Many businesses use Salesforce to manage customer relationships and SharePoint to store important files and documents. These platforms play a key role in organizing data and helping teams work together.
Integrating SharePoint with Salesforce allows users to access, share, and manage documents from both systems in one place, boosting productivity and streamlining daily tasks. Teams can view, search, and upload files in SharePoint directly through Salesforce without switching between multiple tools.
This kind of integration helps companies keep files organized and ensures everyone always has the latest version available. It also can improve security and make workflows smoother, which is valuable for both small teams and large enterprises.
Overview of SharePoint Integration With Salesforce
SharePoint integration with Salesforce connects document management features in SharePoint to the customer relationship tools found in Salesforce. This cloud integration can help teams manage files better, access important data faster, and reduce duplicate storage across platforms.
Key Benefits of Integration
Integrating SharePoint with Salesforce allows users to access, share, and manage SharePoint files directly from Salesforce. This helps keep documents organized and linked to specific CRM records, including accounts, contacts, or opportunities.
Teams save time by avoiding the need to switch between platforms to locate or upload files. SharePoint’s strong version control and permissions also make it easier to secure shared content within the CRM.
Users can find documents faster by taking advantage of Salesforce’s search alongside SharePoint’s document management system. Storage costs may decrease, since files live in SharePoint rather than being duplicated in Salesforce.
Common Use Cases
Many businesses use SharePoint as their document library while Salesforce is the main CRM tool. Common use cases include attaching proposals, contracts, or marketing materials to Salesforce records but keeping all files stored in SharePoint.
Sales teams can collaborate on customer files from within Salesforce without having to email new versions back and forth. Files Connect and other connectors let users work with SharePoint folders from Salesforce dashboards.
Other use cases include sharing onboarding documents, HR forms, and service records. By centralizing file access, companies help staff follow consistent processes and avoid outdated or missing files.
Supported Editions and Limitations
SharePoint integration is supported in Salesforce Enterprise, Unlimited, and some Professional editions. Not all editions have the same access to external storage; features such as Salesforce Files Connect may require extra setup or special licensing.
Some connectors only work with certain SharePoint versions or require Microsoft 365 accounts. There may be restrictions on file sizes or types, especially if security or compliance measures are in place.
It’s important to review documentation for both platforms. Larger organizations may need IT support for setup, user permissions, and troubleshooting. Integration options can change as updates are released for either SharePoint or Salesforce.
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Prerequisites for Integrating SharePoint and Salesforce
A successful integration between SharePoint and Salesforce requires the right system setup, user access, and licenses. Planning for these prerequisites helps avoid setup errors and makes the process smoother.
System and User Requirements
Both Salesforce and SharePoint Online must be properly set up and active.
The integration works best with SharePoint Online, not SharePoint Server. Users will also need a web browser that supports both services.
Devices should have reliable internet connections for real-time access and updates.
At least one system administrator with full access to both Salesforce and SharePoint is needed to configure and monitor the integration. Regular users should have a SharePoint account and a Salesforce account to access shared files.
Keep both systems updated to the latest versions to avoid compatibility issues.
Required Permissions and Roles
System administrators need full admin rights in both Salesforce and SharePoint Online.
In Salesforce, admins should assign the “Files Connect” permission set to users who need access. This allows users to see and work with SharePoint files from Salesforce.
In SharePoint Online, users must be given permission to view, upload, or edit documents in the chosen document libraries. Without these permissions, integration features will be limited.
Key permissions include:
- Salesforce: Manage Files Connect, API Enabled, View All Data
- SharePoint Online: Read, Write, Edit access to folders or libraries linked with Salesforce
Review and limit permissions based on job roles to keep sensitive data secure.
Licensing and Pricing Considerations
Salesforce Files Connect is available with certain Salesforce editions but may require extra licensing or add-ons. Organizations should check if their current Salesforce contracts include Files Connect or if they need to purchase it separately.
SharePoint Online is included with many Microsoft 365 plans. However, only specific plans support advanced sharing and API integration needed for connecting to Salesforce.
Consider these licensing needs:
| Platform | Basic Access | Advanced Integration |
|---|---|---|
| Salesforce | Standard Editions | Files Connect add-on |
| SharePoint Online | M365 Basic | M365 Business/Enterprise |
Check with sales or IT contacts to confirm costs before starting the integration.
