Setup - Office365 Cloud Office document Integration

In this article

    The Office365 Integration app integrates the Office365 SharePoint’s document management features so that you can create, store, and find your documents within SuperOffice, and enjoy the benefits of both SuperOffice and Office365 services all in one place.

    Simply sign in to SuperOffice using your Office365 login details and then open, edit and store documents in Office365 SharePoint directly from SuperOffice.

    Read more details in our App Store: Office365-integration

    If you do not require the Office365 SharePoint’s document management features, and only wish for using Office365 for login purposes (ie. federated login or Multi-factor authentication (MFA/2FA)) you don't need this integration.

    Read more here:
    SuperOffice Online federated login (SuperID)

     

    To start using the Office365 Integration, the setup consists of 2 articles:

    1) How to setup Office365 to integrate into CRM Online (This article)

    2) How to configure the integration for use (set up document handling) is documented in this article.

    To setup Office365 SharePoint to integrate into CRM Online - there are 4 sections:

    • Check if your SuperOffice CRM Online tenant is ready (pre-requisite step)
    • Configure the integration in your Office365 SharePoint (steps 1 - 3)
    • Enable the integration for your CRM Online site (step 4)
    • Configure your templates in SuperOffice Admin (next page, in this article)

     

    Index:

    Integration overview (incl. Prerequisites)

    Integration setup

    1 – Create a document library in your Office365 SharePoint library

    2 – Setting up Document Content types in Office365 SharePoint

    3 – Adding the SuperOffice Integrator App in Office365 Sharepoint

    4 - Enabling the SuperOffice integration

    Considerations / Security

    Troubleshooting tips

     

    Integration overview

    This section outlines how the integration works and what components are required and interacting.

     

    • Description of integration
      • Integrating SuperOffice CRM Online against Microsoft Office365 enables the following functionality:
        • Using Microsoft Office365's Office Online capabilities for viewing, create, and edit files on the go (if file-type is supported by Microsoft Office365 SharePoint).  
        • Signing in to SuperOffice CRM Online with a Microsoft Office365-account.
        • Using Microsoft Office365 SharePoint to store documents and templates in the document archive.
        • Using Microsoft Office365 SharePoint to edit documents in the document-archive (if file-type is supported by Microsoft Office365 SharePoint).

        Read more about the technical description in this article.

     

    • Component overview
      • The integration consists of these main components:
        • SuperOffice CRM Online
        • SuperOffice Federation Gateway (http://superid.superoffice.com/)
        • Microsoft Office365 subscription
        • Microsoft Office365 SharePoint
        • SuperOffice SharePoint App ('SharePoint add-in') (our app acts as an “Add-in” in SharePoint to be able to upload and download files in the cloud, and to authenticate users):
        The authorization process will grant rights to an app registered with Microsoft Office365 SharePoint called “SuperOffice SharePoint App“. The SuperOffice Federation Gateway which handles secure communication between SuperOffice SharePoint App located in Microsoft Office365 SharePoint, SuperOffice Online and other parties (like SuperOffice Mail Link).

        Step 1 is needed for setting up SharePoint to be able to use SharePoint’s document management features so that you can create, store, and find your documents within SuperOffice, and enjoy the benefits of both SuperOffice and Office365 services all in one place. The site collection created within this step will also be used for adding the SuperOffice SharePoint app.
        - If this is not a service you plan to use - you may skip step 1.7 ("template" folder, and read access of root folder is enough)

        Step 2 is needed for creating new blank documents, spreadsheets and presentations in SuperOffice CRM Admin's "Add template" -> "Create a new template" (from a SharePoint template).
        - If this is not a service you plan to use - you may skip it, and skip the SharePoint settings to "allow user to run custom scripts" - since you do not need to create new content types.

        Step 3 is needed for authentication of users and is the basis for enabling the other services.

        Step 4 is needed for enabling your SuperOffice tenant to store templates and documents in SharePoint

         

    Prerequisites

    Your SuperOffice Online tenant must use SuperID with IDP for authentication

        • Please use this form to request enabling SuperID for your tenant
        • Read more about how to move your tenant to SuperId here
        • Read more about the New Login Experience here
        • Read more about How to configure IDP SuperID here

    To be able to use the integration:

    • A SuperOffice Online paid subscription (This app is available for all SuperOffice user plans)
    • A Microsoft Office365 subscription (All users of the SuperOffice Online tenant must have and use a Microsoft Office365 user account)
                 All O365 users need minimum read access to Root of the SharePoint site
    • In O365: Azure Active Directory (used for authentication) (It is usually called: “Active Directory Integration”)

    To be able to set up the integration:

