1.1 Configure in Azure AD: Application Registration (1)

First, we must register the application in your Azure tenant and assign the required API Permissions. To do this, login to your Azure Portal as an administrator and select the Azure Active Directory Service.

You can find it by clicking “All Services” and search for “Azure Active Directory” in the search box.

In the left menu, go to the “App registration” [1] section and and click “New Registration”[2]

Type a name so you know where the application is in use. Here we will use: “YouTube Tutorial” and select “Accounts in this organizational directory only” in the supported account types section. Leave the Redirect URI blank for now, we’ll fill that later. Click Register to create the application, the application page opens.

On top of the application page, you can find the Application and Tenant Ids. Take note of these as we need them to create the Authentication Provider in Salesforce. But before we go to Salesforce, we need to set up the application further.

Go to the Certificates & secrets section [1], and click New client secret [2]. Create a new client secret. This is the secret Salesforce will use in the authorization flow.

Add a Description, and set the Expiration date [3]. Do not forget to set a reminder for yourself to renew the secret both in Azure and Salesforce. Please note that if the client secret is expired, you will get an authentication (401) error. Finish by clicking Add on bottom of the page.

The secret will be generated by the Azure portal. Be sure to copy the value of the generated secret and store it at a safe location, we will need this information later when creating an Authentication Provider in Salesforce (see par. 1.2).

Now we need configure the API permissions required by the application. Go to the API permissions [1] section. Click Add a Permission [2], Microsoft graph [3], and Delegated permissions [4].

After clicking delegated permissions, under Openid permissions, select the following:
Offline_access, openid and profile. Click Add permissions.

Do the same but then go to SharePoints delegate permissions: Click Add a Permission [1], Click SharePoint [2], and Delegated permissions [3]. After clicking Delegated permissions, expand the AllSites menu [4]:

Select AllSites.FullControl and Click Add permissions. Now, after confirming the configured permissions, click Grant admin consent for File 365 (Demo) and confirm in the pop up.

After you have granted admin consent, the permission section should look like this:

You have now successfully registered the application in your Azure tenant and assigned all the required API Permissions.

1.2 Configure in Salesforce: Authentication Provider

Now login to Salesforce as an administrator and open Setup. Find the “Auth. Providers” in the Identity section.

Add a new Auth. Provider with Provider Type Open ID Connect. Choose a name and a URL Suffix.

Next, fill in the Consumer Key and Consumer Secret and other required fields by following the instructions below. For the Authorize Endpoint URL and the Token Endpoint URL, copy the URL and replace [tentantid] by the tenant ID of your Azure tenant. Lastly, define the default Scopes as “openid offline_access”.

When you click save, the Auth. Provider page opens. Copy the “Callback URL” in the “Salesforce Configuration” section near the bottom of the page. We need to enter that URL in the Azure Application registration (see par. 1.3).

1.3 Configure in Azure AD: Application registration (2): Add Redirect URL

Open the Application Registration you just created in Azure AD. Go to the Authentication section [1] and click “Add Platform [2] and choose Web [3 ].

In the Web configuration, add the Callback URL you copied from the Salesforce Auth. Provider page in the Redirect URI field. Leave other options blank and click “Configure”. The Azure AD Application Registration is now complete.

1.4 Configure in Salesforce: Named Credential

Now go back to Salesforce Setup and find the “Named Credential” section in the menu. Use the dropdown arrow on the right and click New Legacy.

1.4.1. Named Credential Identity Type

Before creating a Named Credential, you will have to decide what Identity type to use. You can choose Per User or Named Principal.

1.4.1a. Named Principal

Using Named Principal authentication and authorization means File 365 will connect to SharePoint with the same account for all Salesforce users. This means all connections to SharePoint will be made from a single account. All Audit trails would log this account instead of the user that actually performed the actions that File 365 executes for your users.