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Configuration Steps for SharePoint Integration With Salesforce
Connecting SharePoint and Salesforce includes several setup steps. These steps focus on security, access, and ensuring stable communication between the two platforms.
Setting Up Named Credentials and OAuth
Salesforce uses Named Credentials to store authentication information for external services like SharePoint. Administrators should create a new Named Credential in Salesforce. This stores the connection URL, authentication type, and credential details.
For SharePoint, the recommended authentication type is OAuth 2.0. This lets Salesforce connect securely without saving user passwords. Administrators must register Salesforce as an app in Azure Active Directory. This registration provides a Client ID and Client Secret, used for OAuth setup.
Salesforce setup steps include:
- Navigate to Setup.
- Create a Named Credential using the OAuth 2.0 protocol.
- Input the Client Id, Client Secret, and token endpoint provided by Azure.
- Set the scope to cover the needed SharePoint permissions (like read/write).
Test the Named Credential to confirm the connection is successful. A correct configuration lets Salesforce make secure requests to SharePoint.
Establishing External and Data Connections
After setting up authentication, Salesforce needs to know how to access SharePoint data. External Credentials and External Data Sources define this access. External Data Sources let Salesforce read and display SharePoint files in its own interface through Files Connect.
Steps to establish the connection:
- Go to Setup and find Files Connect in Salesforce.
- Set up an External Data Source for SharePoint Online or your specific SharePoint tenant.
- Link this source to the correct Named Credential.
- Map Salesforce users to SharePoint accounts to manage access.
Admins can use permission sets to grant users the right to access SharePoint data. Data appears as external objects in Salesforce, allowing users to browse and work with files directly.
Enabling Data Streams
Data Streams are used to keep Salesforce data in sync with SharePoint. This feature helps when files or folders change in SharePoint, so updates show up in Salesforce in near real-time.
Admins enable Data Streams by:
- Choosing which data objects or folders need syncing.
- Specifying how often data pulls from SharePoint.
- Configuring event notifications if SharePoint supports them.
It is important to monitor data usage, since frequent streaming can count against Salesforce API limits. A well-tuned data stream system ensures critical documents and changes are always up to date in Salesforce.
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Document Management and Collaboration Features
Connecting SharePoint with Salesforce brings together document storage, easy editing, and advanced collaboration tools. Users can work with files from both platforms while keeping team members informed and projects organized.
Uploading, Editing, and Sharing Files
Users can upload files, such as contracts and presentations, directly from Salesforce into SharePoint. This removes the need for duplicate uploads and helps keep documents in one place.
Once in SharePoint, files can be edited in Word, Excel, or PowerPoint, either in the web browser or using desktop applications. Edits save in real-time, so the latest version is always available.
Sharing is made easy by setting custom permissions. Users choose who within the company, or external partners, can access specific files. Sharing links can be created for quick access, and users can set expiration dates to control document access.
| Feature | Details |
|---|---|
| Upload | Save files to SharePoint from Salesforce |
| Edit | Real-time editing in browser or desktop app |
| Share | Share files with set permissions and links |
Version Control and Document Visibility
SharePoint tracks every change made to a file. The version history lets users view, restore, or compare older versions with the current one. This is important for teams managing contracts or documents that change often.
Document visibility is managed using permission settings. Admins or users can decide who can view or edit each file. Sensitive files stay secure, and users only access what they need.
For teams needing clear audit trails, SharePoint’s logs record who accessed or changed each document. This supports compliance and makes it easier to find out who made specific edits.
Collaborative Workflows
Integration supports workflows like document approval, review, and feedback. Teams can set up automated processes so files move through steps, such as manager review or legal sign-off, without manual follow-up.
Users tag colleagues, add comments, or assign tasks within documents. This keeps communication tied to the work itself and avoids missed emails.
Collaboration is not limited by location. Team members work together in real-time, adding notes or edits as a group, no matter where they are. This increases efficiency and helps projects move forward faster.
Security and Access Control
Securing SharePoint and Salesforce integration requires clear rules for access, reliable user authentication, and strong security practices. Protecting confidential agreements and maintaining proper user permissions help control sensitive information during integrations.
User Authentication and Authorization
SharePoint and Salesforce each manage user logins and permissions independently. When integrating the two, it is important to make sure that only authorized users can access documents and data.