    The following components will be required to complete this configuration process:
    • Sign up for Office 365 Integration in the SuperOffic App Store
    • Administrator access to SuperOffice Online.
    • An O365 administrator with Admin rights to configure and authorize SuperOffice to access data stored in your Office 365 cloud during the set-up. This includes admin access to "SharePoint admin center"
    • In O365: "allow user to run custom scripts" activated < 24 h. before setup

    Limitations:

    • The "SuperOffice Archive" and the "SuperOffice Template" folders need to be located on the Root of the SharePoint site, and not as a sub-site or a virtual site. See "Troubleshooting tips" for more information.
    • To create new content types (see step 2), you need the SharePoint settings to "allow user to run custom scripts" activated < 24 h. before setup. You may perform the other steps in the meantime / create new content types at a later time.

     

    Integration setup

    This section will help you set up the Microsoft Office365 part of the integration between Microsoft Office365 and SuperOffice CRM Online:

    To set up Microsoft Office365 integration you must have the following things available:
    • Your SuperOffice Online customer-specific URL, Cust Id (found in the browser URL while logged into SuperOffice Online), for instance, http://online.superoffice.com/cust8123/

    Note 1:
    Write down the number of the "cust"-part of the URL as “Cust ID”

    • A login name to this SuperOffice Online tenant with administrator/User-level 0 type access.
    • Access to a Microsoft Office365 Admin account in the domain, with Admin rights to add SharePoint add-ins, administer user rights
    • Activate "allow user to run custom scripts" 24 h. before performing step 2
    • During Integration setup steps - some details about your setup must be collected, to be used as parameters for setting the new configurations for your SuperOffice CRM Online site.

    1 - Create a document library in your Office365 SharePoint library

    NOTE! The "SuperOffice Archive" folder needs to be a 'document library', and this document library needs to be located on the Root of the SharePoint site, and not as a sub-site or a virtual site. See "Troubleshooting tips" for more information.

    1. Open Office365 log in as an admin user, go to O365 “Admin” 


    2. Go to Sharepoint under “Admin centers” 

    3. Open the Root area properties – by clicking the address https://[your_domain_name].sharepoint.com from the “Sharepoint Admin centers” menu list


      NOTE 2:
      Write down this URL as “SharePoint domain name URL=”

      Example: “SharePoint domain name URL=https://[your_domain_name].sharepoint.com"


    4. In the “site collection properties”: Open the Root area – by clicking the link https://[your_domain_name].sharepoint.com from the “site collection properties” 

    5. Open "Site contents" from the menu
    6. Create a 'document library' (used for SuperOffice documents) in the Root area: Click “New” and choose “Document library”. 

      Enter a name for your document library. 
      Example: SuperOffice_Archive   
      NOTE 3:
      Write down this name as “SO Archive Document Library Name=”

      This is the name of the document library.
      This will be the relative path of your document library to the root folder, ie.: https://[your_domain_name].sharepoint.com /SuperOffice_Archive/

      Example: “SO Archive Document Library Name=/SuperOffice_Archive/"

      Make sure the document library exists on Root of SharePoint, and have correct access rights (minimum "Edit" ) for your users before continuing.


    7. Create a 'template' folder (used for SuperOffice templates) in the SuperOffice Document library: Click “New” and choose “Folder”.

      Enter a name for your template folder. 
      Example: Template 

      NOTE 4:
      Write down this name as “Template Folder Name=” 

      Folder for templates, created inside the SuperOffice Document library

      For example: Template Folder Name=Template

      Make sure the folder exists, and have correct access rights for your users before continuing. 


    2 – Setting up Document Content types in Office365 SharePoint

    For creating new blank documents, spreadsheets and presentations in SuperOffice CRM Admin (from a SharePoint template), we need to define several content types in SharePoint.

    To create new content types, you need the SharePoint settings to "allow user to run custom scripts" activated < 24 h. before setup. You may perform the next steps in the mean time / create content types at a later time, if you prefer.

    This selection will fail if SuperOffice 'content types' are not set up in SharePoint:

    1. Open Office 365 log in as an admin user, go to O365 “Administrator” 
    2. Go to Sharepoint under “Admin centers” 
    3. Open the Root area – by opening the link https://[your_domain_name].sharepoint.com from the “Sharepoint admin centers” menu – to open the “site collection properties” 
      In the “site collection properties”: Open the Root area – by clicking the link https://[your_domain_name].sharepoint.com from the “site collection properties” 
    4. Click “Home” in the menu if you are not in the Grup Area. 
    5. Click the settings wheel-> Site Settings -> Site Content Types.
       
    6. Click Create
    7. • Enter 'SuperOffice Blank Document' as name 
      • Choose “Documents Content Types” / “Content types for documents” under 'Select parent content type from:'
      • Choose “Document” under 'Parent Content Type'
      • Enter SuperOffice as Group (Create the group if its non-existing). 