1.4.1b Per User

Using Per User authentication and authorization means File 365 will connect to SharePoint impersonating each user individually. What does this mean? Every action performed by File 365 in SharePoint will be done (from a SharePoint point of view) with the actual SharePoint user linked to their account.
For example. When a user uploads a document into Salesforce and File 365 is configured to move that document to SharePoint, the upload into SharePoint is done by impersonating the user that uploaded that document to Salesforce. Audit trails in SharePoint will show the actual username, instead of a service account.
If you choose the Per User Identity type, an extra step is required, which means that every user will have to authorize Salesforce to use their SharePoint credentials. How to do this is explained in the Authenticate User to SharePoint section (File 365 User Instructions paragraph 1.1).

1.4.2. Create Named Credential

Add a new Legacy Credential by clicking on the arrow next to ‘New’ and click New Legacy.
Provide a label and name for this credential. Choose a name that you and your users will recognize as your SharePoint environment. For File 365 you will create a named credential for each SharePoint site collection. The URL is the root path of your site collection. So, for example for the default Site Collection this would be: https://tenantname.sharepoint.com where “tenantname” is the name of your tenant.

Set the following values in the Authentication section:

Leave other fields default. When you click Save, Salesforce will redirect to a Microsoft Authorization page to authorize Salesforce to use the application. If needed, login with your Microsoft administrator account to approve the authorization.

Het bericht 1. Connect Salesforce and Microsoft 365 (Azure AD) verscheen eerst op FILE 365.

You can configure File 365 to use more than one SharePoint Site Collection (See Configuration section how to set this up). You will need to create a separate Salesforce Named Credential entry for each Site Collection you want to use. Each Named Credential should point to the root of a site collection.

2.2 Multiple Azure AD Tenants

You can also connect to multiple Azure AD tenants to use SharePoint locations in different tenants as the location to upload documents. To do this you will need to create a Microsoft Azure AD Application Registration and Salesforce Auth. Provider for all tenants you want to connect. A Salesforce Named Credential should be created for each SharePoint Site Collection to access.

2.3 Single Sign On (SSO) based on Microsoft authentication

The file preview functionality in File 365 works by displaying a page from Microsoft SharePoint in the browser (using an iframe). For this to work properly, the user should be logged into Azure AD with their credentials in their browser session. The most easy and convenient way to accomplish this, is to setup Single Sign On in Salesforce to allow users to login with their Microsoft Work account.
To configure Single Sign-On in Azure AD follow the steps as described in this document.

Het bericht 2. Multiple tenants and SharePoint Site locations verscheen eerst op FILE 365.

First assign all users and administrator a license for the Package via the “Installed Package” section in Salesforce Setup by clicking Manage License next to the File 365 package.

3.2 Permission sets for Users and Administrators

File 365 creates two distinct Permission Sets on installation. One for users and one for administrators.

All users that should be able to use File 365 features should be assigned the “File 365 User” permission set. All these users should also have access to the created Named Credential(s). Create a permission set for the Named Credentials.

We recommend to create a permission set group for all File 365 users. Add the File 365 User permission set and the permission set you just created for the Named Credential. Assign users to the permission set group.

Administrators that should be able to configure and troubleshoot File 365 should be assigned the “File 365 Administrator” permission set in addition to the above permission sets.

3.3 Authentication Settings for External Systems

If you configured the Named Credential to use Per User authentication, you should now connect your user credential to the Named Credential previously we created. See Authenticate User to SharePoint (User Instructions paragraph 1.1) .

Het bericht 3. File 365 User permissions and licenses verscheen eerst op FILE 365.

File 365 works by linking files in a pre-defined folder location in SharePoint to a Salesforce record. Files uploaded to the Salesforce record are moved to this location, leaving only a reference record to the file in Salesforce, called ‘’File 365”. For files placed into this SharePoint location reference will be automatically created in Salesforce, making it available to users in the context of the corresponding Salesforce record.

4.2 Types of File 365 Object Location

The location in SharePoint can be a SharePoint site or SharePoint folder. Creating a SharePoint site per record offers the advantages of better oversight and easier security management. Otherwise one may opt for creating folders per Record. The “Site per Record type” can be used in combination with a third configuration type : “Folder per Related Record in Site”, to store files of related child records in subfolders of parent site.

By using scripting and site templates in SharePoint you can create sites with a standard layout and predefined rights. Contact your SharePoint administrator for more information.

