SharePoint Integration with Salesforce

SharePoint Integration with Salesforce – All You Need to Know Heading Into 2022

Ana Neto Productos y soluciones 18 Comentarios

Last updated on: November 8, 2021

You heard about companies that use both SharePoint and Salesforce. It made you question if there is any real synergy in using both applications. Can there be advantages to a Salesforce SharePoint integration, or is it simply not worth it?

In this article, we will consider the benefits and pitfalls of this integration so that you can decide if it makes sense in your scenario.

Benefits – Why should you go for a Salesforce and SharePoint integration?

It is widely known that Salesforce, also known as SFDC (Salesforce Dot Com), is one of the most expensive CRM tools. In 2021, and for the 13th time in a row, Gartner named Salesforce a Leader in the Cuadrante Mágico del Centro de Compromiso con el Cliente de CRM.

In August 2021, Salesforce made it to the top 5 on all relevant categories of the 2021 CRM Industry Leader Awards (best enterprise CRM software and solutions, best CRM for midsize and small businesses, best business intelligence and analytics, and best customer data platforms).

Why is Salesforce so successful? In the words of Kate Leggett, principal analyst at Forrester Research, Salesforce’s strength lies in “its broad end-to-end portfolio that caters to both B2C and B2B organizations (…) and its ability to deliver a platform that eases integration, automation, prediction, and prescription”.

Let’s focus on the integration aspect. Through Salesforce AppExchange, the cloud marketplace for anything Salesforce-related, you can get all kinds of solutions that integrate with Salesforce and expand its power.  Out of all these integrations with Salesforce, the La integración de Salesforce SharePoint se destaca como una opción popular.

One of the main reasons for that is that it is a money saver: you can save a lot in Salesforce’s storage costs. The amount of Salesforce storage that is included in your plan is 10 GB (File storage) + 10 GB (Data storage) with some additional storage depending on the number of users (check Salesforce.com for the precise Salesforce storage limits applicable to you and the way these storage limits are enforced).

For example, a Professional Edition org with 20 users receives 10.4 GB of data storage + 22.9 GB of file storage. For storing files and attachments, only the file storage is relevant, so we will focus on the 22.9 GB.

The standard SharePoint is 1 TB plus 10 GB per license purchased (exact los límites dependen de su plan). This means that for that case, the included storage is over 40 times larger (!) with a total of 1224 GB in SharePoint against the 22.9 GB in Salesforce. If that is not enough, you can buy extra SharePoint storage for $0.20/month for each extra GB. This is the first reason to integrate Salesforce with SharePoint – saving on storage costs.

La segunda razón es que SharePoint is better at storing many files than Salesforce. Yes, you can have Salesforce documents and notes attached to accounts, contacts, and almost anything really. But if you use that option all the time, those Salesforce documents - invoices, receipts, statements of work, contracts, and others - will start to pile up. They end up stealing valuable operating capacity, and degrading Salesforce performance. Keep in mind that Salesforce is not a document management system.

Moving the files to a document management system is a smarter option. A document management system will provide you with relevant features, such as:

  • you can collaborate on documents with other team members,
  • you can see the document’s version history,
  • puedes compartir archivos con usuarios externos.

Pitfalls - What should I look out for when doing a Salesforce integration with SharePoint?

If you try to integrate Salesforce with SharePoint using the tools you get with Salesforce, you will do it with Salesforce’s Files Connect (some online references will mention it as SFDC Files Connect – it is the same thing).

There are a few things you need to know if you go down that road. The first thing is that this will only work with SharePoint Online. It used to work for SharePoint 2013 / 2010 on-premises versions, but the most current documentation no longer mentions any of this, including the licensing options (the paid license “Files Connect for on-premises external data sources” no longer seems to be available).

A continuación, observe que con esta integración, los usuarios podrán acceder y compartir archivos SharePoint  via la tab de archivos y el feed, y buscarlos de la misma manera que buscan su contenido de Salesforce. Pero el archivo debe estar ya en SharePoint para empezar. Eso puede no ser muy intuitivo para los usuarios, especialmente si ya están acostumbrados a Salesforce pero no tanto a SharePoint.