    8. Click OK 
    9. Navigate the list to your newly created content type and open it. Click Advanced settings
       
    10. Select 'Upload a new document template:'. Choose a blank document from your computer. (Either download a pre-created blank .docx document
      or create a blank document from Office and stored locally) 
    11. Click OK 
    12. Repeat step 6 - 13 for 
    • SuperOffice Blank Spreadsheet (.xlsx) 
    • SuperOffice Blank Presentation (.pptx) 

    Note:
    If you get an access error – please read: 
    https://social.technet.microsoft.com/wiki/contents/articles/37533.sharepoint-online-how-to-enable-custom-script.aspx 

    Please go to SharePoint admin center > settings tab > Custom Script section >
    confirm whether the settings are configured to "Allow users from running custom script".

    Set them to "Allow users to run custom script" to see the outcome. The SharePoint settings "Allow user to run custom scripts" can take < 24 h. before activated. You may perform the other steps in the mean time / create the content types at a later time.

     



    3 – Adding the SuperOffice Integrator App in Office365 Sharepoint

    Since we’re not in Office Store – we have to add/upload the app manually:

    1. In “SharePoint admin center” - click “apps” from the menu 
    2. Open “App Catalog” from the “apps” page
      Example:
      Title: Custom apps
      Web Site Address: https://[ your_domain_name].sharepoint.com/sites/apps/
      Administrator: [any admin/currently logged in user]
      Server Resource Quota: 20

      The App Catalog is now being created – and available to be used within about 5 minutes
    3. Download the SuperOffice SharePoint App “SuperOffice.Office365.Integrator.app” locally
    4. Choose “Apps form SharePoint” in the menu. 

    5. Click upload and choose the local file “SuperOffice.Office365.Integrator.app”
    6. Click ok. The App is now Uploaded – and available to be used on your SharePoint site within about 10 minutes.

     
    To use the App on your SharePoint site - Add the App to the site: 

    1. Go back to Grup Area: 
      Open the Root area – by opening the link https://[your_domain_name].sharepoint.com from the “Sharepoint admin centre” menu – to open the “site collections properties” 
      In the “site collections properties”: Open the Root area – by clicking the link https://[your_domain_name].sharepoint.com from the “site collection properties” 
      Click “Site contents” in the menu:
       
    2. Click “New” from the dropdown inside the Grup Area, and choose “App” 

      Inside “Your Apps” – Apps you can add – you should now see “SuperOffice Online Integration” (if it is not in the list yet - it might take a few minutes before it is available. Try again in a few minutes)
    3. Click on it to add it, by clicking approve you trust it.

      (if you are not able to add it yet - it might take a few minutes before it is available to add. Try again in a few minutes)

      Once added - the SuperOffice Integration app should now be in the Group Area.
    4. SharePoint users who will use this app for logging in to CRM Online will need "read" access to the root folder of SharePoint (see Troubleshooting tips below for more information and options on how to enable it)

    4 – Notify SuperOffice to activate O365 document integration

    To turn on the O365 SharePoint integration for your CRMOnline tenant, submit the following details: 

    • "Cust ID"
    • “SharePoint domain name URL” 
    • “SO Archive Document Library Name” 
    • “SO Template Folder Name” 
    • Date and time you prefer to turn on the O365 SharePoint integration for your CRMOnline tenant
      NOTE!
      The form needs to be submitted to us a minimum of 1 working day before activation, and the date of activation needs to be on a regular workday/non-holiday.

    Note:
    Your site must be ‘recycled’ to get the new configurations! All users on this site will be logged out when this happens.
    Have this in mind when setting the date and time you prefer to turn on the O365 SharePoint integration for your CRMOnline tenant

    Use this form for submitting the details to us.

    You will get a notification from SuperOffice R&D Services when the O365 SharePoint integration is activated.
    When it is activated, you may continue to set up the templates, to make use of the O365 SharePoint integration.

     

    Considerations / Security

    We currently do not support adding the App to a "Site Collection". The folder needs to be a relative path to the root of the SharePoint site.

    Default access permission on documents
    Documents created via SuperOffice which are hosted in SharePoint will be given a default-permission based upon what access rights are set on the SharePoint folder.

