Microsoft 365 Integrations: Setup Guide

Introduction

Connect Showell with Microsoft SharePoint, OneDrive or TeamsDrive, to streamline content management and ensure your sales team always has the latest materials at their fingertips. With this integration, you can create linkages that automatically sync your Microsoft content into Showell, eliminating the need for manual uploads and keeping everything up to date.

Why sync Showell with Microsoft SharePoint, OneDrive or TeamsDrive?

• Always Up-to-Date Content: Any changes in your integrations automatically reflect in Showell, ensuring your team works with the latest versions
• Save Time & Reduce Manual Work: No more downloading and re-uploading files. Sync once and let the integration handle the rest
• Organized & Accessible: Keep your sales materials structured and easily accessible in Showell while maintaining your existing Microsoft Cloud setup
• Seamless Collaboration: Work across teams with confidence, knowing that everyone has access to the right files at the right time

In this article, we'll walk you through how to set up the Microsoft SharePoint, OneDrive or TeamsDrive integration, create linkages, and manage your synced content.

 

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Create Dedicated Integration Users

💡 This (optional) step is particularly advisable for Professional or Enterprise Workspaces that manage a substantial number of users.

Create separate user accounts specifically for the integration. These serve as a bridge between SharePoint/OneDrive/TeamsDrive and Showell, minimizing interruptions and simplifying access management while preventing accidental file modifications.

Create a Dedicated Integration User in SharePoint/OneDrive/TeamsDrive

• Example Account Name: Companyname_Admin or showell.sync@yourdomain.com.
• Access Rights: Grant read-only access unless read + write access is specifically needed for specific sites or libraries.
• When authorizing the connection between Showell and Microsoft, Sign in with this User Account

Set Up Access to Sites, Libraries, and Folders

Ensure the integration user has access to all required SharePoint sites, document libraries, and folders.

1. Permissions Settings:
   • If using a new SharePoint site, assign the integration user read + write access.
   • For existing sites, ensure the integration user has read access at a minimum.
2. Set Up Access:
   1. Navigate to the SharePoint site or OneDrive folder.
   2. Click “Share” or adjust permissions via “Site Settings”.
   3. Add the integration user’s email and set permissions to "Read" or "Read + Write" as needed.

Create a Dedicated Integration User in Showell:

Utilizing a dedicated user account will help ensure that your integration operates seamlessly without any disruptions and remains unaffected by individual user settings.

• Example Account Name: Companyname_Admin or showell.sync@yourdomain.com.
• Access Rights: Assign this user with the Admin role.
• In Showell, sign in with this user account to initiate the authorization process.

 

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Enhance your integration with custom columns/field data

By utilizing custom columns on the SharePoint side, you can decide what files and information comes over to Showell.

What we support:

A Keyword column: A keyword you have provided to a file on the SharePoint side, will sync, and be provided to the file's keyword field in Showell.

A Language column: A language-tag you have provided to a file on the SharePoint side, will sync, and will be provided to the file's language field in Showell.

A column for filtering: You have the flexibility to 'tag' specific files that you want to sync with Showell. By using for example a field with options such as 'Value A', 'Value B', or 'Value C', you can choose to synchronize only the files with 'Value A'. This allows you to have greater control over the content that is transferred to Showell.

How To:

1. Create the custom column(s) within SharePoint and give them a name of choice.
   • Do not make multiple fields for one subject (for example: create only 1 field for Keywords instead of multiple).
   • Set the following Type: 'Managed Metadata' for keywords and/or languages, and 'Single line of text' for filtering options.
   • Under "More options", check "Allow multiple values"
   • If you are adding a language column, make sure to utilize the two-character language code, based on the ISO 639-1 standard
2. In order to configure and activate the column's data support on Showell's side: Please provide the precise name of these custom columns to your Showell contact person or Showell Support.

 

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Showell App for Web:

1. Authorize the connection between Microsoft* and Showell

*SharePoint, OneDrive or TeamsDrive

1. Open the Showell App for Web and ensure you are logged in with the User Account you want to establish the authorization with.
   • Recommended: do so with your dedicated Showell integration user
2. Click Admin in the side menu > Add-ons > Cloud integrations > Authorize > Continue
3. Begin authorization in the Microsoft 365 environment
   • Recommended: do so with your dedicated Microsoft integration user

 

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2. Manage content linkages: How-to

After authorizing the connection, you can start syncing content between SharePoint, OneDrive or TeamsDrive, and Showell.

Integration Management Page:

• Manage the integration itself
• manage and monitor all connections (linkages)
• Read Step 2A for details

Within a folder:

• Create and Manage individual connections (linkages)
• Read Step 2B for details

 

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2A. Manage content linkages: Integration Management Page

Click Admin in the side menu > Add-ons > Cloud integrations > SharePoint / OneDrive: Manage

1. View the Integrated folder, and its location in Showell
2. See when the folder was last synced. By clicking the '3 dots' you can:
   • Disable the connection: This will not remove the connection, but simply disable it
   • Synchronize: Fetch new or updated files
   • Disconnect from Microsoft 365: Remove the linkage
3. Manage the integration. Click the '3 dots' in the top right corner:
   • Disconnect from Microsoft 365: Fully remove the integration
   • Re-authorize Microsoft 365: If one or more linkages encounter issues, or if you wish to authorize a different User Account, you can select this option to re-establish the connection

 

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2B. Create and manage content linkages: Within a Folder

1. In the Showell App for Web, Open 'Edit'-Mode and navigate to the location where you'd like to sync your content
   • No folders created yet? How to Create and Organize Folders
2. Click the '3 dots'-button in the top right
3. Click on 'Connect Microsoft 365' > Choose the folder you'd like to connect > Click Connect > Continue
4. Once the content is synced, you'll find the following 2 options:
   • Synchronize: Integrated folders sync every hour, but you can manually initiate a sync as needed
   • '3dots'-button > Disconnect: To stop syncing content and remove the connection

 

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Showell Admin:

Authorize the connection between SharePoint/OneDrive and Showell

1. Go to Showell Admin

• Login with you dedicated Showell integration user

2. From the top menu, select: Admin > SharePoint/OneDrive

3. Begin authorization by selecting “Authorize by signing in to SharePoint/OneDrive”

• Login/authorize with your dedicated Microsoft integration user

 

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Create linkages: Sync your content between SharePoint/OneDrive and Showell

Once the connection has been authorized, you can start syncing your content between SharePoint/OneDrive and Showell.

1. Connect your folder

• When connecting your first folder, you can click 'Connect first folder'
• When connecting a folder later on, click 'Connect folder' in the top right corner

2. A pop-up screen will appear to connect your SharePoint/OneDrive folder to Showell

• Use the arrows to navigate your contents
• Left panel: Choose the SharePoint/OneDrive folder you want to connect
• Right panel: Choose the target destination for this folder in your Showell directory

3. Click OK

 

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Manage your integration

1. Check the status of your linkages by refreshing them. Running linkages can be monitored using this feature to see if they have been completed. This will not fetch new or changed files.

2. To fully remove your SharePoint/OneDrive connection: Click SharePoint/OneDrive > Disable SharePoint/OneDrive

3. By clicking the 'Drop-down menu'-button located on the right side of your connected folder, you are able to:

• Remove connection: This will remove the individual linkage
• Disable connection: The linkage is still connected but will not synchronize
• Fetch new or changed files: This will immediately synchronize the individual linkage