4.3 Create a File 365 SObject Location

As File 365 Administrator, you control the location where files attached to Salesforce objects will be placed within SharePoint. This configuration is done by creating one or more “File 365 SObject Location” record(s). How to create an Object location will be explained hereafter. After you have created an SObject Location, make sure to deploy the Apex Trigger and Apex Testclass for this object, see paragraph 4.7.

Create at least one “File 365 SObject Location”. Open the “File 365 Administrator” Salesforce App and select the tab “File 365 SObject Locations”. Click New to add a new configuration record. First select the type of SObject Location: Folder per record, Site per Record or Folder per related Record in Site.

4.4 File 365 Object Location type (1) : Folder per Record

4.4.1 Salesforce Object Settings : Single or All

After selecting the type [in this case Folder per record], we’ll define the Salesforce Object and the SharePoint settings. You can choose to select a single Salesforce Object to define the settings for each object one by one. Or you can select “All (wildcard)” to apply the setting to more than one Object. We’ll come back to this setting in paragraph 4.4.4.

4.4.2 Single Object : Salesforce Object settings

If you choose a Single Object type, first select the object you want to connect. You can select any standard or custom object. Next, you need to choose the “Subfolder Field”. This is the field that will be used to create and identify the subfolder for each Salesforce record. This subfolder name needs to be unique, so only Unique or Autogenerated fields are listed to choose from. We recommend to use the Id field or to create a custom field that is unique and recognizable, as this will be the name of the folder

4.4.3 Single Object : SharePoint Settings

To specify the SharePoint location, first choose the Named Credential to use. You should select (one of) the Named Credentials you created during setup. Now the existing Sites on the SharePoint Site Collection are loaded so you can choose the root- or subsite to use. After selecting the site the existing Document Libraries are loaded, choose the one to use.

If you are using custom content types in the Document Library, you can select those in the Content Type selections. If not, just select Folder and Document respectively as the Content Types to use.
In the last field you can specify an existing SharePoint folder as the base location. File 365 will use that base folder to start building its own tree.

4.4.4 All (wildcard) settings

Instead of creating an SObject Location for each Salesforce object separately, you have an option to direct all files for multiple Salesforce Objects to the same SharePoint location. For this, you need to select the option “All (wildcard)” in the Salesforce Object settings.
This is essentially a fallback option, allowing you to specify one SharePoint location for multiple Salesforce Objects.

The All (wildcard) option is at the top of the dropdown list under Salesforce Object.

4.4.5 SharePoint Folder structure : single object vs wildcard setting

On the selected SharePoint folder a subfolder will be created with the Label of the Salesforce Object. In this object subfolder, another level of subfolders will be created with the name set to unique identifier of the Salesforce Record. The difference in structure between a single Salesforce object and the “wild card” setting, is illustrated by the following examples:

Example: Single Salesforce Object
You selected the Account object as Salesforce Object and an existing unique field “Account Code” as Subfolder Field.
The selected SharePoint Settings are the site collection https://company.sharepoint.com and the default “Documents” Document Library. You created a pre-created [SharePoint] folder “Account Files” in the Document Library. If you now add a file “contract.pdf” to an Account Record with Account Code “DS-05401”, the file will be moved to the SharePoint Location:

Site:                                                https://company.sharepoint.com
Document Library:                        Documents
File location:                                  /Account Files/DS-05401/contract.pdf

Example: All (wildcard) Salesforce Object Setting

You selected the Account object as Salesforce Object. The Record Id will be used for the Subfolder field.
The selected SharePoint Settings are the site collection https://company.sharepoint.com and the default “Documents” Document Library. You pre-created a [SharePoint] folder “Salesforce Files” in the Document Library.
If you now add a file “contract.pdf” to an Account Record with Record Id “0015528a4328665AAA”, the file will be moved to the SharePoint Location:

Site: https://company.sharepoint.com
Document Library: Documents
File location: /Salesforce Files/Account/ 0015528a4328665AAA/contract.pdf

4.5 File 365 Object location type (2): Site per record

Instead of storing all files associated to object records in one SharePoint folder, it is possible to store all files of one record in a separate SharePoint site. For this we created the Object location type Site per Record.