     

    NOTE:

    • All documents written in SuperOffice will be stored in the O365 SharePoint cloud if the template is set up for it, and available to open and edit in SuperOffice CRM Online

    • If you want to use O365 to edit SuperOffice templates, the SuperOffice templates need to be moved from SuperOffice to O365 SharePoint

    • Existing documents will not automatically be moved from SuperOffice to O365 SharePoint

    • Moving existing documents to or from SuperOffice and O365 SharePoint is not supported

    • Moving existing templates to or from SuperOffice and O365 SharePoint can be performed in the Admin client 

     

    Troubleshooting tips:

    There are 4 tips to address

    a) Use correct site library type in SharePoint
    b) Update access rights for the users
    c) (Re-)Adding trust to the app
    d) Check permissions

     

    a) Use correct site library type in SharePoint

    The SuperOffice Archive needs to be a “Document library”, and located on the Root area of your SharePoint site.

    There is no support for configuring the Office365 integration to use "sub-site" or a "virtual site".

    (1) = Root

    (2) = Site collection ("sub-site" or a "virtual site")

    A virtual site or "sub-site" will typically have an address of URL: https://[your domain-name].sharepoint.com/sites/superoffice (not supported)

     

    Archive path and Template Path is relative to Root of SharePoint

    1) The address of the “SharePoint domain name URL" will most likely be ”https://[your domain-name].sharepoint.com"

    A virtual site or subsite will typically have an address of URL: https://[your domain-name].sharepoint.com/sites/superoffice (not supported)

    2) The SuperOffice Archive needs to be a “Document library”, and located on the Root area: In the Root of your SharePoint site: Click “New” and choose “Document library”.

    The address of “Archive Path URL" will most likely be ie.: ”https://[your domain-name].sharepoint.com/SuperOffice_Archive/"
    (we will use the relative path to Root -> "/SuperOffice_Archive/" for our setup)

    A virtual site or subsite for the archive folder will typically have an address of URL: https://[your domain-name].sharepoint.com/sites/superoffice/SuperOffice_Archive/ (not supported)

    3) The 'Template' folder is a folder within the SuperOffice Archive “Document library”. The address of “Template Path URL" will most likely be ie.: ”https://[your domain-name].sharepoint.com/SuperOffice_Archive/Template/"
    or
    https://[your domain-name].sharepoint.com/SuperOffice_Archive/Forms/AllItems.aspx?id=%2FSuperOffice_Archive%2FTemplate
    (we will use the relative path to Root or the SuperOffice Archive  -> "/SuperOffice_Archive/Template/" for our setup)

    A virtual site or sub-site for the template folder will typlical have address of URL: https://[your domain-name].sharepoint.com/sites/superoffice/SuperOffice_Archive/ (not supported)
    or
    URL: https://[your domain-name].sharepoint.com/sites/superoffice/SuperOffice_Archive/Forms/AllItems.aspx?id=%2Fsites%2Fsuperoffice%2FSuperOffice_Archive%2FTemplate/ (not supported)


    Document Center
    There is no support in the SuperOffice Office365 SharePoint integration for using "Document Center" for the SuperOffice Archive, it needs to be a “Document library”.


    b) Update access rights for the users

    During login to CRM Online with O365 authentication activated

    -- "We were unable to log you in through Office 365. Error: access_denied."

    This is due to users does not have sufficient read access to the SharePoint Group area where the Integration App is, and/or users do not have sufficient read access to the SharePoint root area :

    Update access rights

    Either update access rights for the Root and/or the folder,
    or create a new Group with a minimum of "read" access *, and add the users to this Group.

    * You need "Edit" for documents (in the document library), and "read" (in the area of the App) for using the App for logging in. Therefore, in this scenario (logging in) user needs "read" (in the area of the App).

    Create a new Group
    Admin -> Admin centers -> SharePoint -> site collections -> Open the web Site Address (...sharepoint.com) -> Site contents -> Site settings -> [Users and Permissions] -> Site Permissions  -> creater group -> add users to this group

     

     

    "Read" for root and the “Document library” should be enough for the Integration App

    Modify existing groups:


    c) (Re-)Adding trust to the app

    - Adding trust to the app once more can resolve issues when there is something wrong with the app' permissions:

    Admin -> Admin centers -> SharePoint -> site collections -> Open the web Site Address (...sharepoint.com) -> Site contents -> [...] for the app -> Manage permissions -> click "click here to trust it again":

     

    d) Check permissions

    [Check permissions] under "Site Permissions" can also be helpful in making sure users have access.

    Error when creating a document in CRM Online

    -- "Error saving document..."

    This is due to users do not have sufficient read access to the SharePoint Root area or 'edit' access to the document library.

    Either update access rights for the Root or the document library,
    or create a new Group with a minimum of "Edit" *, and add the users to this Group:
    Admin -> Admin centers -> SharePoint -> site collections -> Web Site Address (...sharepoint.com) -> Settings for website -> Area access rights -> Permissions -> add group

     You need "Edit" for documents (in the document library), and "read" (in the area of the App) for using the App for logging in.