The integration between Salesforce and SharePoint allows users to integrate their Salesforce CRM with Microsoft SharePoint to store, access and manage the document directly within the Salesforce record without any storage limitations and switching between systems.

What does the integration offer?

• Direct access to the SharePoint documents in Accounts, Opportunities and Custom Objects
• Reduced cost of storage in Salesforce as large documents will be stored in SharePoint
• Versioning and Check-in/Check-out to ensure correct document management
• Security of the shared files via external linking that expires after some time and allows only viewing permission
• Only one workflow instead of two

In this guide, we will discuss the importance of integration, ways to implement integration, and also the configuration process.

What Is Salesforce SharePoint Integration?  

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Salesforce integration SharePoint is simply a connection between these two systems in such a manner that users can be able to access the documents in Microsoft SharePoint without having to leave Salesforce. Simply put, instead of attaching big files into your CRM, you store the files in SharePoint, and access it from the necessary records.

The reasoning behind this concept is simple; Salesforce was created to be used to manage customer details and pipelines, and SharePoint was created to store the documents and allow collaboration around them. Integration of both systems will enable your sales and support department to see updates in contracts, proposals, and case files stored in SharePoint.

Why Integrate Salesforce and SharePoint?  

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Salesforce is an excellent CRM; however, its file handling has certain limitations. Storing many documents on Salesforce is costly, and its file handling functions are primitive when compared to those of a document management system.

Below are the Salesforce limitations addressed by Microsoft SharePoint:

• Storage cost – Salesforce storage limitations are limited and costly to scale up; in contrast, SharePoint provides much more storage for less money.
• File size – Salesforce only allows uploading files of no more than 25 MB (attachments) or 2 GB (files). SharePoint handles bigger files.
• Versioning – SharePoint records a complete version of history and enables rollback functionality, which Salesforce does not provide.
• File sharing limitations – Salesforce sets strict limits on file sharing, which SharePoint allows with expiry dates.
• Document management – SharePoint adds metadata, filtering, and approval of workflows to Salesforce documents.

For a growing business, migration of documents to SharePoint without losing visibility of them on Salesforce saves money and reduces friction at the same time.

Ways to Integrate Salesforce and SharePoint  

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There’s more than one path. The right path depends on the budget, data size, and level of control required.

Salesforce Files Connect (Native)

The Files Connect application is a built-in application provided by Salesforce to integrate Salesforce with SharePoint Online and OneDrive. The Files Connect is included in most of the Salesforce subscriptions; hence, there is no extra subscription fee to pay for it. Users are able to do the searches and access SharePoint files from within the Salesforce interface.

However, it is important to highlight that Files Connect is not compatible with earlier versions of SharePoint such as SharePoint 2010 or 2013.

AppExchange Connector Apps

There are managed packages functioning as a pre-built salesforce sharepoint connector, which allows drag & drop uploads, automatic folder creation, nested folders in the record page, etc. They reduce time needed for configuration and include functionality that Files Connect lacks, usually charging per org or per user license fee.

Custom API or Middleware

In case of more complex two-way synchronization or large data volume, a custom API implementation or iPaaS solution allows complete control over the data transfer and related processes, but requires investment of time, money, and expertise.

How to Integrate SharePoint to Salesforce Step by Step  

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The below mentioned steps relate to the Files Connect method that is typically the first step to begin with in salesforce sharepoint integration.

Step 1: Enabling Files Connect in Salesforce

Navigate to Setup in Salesforce and find Files Connect and activate it. The external object search layout should be turned on so that SharePoint search results appear in Salesforce.

Step 2: Creating a Permission Set

Firstly, create a new permission set. Secondly, the System Permissions section enables Files Connect Cloud. Finally, assign this permission set to the necessary users for SharePoint.

Step 3: Setting Up an Authentication Provider

Open Auth. Providers and create a new one through Microsoft Access Control Service (or Azure AD). Note that Salesforce creates callback URLs which you will need later.

Step 4: Registering an Application in SharePoint

Apply for a new app in SharePoint to generate a client ID and client secret. Provide the pre-configured callback URL of Salesforce in the Redirect URL field.

