Skip to main content

SharePoint Integration

Requirement for Development

  • Microsoft’s default integration between Power Apps Portals/Pages is limited to one SharePoint site per Portal/Page.
  • Microsoft’s default integration creates a limitation for enabling document collaboration in a secure manner.
  • Each individual folder and file that has its inheritance broken (set specifically against the Document Libraries’ default) contributes to a limit of 50,000 per Document Library.
  • Since the Document Security of Folders is set specifically i.e. Only the Business Tax team is able to access the Business Tax folder, and so on. This means that the number of possible files that can be collaborated on dramatically reduces when the number of contacts added to Practice Gateway increases.

Desired Outcome

  • Develop a custom integration between Dynamics 365, SharePoint and Power Apps Portals/Pages that allows for Contacts and Clients to collaborate on all required files.
  • Allow Contacts to upload multiple documents at the same time; this is not currently available with the default integration.

Requirements​

Model Driven App​

Users will be able to access Documents for any record in the Model Driven App in the same manner as they currently are able to. The security around each folder will remain the same.

Client Interface – Portal​

All document sections will be updated to integrate through a custom interface with SharePoint, allowing each individual client to have their own SharePoint site (Limited to 2million sites per tenant).

The loading of the Documents section should be seamless, as is with the Microsoft Integration

Risk Assessment​

Potential risks within this project are:

  • Migration of Clients files to new locations

Flows​

  • Cloud Flows
    • Create Folder in SharePoint
    • Delete File From SharePoint
    • Download File From SharePoint
    • Get Files from SharePoint Details
    • Get SharePoint File Editor
    • On Connection Share Collaboration Access
    • On File Uploaded in Practice Gateway send email to Team
    • On File Uploaded in MDA send email to Contacts
    • Provision Contact Folders
    • Provision Companies House Data Folders
    • Provision Corporate Specific Risk Assessment Folders
    • Provision Funds Tax Information Request
    • Provision Specific Risk Assessment Folders
    • Provision Tax Information Request Folders
    • Provision UK Business Search Folders
    • Provision UK Individual AML Folders
    • Provision UK Tax Return Folders
    • Provision US Tax Return Folders
    • Provision Record Folders
    • Set SharePoint Details for Record
    • Share Collaboration Access to File
    • Share Collaboration Access to File – MDA
    • Upload File to SharePoint
    • Util – Get Collaboration Contacts
    • Util – Get Connected Contacts

Development​

User Interface - Model Driven App​

  • Documents Tabs will no longer be accessible under the related tab.
  • Documents tabs will be visible on the form once the documents folder for the record has been generated.
    • This is to prevent Users from creating the document location prematurely through the default integration.

Client Interface - Poral​

  • The table that displays the documents has been rebuilt using a fully custom integration.
  • Tax Form Schedules will have individual folders, allowing for files to be organised more effectively.

Additions​

  • Upload – Users can upload multiple documents at once.
  • Collaboration – Collaboration is available to all documents for a contact
    • limit of 50,000 minus the number of Practice Gateway folders
    • Collaboration can be disabled for certain sections. E.g. Tax Returns
    • Collaboration links can take a minute to be generated once a file has been uploaded.
    • Collaborators must authenticate through Microsoft to access files.
  • Downloads – Files can be downloaded by either clicking on the file name, or by selecting the download icon under Actions.
  • Modified On – Now displays the date that the file was last modified.
  • Refresh – Can be used to refresh the documents list.
    • Useful to retrieve the collaboration link on newly uploaded documents without having to reload the page.

Limitations​

  • The Modified By column is intentionally not being displayed as this causes load times to become exponentially longer with the increase of documents within a folder.

Testing Advisory​

Model Driven App​

  • Contact
  • Tax Returns
  • US Tax Information Request
  • Funds Tax Information Request
  • Tax Information Request
  • KYC

Portal​

  • Documents
  • UK Tax Return
  • US Tax Information Request
  • Funds Tax Information Request
  • Tax Information Request