will only be displayed
• For Document Libraries of Sites where you are only a Member are hidden from the modal
  • You should not be able to add Folders or Files to Document Libraries you are not an Editor of 

Channels: How to use SharePoint

Create a SharePoint Document Library for your Channel

To create a SharePoint Document Library:

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. The SharePoint Site Explorer will appear for adding a new Document Library
4. Select a location (Site) where you wish the new Document Library to exist
5. Once you select a Site in which you want to create a Document Library, you will be directed to:
   1. Name the Document Library
   2. Add a description (optional)
   3. And choose whether or not you want to show the Document Library in the SharePoint Site Explorer navigation
6. Click Add Document Library

Note: SharePoint does not allow duplications of Document Library names (including lists, surveys, and document boards). If you type in a name shared by another Document Library within any of the Sites, you will receive an error message and be directed to choose another name. 

Create a SharePoint Folder for your Channel

To create a SharePoint 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. The SharePoint Site Explorer will appear for adding a new Folder
4. Select a location where you wish the new Folder to exist
5. Once you select a Site and a Document Library in which you want to create a Folder, you will be directed to:
   1. Name the Folder
   2. Add a description (optional)
6. Click Add Folder
   1. The Folder name will also be displayed in the Channel Settings in the tools card as well

Select an existing SharePoint Document Library for your Channel

To select an existing SharePoint Document Library, you can:

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

Select an existing SharePoint Folder for your Channel

To select an existing SharePoint Folder, you can:

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

Create new Folders and Files in your Channel Folder

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

1. Navigate to the Channel Folder
2. Click Create new…
3. 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, simply:

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 a Post, Announcement, Article, Comment, or Important Files Widget

The same File Picker is used in the following:

• Posts
• Announcements
• Articles
• Comments
• Important Files Widget

Note: The File Picker search bar only searches for Folders and Files.

After clicking “Add file”

1. Click Document Library
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:
      1. All Document Libraries from your organization’s Communication Sites
      2. All Document Libraries from your organization’s Team Sites 
      3. All Folders from your OneDrive
   3. Click Choose to complete the process

Pages: How to use SharePoint

Widgets that support the SharePoint Integration

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

Folder Widget: How to add a SharePoint Folder

Note: The Folder Widget is the only Widget that can be used to add Document Libraries.

To add a SharePoint Folder, you can:

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:
      1. All Document Libraries from your organization’s Communication Sites
      2. All Document Libraries from your organization’s Team Sites 
      3. All Folders from the aforementioned Document Libraries
      4. All Folders from your OneDrive
8. Click Choose to complete the process
9. Save your changes

File Widget: How to add a SharePoint File

To add a SharePoint File to the File Widget, you can:

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:
      1. All Document Libraries from your organization’s Communication Sites
      2. All Document Libraries from your organization’s Team Sites 
      3. All Folders from the aforementioned Document Libraries
      4. All Folders from your OneDrive
      5. All Files from the aforementioned Document Libraries and Folders
8. Click Choose to complete the process
9. Save your changes

File List Widget: How to add SharePoint Files

To add a SharePoint File to the File List Widget, you can:

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:
      1. All Document Libraries from your organization’s Communication Sites
      2. All Document Libraries from your organization’s Team Sites 
      3. All Folders from the aforementioned Document Libraries
      4. All Folders from your OneDrive
      5. All Files from the aforementioned Document Libraries and Folders
8. Click Choose to complete the process
9. Save your changes

Recent Files Widget: How to display SharePoint Files

To display SharePoint Files in the Recent Files Widget, you can:

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 SharePoint Folders and Files

Searching for SharePoint Files is enabled by default with the OneDrive Integration in the:

1. Admin settings
2. Integration tab

Note: It is not possible to search for SharePoint Folders and Files without authorizing and enabling the OneDrive Integration.

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

• SharePoint files from SharePoint Document Libraries / Folders 
• SharePoint 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.