Organizations often use Single Sign-On (SSO) to connect both platforms. This means a user logs in once and can move between both systems securely. It helps prevent the use of weak or repeated passwords.
External credentials can also play a role. For example, with third-party connectors, users may need to verify their identity on both systems to allow secure data transfers. Permissions at the folder and file level help control exactly who can view or edit specific agreements and records.
Integration Security Best Practices
To keep data secure, follow proven best practices. Always use encrypted connections, such as HTTPS, between Salesforce and SharePoint. Limit app permissions so each system only shares the minimum data needed.
Regularly audit who can access shared folders and files. Keep a list of users and review it for outdated or unnecessary permissions. Use strong password policies and require multi-factor authentication when possible.
Monitor integrations for unusual activity. Many platforms allow alerts if a user tries to access restricted data. Proper logging and alerting can quickly flag unwanted access or data leaks.
Managing Confidential Agreements
Sensitive agreements, such as contracts or NDAs, must remain private and accessible only to specific users. Store these documents in secure SharePoint libraries with strict permissions that link directly to relevant Salesforce records.
Set unique access levels for different roles. For example, legal staff may need both read and write access, while sales teams get read-only rights. Use version tracking to watch changes and restore earlier versions if needed.
Never share confidential agreements through unsecured channels. Instead, control distribution through document sharing links that expire or require authentication. This helps prevent unauthorized downloads or leaks of private agreements.
Advanced Data Integration Scenarios
Connecting SharePoint with Salesforce creates many options for advanced data integration. Using tools like Data Cloud and Salesforce Lightning, organizations can manage and move data across both systems more efficiently. Some new features are in beta and have special restrictions to consider.
Working With Data Cloud
Data Cloud gives users a way to collect, link, and analyze customer data from different sources, including SharePoint and Salesforce. This helps teams see a full view of their customers and interactions.
By bringing SharePoint files and documents into Data Cloud, it is easier to track activity across departments. For example, sales and support teams can pull reports and see changes in real time.
Data Cloud also supports automation. Users can set up triggers to move files, update records, or notify team members when files change in SharePoint. This makes workflows faster and reduces manual work.
Integrating With Salesforce Lightning
Salesforce Lightning offers a modern interface that simplifies working with integrated data. When SharePoint is connected, users can access, share, and manage SharePoint documents straight from their Salesforce dashboards.
Tasks such as uploading, searching, or editing documents happen without leaving the Lightning experience. This saves time and keeps everyone working from one system. Users can even preview documents and control permissions using standard Salesforce tools.
Admins can use built-in Lightning components and templates to customize how SharePoint documents show up. This means every team only sees what they need and can act quickly without extra steps.
Beta Service Features and Limitations
Some integration features for SharePoint and Salesforce are available as beta services. These tools are still being tested and may not be ready for full-scale business use.
Beta integrations can have limited functionality, such as missing automation tools or restrictions on file sizes. They may not support all types of SharePoint content. Users should be aware that support for these features might be limited and updates could change how the services work.
Before using any beta feature, it is important for organizations to check the specific terms and test the service in a safe environment. This helps avoid problems if the beta service does not meet all needs.
Best Practices and Troubleshooting
SharePoint and Salesforce integration can improve document management and workflow. It is important to manage speed, solve common problems, and keep the system running over time.
Performance Optimization Tips
To improve performance, always use direct APIs instead of outdated connectors. Salesforce Files Connect and SharePoint Online REST APIs work faster and process requests more efficiently.
Store only needed documents in SharePoint folders to reduce large file searches and slow sync times. Organize files in clear folder structures with simple naming rules for quick retrieval.
Limit the size and number of synced files between Salesforce and SharePoint. Large file sets slow down integrations and increase the risk of errors. Use automation tools to update and archive documents regularly, preventing unnecessary data buildup.
Monitor system resource usage. Both platforms have limits on storage and API calls. If possible, set up alerts to fix problems before they impact users.
Resolving Common Errors
Users may face errors such as “Access Denied,” missing documents, connection issues, or sync failures. The most common reason is incorrect permissions in SharePoint Online or Salesforce. Make sure each account uses the right user roles with suitable read/write access.
If documents do not appear or cannot be found, check if the document paths have changed or if naming rules have been updated. Outdated links often cause missing file errors.
