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About Office365 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.

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    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 document integration.

    Read more here:
    SuperOffice identity management

    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 (in this article)

    Integration overview

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

     

     

    Prerequisites

    Your SuperOffice Online tenant must use SuperID with IDP for authentication

    SuperID
         • Read more about the 'New Login Experience' here
    IDP
        • Read more about 'How to configure IDP for SuperID' here
        • Please use this form to register your IDP for your domain

     

     

    • 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

         

     

    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”)

    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.

    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  -> Create 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.