After Choosing the Salesforce Object, choose the Site URL field. This field must be a unique identifier for the SharePoint Site. You can use the Record Id (f.e. Account ID if you want to create a SharePoint site per Account) or create a custom field that is unique (Auto number are always unique). You can fill this field automatically with a flow or formula, as long as it’s always unique. After creating the unique field you can select this field in File 365 Object Location.

Make sure you fill this field for all records after creating the field, otherwise you will get error messages when fields are left blank and you want to upload files. If you already uploaded files make sure you change the existing folder names to the field value on the corresponding account records. Naming of the SharePoint folders works the same for al objects. So make sure you define this URL Field thoughtfully before you start configuring File 365 for the object. Especially when users need to access files through SharePoint, naming folders with recognizable names makes sense.

Next, fill out the other Salesforce Object settings and the SharePoint settings as described in the illustration below. Note that certain fields are needed for the creation of the SharePoint Site. We recommend to contact your SharePoint Administrator. Site Locale Field and Site WebTemplate are required fields; these field has to be created on the object first in order to be selected here. For more information please refer to the added appendices

* Required field

** Site Locale Field and Site WebTemplate are required fields; these field have to be created on the object first in order to be selected here. For more information please refer to the added appendices

4.6 File 365 Object location type (3): Folder per related Record in Site

After setting up an Object location of the type Site per Record, it is possible to store files of related child records in subfolders of the parent site. To do this we must choose the Folder per related Record in Site. In this way, we can store related Opportunity files, Contract files or Case files in the parent Account site.

After choosing the Folder per Related Record in Site type, configure the Salesforce and SharePoint settings as follows:

Click save to save the settings. The notation for this kind of Object Location is Parentobject.Childobject. So in the above example the created Object Location record is Account.Opportunities.

4.7 File 365 Object location: Deployment of necessary Apex Triggers

After the creation of a File 365 Object Location, it is necessary to deploy an Apex Trigger for every object that you configured with File 365. These triggers are necessary for advanced functionalities, such as merging records and renaming files and folders. Make sure you deploy these for all Object Locations. (Note: This section only applies to File 365 version 4.7.4 and higher. If you use a lower version no further action is required and you can continue using File 365.)

Installing the Apex Trigger can be done in a few simple steps. From the File 365 Object location you just created, click on the Manage Trigger button in the menu on the top right.

In the pop-up screen, click on the button Deploy to install the Apex Trigger and Apex Testclass for this object.

After clicking on Deploy, you will see a message that the Deployment is complete and the Apex Trigger and Apex Testclass has been installed. If necessary, the Apex Trigger and Test Class can be uninstalled with the button Remove.

Finally, deploying triggers can only be done by a user who has File 365 administrator permission. If you try to deploy as a user you will see the following error message.

Het bericht 4. Set up SharePoint Location: Sites and Folders verscheen eerst op FILE 365.

5.1. Create a File 365 Lookup Field

Go to Salesforce Setup and select the Object Manager. Search for the Object “File 365” ( API: file365__f365_File365__c) and open the settings for that object. Go to “Fields & Relationships” and click New to add a new relationship.

Select Lookup Relationship and select Next. Choose the Object* to create the lookup relation to. This is the same Object as selected before in the “New File 365 SObject Location” screen. Set a custom label, name and child relationship name if needed.

You can leave other settings default and click Next. In the next screen select all profiles needing access to this relationship. On the next screen, where you can add the field to existing Page layouts, you should deselect all layouts and click Next.

The last step is to add a “Files 365” related list to the existing layouts of your chosen object. Check all layouts where you want to see the related File 365 records and click Save.

5.2: Modify Page Layouts / Lightning Record Page

To use all features of File 365, ensure you the following components specified below on the page layout and/or Lightning Record pages as described in this section.