For connection errors, inspect Salesforce and SharePoint configuration settings. Verify integration endpoints and API credentials. If sync failures occur, restart the sync process and review scheduler settings.
Below is a quick troubleshooting checklist:
| Issue | Possible Cause | Solution |
|---|---|---|
| Access Denied | Wrong permissions | Update user roles |
| Missing Documents | Changed file paths | Refresh links, clear old paths |
| Slow Sync | Large files or too many files | Limit sync range, archive files |
| Connection Error | Invalid credentials | Re-enter API credentials |
Maintaining Integration Over Time
Keep both Salesforce and SharePoint Online updated to the latest versions. Updates often include bug fixes that help with integration.
Set up regular audits for user access and file sharing settings. Remove access from users who leave the company or change roles to keep data secure.
Run tests on integration scripts, triggers, and workflows every few months. Changes in one system can affect the other, so frequent testing helps catch issues early.
Backup both platforms regularly, especially shared documents and link metadata. If something goes wrong, this makes it easier to recover lost data and restore connections.
Frequently Asked Questions
Integrating SharePoint with Salesforce helps users access and manage files from both platforms in one place. There are specific steps, tools, and limits for setting up and automating this integration.
What steps are involved in setting up Salesforce Files Connect for SharePoint integration?
First, an admin needs to enable Files Connect in Salesforce Setup.
Next, the admin sets up an authentication provider, usually using OAuth, to let Salesforce connect to SharePoint securely.
Then, permission sets are assigned so users can see SharePoint in Salesforce.
Finally, Salesforce admins add SharePoint as a new external data source and configure object and field-level access as needed.
Are there any Salesforce Apps available on the AppExchange for integrating with SharePoint?
Yes, several third-party apps on the Salesforce AppExchange help connect Salesforce with SharePoint.
Most of these apps allow automatic syncing, file sharing, and tools to manage SharePoint documents directly from Salesforce.
Many solutions offer extra features like workflow automation or custom folder creation.
How can you automate the sharing of files from Salesforce to SharePoint using REST API?
To automate file sharing, developers use the SharePoint REST API to upload files from Salesforce.
This process involves writing code—often using Apex or integration middleware—to authenticate with SharePoint, generate access tokens, and upload files through HTTP requests.
Automation tools like Salesforce Flow or external integration platforms can also help trigger these actions without much coding.
What are the limitations of using Salesforce Files Connect for SharePoint integration?
Files Connect offers basic features such as accessing, viewing, and linking SharePoint files from Salesforce.
Users cannot edit SharePoint files directly inside Salesforce.
If a SharePoint document is moved within the same content library, the link in Salesforce will remain active.
Complex workflows and deeper syncing may require extra apps or custom development.
Is there a way to create and manage SharePoint folders directly from Salesforce?
Salesforce on its own does not allow users to create or manage SharePoint folders.
Some third-party solutions from the AppExchange offer this feature, letting users make new folders or organize existing ones from inside Salesforce.
Custom integrations using the SharePoint REST API can also enable folder creation and management based on events in Salesforce.
How does Salesforce’s integration with SharePoint differ from its integration with OneDrive?
Salesforce integrates with both SharePoint and OneDrive to display and attach files.
The main difference is that SharePoint is designed for team file management and collaboration, while OneDrive focuses on individual storage.
Some features, like folder management and permissions, may have different options or work differently between SharePoint and OneDrive integrations.
Conclusion
SharePoint and Salesforce integration helps teams better manage documents and information. By connecting these platforms, users can find files linked to Salesforce records without leaving their main workspace.
A direct connection leads to fewer duplicate documents and less confusion. Teams also benefit from faster access to updates and improved collaboration on important projects.
For many companies, integration improves data security and helps keep information organized. Document sharing becomes easier, especially for teams that handle large amounts of data.
Common integration tools include:
- Files Connect (affordable, built by Salesforce)
- Custom connectors
- Third-party apps
Each option has different strengths, so organizations should choose based on budget and technical needs.
Key benefits of integration:
| Benefit | Description |
|---|---|
| Centralized Access | All files and data in one place |
| Improved Collaboration | Teams can work on documents together easily |
| Cost Savings | Less time spent searching for or recreating files |
| Better Security | Control over who can see or edit important documents |
Making the right choice depends on company goals and current systems. Proper planning and setup will lead to better results.