Recommendations for Easy Integration

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Just having an integration is not enough. The following best practices will make your integration smooth and efficient.

• Begin with connecting one important folder. Synchronizing all libraries at once may cause API issues, as well as slowing down the synchronization process.
• Define your metadata. Make sure the column names in SharePoint correspond to the field names in Salesforce, so search will be available in both applications.
• Use link expiration settings. Expiration dates for the shared links help you remain compliant and minimize risks.
• Create a folder hierarchy upfront. Create your own folder hierarchy before the integration launches, so you won’t have disorganized files with time passing.
• Test your integration in the sandbox. Confirm all permissions and sync prior to production integration.

Common Mistakes to Avoid

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There are only two reasons why your integration might fail:

• Scope of synchronization too wide and tying up all connections to exceed Salesforce API limits.
• Lack of permission audits that leave SharePoint connections not set for expiry and creates non-compliance.
• Ignoring metadata mapping so searching through files is impossible, leaving employees to track information manually.
• Not having a change management process that allows one small configuration mistake to break the entire connection.

Not making such mistakes from the outset will secure your integration success, no matter how many documents your library has.

Frequently Asked Questions  

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1. What is Salesforce–SharePoint integrations used for?

These integrations provide Salesforce users with an ability to access and control documents stored in SharePoint directly from their CRM record. The solution is utilized by companies as an affordable way to store documents in Salesforce, versioning, and collaborating with other users without leaving the application.

2. Is Salesforce Files Connect free?

Sure, the native integration for Salesforce Files comes for free with most Salesforce license types. Nevertheless, you would have to subscribe to Microsoft 365 or SharePoint Online services to get the storage.

4. Is Salesforce–SharePoint integration compatible with on-premises SharePoint?

Yes, Salesforce Files Connect works with SharePoint Online. The older on-premises SharePoint versions, such as SharePoint 2010 or 2013, are not supported and require custom solutions.

5. How long does the Salesforce integration with SharePoint take?

Simple Salesforce Files Connect configuration takes just an afternoon with appropriate admin permissions to both systems. The configuration of AppExchange connector apps is usually quicker; while developing a custom solution takes more time.

Ready to Optimize Your Document Management Workflow?

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Salesforce and SharePoint integration is easy to implement but very hard to do right. Files Connect is quick to enable, but it’s the permission mapping, folder organization, and metadata alignment that make the difference between a simple link and a reliable workflow process. This is exactly when most companies turn to a Salesforce integration partner.

Choosing the right partner is more important than setting up any individual setting. Seek expertise in both Salesforce and Microsoft SharePoint, a design-driven process with permissions and folder organization planning configuration, and post-go-to-live responsibility. An honest scoping partner will definitely cost you less than the lowballing one.

Organizations are shifting from desktop-based platforms to cloud-based platforms for better work experience and advanced features. But they don’t know what’s the best platform for their business. Finding a perfect cloud-based platform can be a real challenge for users. Don’t worry, we have got you covered. Continue reading this post and find out why it is necessary to migrate from on-premises to cloud-based platform. We are also going to know the difference between some popular cloud-based platforms such as SharePoint, Google Drive and Dropbox. Make a smooth switch to the best platform and increase the work efficiency.

Benefits of migrating from desktop-based platforms to cloud-based platforms

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Moving to cloud-based platform benefits in various ways. Some of them are:

• Security features: Cloud-based platforms offer exceptional security features to save the data from unauthorized access and loss.
• Cost effective: There is no need to purchase any Hardware to maintain its performance.
• Easy to access: Users can easily access their data with a proper internet connection from anywhere and anytime.
• Legal compliances: Cloud-based platforms help business organizations to meet regulatory or legal requirements.
• New technology: It allows easy access to the modern and newest technologies for improved working experience.
• Easy data recovery: Cloud platforms automatically create a backup copy of the data across numerous locations, making it easy to recover data whenever needed.