5.2.1 Page layout : Add and configure File 365 Related List

Add the File 365 Related List to the Page layout of the concerned object. When you created the lookup relationship as described above, you added the related list already on the last step of the field creation wizard.
The Account and Contact look up fields are automatically configured for File 365 during the installation of the package. To use File 365 on those objects, add the File 365 Related list to the corresponding layouts.

By default, in the File 365 related lists shows the Columns File Name, File Extension, Open, Subfolder Path, Link To and File Last Modified Date. As with all related lists, the administrator can configure which fields are shown in the File 365 related List. We recommend to remove the ‘Link To’ field, as the related list is already on the page layout of the affiliated record.

Always uncheck the “New” and “Change Owner” buttons from the File 365 related list. These should not be used by users.

5.2.2 Lightning Record page: Add the File 365 Related List component, File 365 Toolbox

You need to add two lightning components to the record page of the object you have configured to use File 365.
First you need to add a File 365 Related list component. You can either show the Files 365 Related list in the Related Tab (in this case you don’t need to do anything) or choose to add Single Related list component from the lightning components menu. Select File 365 as the related list you want to show in the lightning component. Second, you should add the File 365 Tools lightning component to your Lightning Record Pages for all the objects you configured.

The toolbox has three buttons. The Upload Files, Refresh and Open Folder button.

The Upload Files button allows the user to upload files to the related SharePoint folder. Uploading works also by using File Drag-and-drop to the toolbox.

The Open folder button opens the active record folder in SharePoint in a new browser tab, this is available by default. With the Refresh button you can refresh the file 365 related list after uploading files in Salesforce. Clicking this button will get all information from SharePoint linked to the record opened and create or update File 365 records accordingly.

After you’ve added the Toolbox component to the lightning record page in the settings of the Toolbox component, you need to tick the checkboxes for Manual Refresh, Upload, and Open Folder/Site to show these buttons.

Select Field to relate Files
Default setting is Id for relating files to the record you’re viewing. Alternative is to use a master-detail or look-up field to relate the file to a related record. (This property supports using an expression to define its custom label. The correct format is {!$Label.customLabelName}.)

If you want to show both the files related to the active record as well as files of a related record (the parent record f.e.), you need to add the toolbox twice and configure the ‘Select Field to relate Files’ accordingly. To add an extra toolbox is only necessary if you use the standard File 365 Related list. As the File 365 Gallery Related List features an upload button, the Select Field to relate Files can be configured in the settings of the File 365 Gallery Component itself. As should be clear, you do need to add the Gallery Component twice to show the two different sets of files.

5.2.3 Lightning Record page: File 365 Gallery Related List

To preview multiple related files in one glance, we have added a new type of Related List: the File 365 Gallery Related List. To use this, drag the ‘File 365 Gallery Related List from the Custom Lighting components list onto the lightning record page.

Note that the File Gallery Related List component includes all three buttons of the File 365 Toolbox (Upload Files, Refresh and Open Folder), so adding the toolbox to the record page is unnecessary if you use this type of Related list.

After adding the File 365 Gallery component, click on the component to show the component details in the right side bar.

Tick the checkboxes for Manual Refresh, the Upload, and Add Open Folder/Site component to show these buttons.

Optionally, add a custom title.

As explained in the previous paragraph, the Field ‘Select field to relate files’ is used to determine which related files will be shown. Default for this field is Id to show the files of the active record. Optionally, a second File 365 Gallery Related List component can be added to the record page to show files of a related record instead of the active record, for example to show Account files on the Opportunity record. To do this, change the field name in ‘Select field to relate files’ to the field name (developer name) of the lookup field, in this case “AccountId”. (For detailed information how to set this up, view the File 365 Gallery tutorial).

Choose from several view options to show more or less file details: Detailed, Minimal and Thumbnail.

Het bericht 5. Set up File 365 in the User Interface verscheen eerst op FILE 365.

When a record is configured for File 365, a File 365 record will be created immediately after the upload of the document to Salesforce. In the background an asynchronous process will process the file (upload to SharePoint) according to the settings you specified.

When the file is not uploaded yet to SharePoint, the File 365 record has the status “Queued”. In the File 365 Administration App you can select a List View that will display all File 365 records queued for upload to SharePoint.

