Arbor Workflows x Microsoft Sharepoint

 Connect Arbor Workflows to your Microsoft Sharepoint to allow automated folder creation and document uploads.

Overview

Arbor Workflows Microsoft Sharepoint integration automates the upload and saving of documents that been either generated or uploaded during a workflow. What’s more, we can also automate the process of creating up to 3 folders, allowing you to place your file in an organised manner.

How do I set this up?

You first need to ensure you have authenticated Arbor Workflows to access your Microsoft Sharepoint folders. Our Microsoft Sharepoint authentication has a limited scope → users of workflows will only be able to upload files to newly created folders within the workflow folder, contained within the main Workflows folder.

Users of Arbor Workflows will not be able to see any other files kept elsewhere. By doing this, you will be providing Workflows with the ability to read folders/files, create folders and upload documents on your behalf to your Microsoft Sharepoint. To authenticate:

We recommend for this authentication that you use a service account → an account not attached to a member of staff, but instead set up solely to host this integration.

To get started:

1. Head to the School Settings area, Click on Integrations.

   

2. Find Microsoft Sharepoint, and click + Setup.

   

3. This will load a page which lists the organisation you would like to authenticate.

   

   You will be redirected to Microsoft’s login page. Login using your email and password or Single Sign On.

    

4. You will be prompted to grant 'Habitude' with access -> read the terms and conditions and hit confirm once happy.

You will be asked to create a Sharepoint site to store your Workflows folders and files on. We recommend creating a standard teams site and naming it ‘Arbor Workflows’.

1. Once created, grab the site URL and copy/paste this into the site URL prompt on Arbor Workflows. We just need the parent site URL, for example: https://arbor.sharepoint.com/sites/workflows

    

2. You will be redirected back to the settings page on success. We will have created a Arbor Workflows folder on the provided site, which is where all of your files/folders will be uploaded to for each workflow.

What about my setup on Microsoft?

As outlined above, Workflows will have handled the creation of a folder called Arbor Workflows. By giving authentication, Arbor Workflows has created this folder on your behalf, and will be able to read and write to this folder only. Arbor Workflows users will not have the right to read or write to any other folders stored on your Microsoft Sharepoint.

It is important that you ensure the correct members of staff are able to access this folder. All staff that have the rights on Arbor Workflows to create workflows will be able to use this authentication. On doing so, Workflows will create a folder with the workflow name within the folder. As these folders are just regular Sharepoint folders, it is important that you ensure the right staff members have been given access.

Great we’re authenticated → how do I build the integration in my Workflow?

Let’s use an example to understand what is possible. We are going to add Microsoft Sharepoint integration to one of our workflows powering recruitment, New Starter Onboarding.

As a part of this process, the new staff member completes an initial form. You’ve chosen for the workflow to generate a PDF of this form, but now need to save this document to a folder.

Within the workflow editor, we choose to send this to Microsoft Sharepoint via the Document Step.

At this point, we will have created or located your New Starter Onboarding folder on Microsoft Sharepoint.

Great! So Workflows will now upload all relevant documents to this folder as workflows run.

How do I set my folders up?

You might choose for Arbor Workflows to create three folders within your workflows New Starter Onboarding folder. Inside this folder, you choose to create the following:

• Folder with the school they will work at (let’s imagine School A)
• Department they work in (let’s imagine Mathematics)
• Name of the new starter (let’s imagine Claire Smith)

How can I test this integration?

Once you’ve built your Microsoft Sharepoint integration, you can immediately test to check things look healthy. Click Test Microsoft Sharepoint Integration .

Here, you will see the folder structure that Workflows will create for you. When the workflow runs, we will use the actual data (school name, department and name). At this point, we will just use these placeholders to test the folder creation and file upload.

Upload a PDF file and test your integration. If things go well, you will see a success screen. You can now check out the Microsoft Sharepoint folder, and should see your newly created folders and file. Feel free to delete these to keep your folder tidy.