Comparison: SharePoint vs. Google Drive vs. Dropbox

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The below mentioned table shows a brief comparison between SharePoint, Google Drive and Dropbox based on different parameters. Let’s have a look at it:

Pricing: SharePoint vs. Google Drive vs. Dropbox

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Here is the comparison of pricing plans offered by SharePoint, Google Drive and Dropbox.

Let’s know about SharePoint, Google Drive, Dropbox in detail

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The above section shows a short comparison between three top cloud platforms i.e., SharePoint, Google Drive and Dropbox. Now, let’s learn about them in detail to get a clear picture to find out the best cloud-based platform for your business organization:

What is SharePoint?

SharePoint is a Microsoft product introduced in 2001 as On-premises SharePoint for better collaboration with others. Users can easily share, store and manage their data with SharePoint’s exceptional features. It is one of the most used cloud-based platforms, which provides high controls. It offers easy accessibility on any web browser including Microsoft Edge, Chrome, Firefox, Internet Explorer. Here is a list of some features of SharePoint:

• Version control: Users can save past document versions and can also track changes made with ease.
• Easy document management: SharePoint allows its users to manage, create, and store documents centrally.
• Permission management: It allows users to manage permissions according to their requirements which saves the data from unauthorized access.
• Collaboration with others: Users can easily collaborate on projects and share contents, which promotes teamwork.
• Integration with other services: With SharePoint, you get the option to integrate with Microsoft Office, Microsoft Teams, etc.

What is Google Drive?

Google Drive was introduced in April 2012 by Google to provide ease to business organizations. It is a part of Google Workspace suite and offers a flexible and simple interface for doing tasks easily. Users can smoothly create, edit, upload, store, and access files of applications such as Google Sheets, Google Docs, Google Slides. The main function of Google Drive is to encourage teamwork and make easy availability and accessibility of information with others at the same time. Here is a list of some features of Google Drive:

• Collaboration with others: It allows multiple users to work simultaneously on the same document, encouraging unity.
• Sharing: Google Drive allows users to synchronize documents across different devices with customizable permissions.
• File organization: Google Drive saves your files based on type, date, keywords and more.
• Activity view: It provides an excellent feature that shows the recent activities such as viewed, edited, shared, etc.
• Offline accessibility: Google Drive provides easy accessibility without internet connection as well. You can access and edit your documents offline, and they get synced automatically when connected to the internet.

All these features compel users to perform Google Drive migration to take their data from on-premises to cloud.

What is Dropbox?

Dropbox was founded in 2007 to empower business organizations. It allows users to store, access, and share files from anywhere at any time without facing any issues. It is a great platform for non-tech users, as it comes with a user-friendly interface and numerous features. Dropbox offers features such as version history, recovery, and backup making it ideal for individuals and business organizations. Here is a list of some features of Dropbox:

• Easy access: Dropbox allows easy access to data across multiple devices from anywhere.
• Large files sharing: Share the link of your work with others and send large files of any format.
• Bring content together: Edit and create your content directly in Dropbox and avoid switching between applications.
• Add comments: Dropbox allows its users to add comments to the shared files to give suggestions for any changes.
• Customizable notifications: Users can customize notifications as per their requirements by either enabling them or disabling them.

What’s best SharePoint, Google Drive, Dropbox?

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Dropbox is ideal for small business organizations, who want easy and quick options such as friendly interface, smooth file sharing, and others. It also provides easy integration with third-party applications. Whereas Google Drive is ideal for those who work with Google Workspace. It provides easy accessibility and collaboration with applications such as Google Docs, Google Slides, Google Sheets.

On the other hand, SharePoint puts forwards advanced features such as file management and customization. Users can easily collaborate with Microsoft 365 for smooth communication and file sharing. Due to the exceptional features offered by SharePoint, users are encouraged to switch from Dropbox to SharePoint or Google Drive to SharePoint.

Conclusion

After comparing SharePoint, Google Drive, and Dropbox on various parameters SharePoint turns out to be the best cloud-based platform. If you are using Google Drive or Dropbox, you need to switch your platform with a SharePoint Migration tool. This is the best migration tool for SharePoint which maintains full data security and accuracy.