When an error occurs during upload, the status changes to “Error”. For those record there also is a List view in the File 365 Administration App. When you have fixed the error (or simply want to try the upload again), click the Retry button.

Note: When clicking Retry as administrator and using the ‘Named Credential’ identity type per user, the file will be uploaded to SharePoint using your credentials instead of the users’ own credentials.

6.2 General Application log

When an error occurs in the File 365 application, those errors will be logged in the File 365 Log Object. You can view those logs on the File 365 Administration App.

User Instructions

After successfully installing File 365, please consult the File 365 User Instructions for further information.

Het bericht 6. File 365 Administration App verscheen eerst op FILE 365.

7.1 Set up File 365 Document Templates

To make the document templates available for users when creating new records of a specific object, the File 365 administer must configure this in in the File 365 Administration app. Go to the File 365 Object Location tab. Select the Object Location of the object for which you want to make the Document Template available.

Click the dropdown arrow on in the File 365 Documents Template at the top right and click “New” .

In the New File 365 Document Template screen fill out the necessary fields.

Click Save to save the Document Template record.

The second step is to upload the template file or files. In the created Document Template record, upload or add by drag-and-drop the desired files from your work station to the File 365 toolbox. After upload you should see the files.

The process can be repeated if you wish to make different templates, depending on the Filter Field, available for the chosen object.

By default File 365 only creates the document templates and subfolders after the first file is uploaded or the user clicks the Open Folder button in the File 365 Toolbox or Gallery List. This prevents the creation of large numbers of empty folders or unused template documents.
Contact our support team if you need to customize the behavior of the template document Apex Triggers.

Note that there will be a short time interval between the creation of the Salesforce record and the moment template can be seen in SharePoint or as a File 365 file. This may take up to 2 minutes.

You only need to click Open Folder the first time after creating a new record. The next time, you can access the template directly from Salesforce from the File 365 Related List. Open and edit the document with one click.

7.2 Automatically create subfolders with the Subfolder Path

To organize record files in a consistent way, File 365 can be configured to automatically create standard subfolders in the main folder for each record of the concerned object. To do this you need to create a document template on the File 365 Object location.

In the File 365 Administration app, go to the File 365 Object Location tab. Select the Object Location of the object for which you want to create a Document Template. Click the dropdown arrow in the File 365 Documents Template at the top right and click “New” .

In the New File 365 Document Template screen, fill out the necessary fields.
Fill in Template Name and Subfolder Path. The Object Location is prefilled. Optionally specify a Filter Field Name and Filter Value to determine if the document template should be available for all records. If no Filter is specified, the template is applied to all records.

Click Save to save the Document Template record.

It is possible to create different levels of subfolders by using the forward slash as a separator in the Subfolder Path field. For example in the above example,  Documents/2023 will create two folders at once for each new case record.

Several document templates can be added to the same File 365 object location to create a hierarchical folder structure.

The specified subfolder will be created only for a newly created records. After creating the record, the user has to upload a file or click Open Folder in the File 365 component of the new record and the process will be started. Note that there will be a short time interval between the creation of the Salesforce record and the moment subfolder or subfolders can be seen in SharePoint. This may take up to 2 minutes. To speed up the process, refresh the page in SharePoint.

After files have been uploaded to the record (either via Salesforce or SharePoint), the subfolder path will be shown in the File 365 Related list under the Subfolder Path column.

Het bericht File 365 Document Templates verscheen eerst op FILE 365.

When you have specified the configurations above, click the + Add Scheduled Paths (Optional) button below the configuration section.

Fill in the Path Label, Time Source, Offset Number & Offset Options. For this example we’re using the Contact: Created Date for Time Source, 1 for Offset Number and Minutes After for the Offset Options. This means the Scheduled path is running 1 minute after the new record is created.

The last thing we need to do is to add the File 365: Ensure SharePoint Location apex action in the Scheduled Path. Click on the + Button in the Scheduled Path and select Action, search for the Ensure SharePoint Location invocable and add the Record ID from the triggering record to the Record Id variable.

Het bericht Automatic Folder Creation verscheen eerst op FILE 365.