SharePoint is a web-based collaborative platform that integrates with Microsoft Office. SharePoint is primarily used as a document management/storage system and when integrated with Beekeeper, can allow your employees to instantly gain access through the Beekeeper App!
By using Beekeeper's Document Library, your employees can browse and view files of png, jpg, gif, pdf, xls, xslx, doc, docx, ppt, and pptx type that are 10MB or less. This integration is also built so employees are able to access and view content without a Microsoft license. Once configured by an administrator, employees can use their mobile device to directly view these files without having to download or save them locally!
This article will walk through the steps required to integrate from both the Microsoft side and the Beekeeper side. This process does require some passing of credentials between you and a Beekeeper CSM or CSE so please feel free to reach out for assistance at any point to your respective CSM or email@example.com.
We will start with the authorizing a Beekeeper application within Azure Active Directory so that a connection can be established between your Beekeeper Document Library and Sharepoint.
App Registration in Azure Active Directory
How it works
The Sharepoint integration needs a token to call a web API on behalf of itself (not on behalf of a user). It uses the standard OAuth 2.0 client credentials grant.
Applications that acquire a token for their own identities:
- Are confidential client applications. These apps, given that they access resources independently of users, need to prove their identity. They're also rather sensitive apps. They need to be approved by the Azure Active Directory (Azure AD) tenant admins.
- Have registered a secret (application password or certificate) with Azure AD. This secret is passed in during the call to Azure AD to get a token.
App Setup Steps
1.) Login to your Microsoft 365 admin center and select Azure Active Directory from the main menu.
2.) Within Azure Directory admin center select Azure Active Directory from the main menu and App registrations from the sub menu.
3.) Click on the item New registration.
4.) Supply a unique name for the Sharepoint integration. Select the option Accounts in any organizational directory (Any Azure AD directory - Multitenant) for Supported account types. No value is required for Redirect URI. Afterwards click on button Register.
5.) Remember the values for Application (client) ID and Directory (tenant) ID. These values are needed when configuring the integration within Beekeeper! Click on button View API permissions.
6.) Click on button Add a permission and select Microsoft Graph API.
7.) Click on Application permissions and select the following permissions from the list:
8.) Afterwards click on button Grant admin consent for .... These settings ensure that no approval is needed by a particular user compared to normal OAuth flow.
9.) Select Certificates & secrets from the menu.
10.) Click on button New client secret. Add an optional description and specify when the secret should be expired.
11.) Afterwards copy the secret to the clipboard. When the dialog is changed the secret isn't accessible anymore! The secret is needed when configuring the integration within Beekeeper.
12.) Allow external sharing of Sharepoint to the Beekeeper App. To do this, login to SharePoint admin center and select Active sites from the main menu. In the list of available sites select the needed site and click on button Sharing. Repeat this configuration step for every site needed.
13.) You've completed the app setup! You can now reach out to your CSM/CSE or firstname.lastname@example.org to enable the connection.
If you would like to go into more detail about app setup from the Microsoft side, see the resources below.
1.) Purchase and Enable the SharePoint Integration
As this is a marketplace add-on, please reach out to your Customer Success Manager or email@example.com for pricing and enablement.
Create an Integration Folder
In the Dashboard, create an integration folder in your Document Library by clicking Add New and choosing Create Integration Folder.
3.) Set Up a Connection to SharePoint
This step will be performed once during the initial setup and involves choosing the directories you wish to make available to your employees. As this is an add-on marketplace application, please reach out to your Customer Success Manager or firstname.lastname@example.org to initially set up the connector.
Once this is done, use the integration folder ID from the URL to select the desired folder.
4.) Set Access Permissions
Finally, configure the folder with your desired Name, Parent folder and Access settings.
How to Use
1.) Access Integration Folder
Integration folders are visible by the SharePoint logo on the folder icon.
2.) Browse Content
All files and sub-folders of the connected SharePoint folder will be visible in the Dashboard of the Document Library. A SharePoint label in the navigation bar indicates that the files in the folder come from SharePoint.
3.) Change Files
A link to the mirrored SharePoint folder helps you quickly make changes to the files and folders in SharePoint. Additionally you can change the configuration to link to another folder in SharePoint. Once set up, any change made to a document in SharePoint will be automatically updated for all employees accessing that document in Beekeeper.
1.) Are all files mirrored?
As most non-desk end-users don’t have wifi at their workplace, documents need to load fast and not drain a private data package too much. Due to this, the Document Library has a limit of 10MB per file. Larger files will not be mirrored in the Document Library. The supported file types are the following: png, jpg, gif, pdf, xls, xslx, doc, docx, ppt, pptx. This ensures that users can easily read the files on their mobile phone. Files that don't satisfy this condition will still appear but they will not be accessible.