Next, you may not want to store financial and client-related files in the cloud. If you try to comply with data protection regulations like GDPR, you can’t do it like this. To guarantee that you know where your data is stored and who has access to it, you should store documents with personal information on-premises.

And then there is the problem of getting the Files Connect integration to work. Just for starters, you have to work your way through the 137 pages of the official documentation (links at the end of this section), which is mostly outdated… it was written when Files Connect was launched back in 2015 and the updates to it have been scarce (most of them were last updated in 2016). As SharePoint online was significantly overhauled in 2018, some terms are not the same and some actions need to be performed differently.

Muchos usuarios siguen las instrucciones de integración sólo para terminar con un feo error como:

  • "No se puede acceder a la fuente externa - La fuente de datos externa no está disponible debido a un error"
  • "No está autorizado a realizar esa operación"
  • "Se produjo un error desconocido al acceder a Files Connect".

Argh! It can’t really get much worse than running into an unknown error like that. When you see this kind of thing, you know it is time to look for an alternative.

Learning to integrate Salesforce and SharePoint using Files Connect (Salesforce Documentation)

  1. Guía de configuración de Files Connect 
  2. Guía del usuario de Files Connect
  3. Guía de implementación de Salesforce Files Connect

Alternatives - Is there a better way to integrate Salesforce with SharePoint?

The alternative to Files Connect is to use a third-party integration tool. There are plenty of Salesforce integration tools in the Salesforce ecosystem.

Document Extractor Built for Salesforce platform™ is such an integration tool, and it is the #1 option for a SharePoint Salesforce integration. You can find it on AppExchange and on Connecting Software's sitio web.

Document Extractor automatically transfers Salesforce documents to SharePoint and replaces the original documents with links pointing to them at SharePoint. You can also look at it as a compliance & migration tool, because moving the files in this way can help you in meeting GDPR and other regulations requirements.

Document Extractor construido para el vídeo de la plataforma de Salesforce

The general idea is that the end-users still access the files where they originally saved them – in Salesforce under the respective accounts, lead, or any kind of object.

En el fondo, Document Extractor automatically detects the files, moves them to the corresponding libraries in SharePoint and leaves links in Salesforce in their place.

The user sees a link in the exact same location he expected the file to be in Salesforce, so for them it is the same – the user experience doesn’t change.

El documento es reemplazado por un enlace en Salesforce que apunta al documento en SharePoint

Document Extractor also transfers the information about the Salesforce document creator, editor, and owner to SharePoint for easier tracking of the documents. The name and extension of the original files are also transferred, so users can still search for those files by both name and extension in Salesforce. The version history is also kept.

El historial de versiones de documentos se mantiene intacto en Salesforce, lo que le permite acceder a cada versión del documento

Además, cuando el servicio encuentra dos documentos con el mismo nombre en la misma ubicación en Salesforce, crea dos documentos en SharePoint, y añade un sufijo que permite que ambos archivos existan en SharePoint.

Cada vez que añada un documento a un nuevo objeto en Salesforce, Document Extractor creará automáticamente la carpeta correcta para almacenarlo en SharePoint. Esto funciona para un objeto estándar como una Cuenta, un Contacto, un Cliente Potencial, una Oportunidad o un Objeto Personalizado. Además, Document Extractor mantendrá la misma estructura y todos los documentos relacionados con ese nuevo objeto.

Several new features were recently added to Document Extractor. Out of the long list of new features but here is my top 5:

  1. Sincronización completa con SharePoint – even when users directly upload files to SharePoint, or when they do file moves, deletes, and renames in SharePoint
  2. Better Filenames = Easier Search - renames of files in Salesforce are also synchronized to SharePoint and you can now customize the filename in SharePoint using a Salesforce custom field
  3. Save on SharePoint licenses – Get documents from SharePoint without the need for users to have SharePoint license
  4. Vistas previas de los archivos (beta) – See the preview in Salesforce for all file types supported by SharePoint
  1. Blockchain Sealing Integration Available – you can put an end to tiring and repetitive paperwork verifications and get the highest security possible by integrating with Sello CB Blockchain para SharePoint

We added these new features to accommodate the feedback we got from the growing customer base of Document Extractor. Interested in knowing what our customers say of Document Extractor?

You can read a examen del Document Extractor by one of our private sector customers

“With Document Extractor, the process is seamless to my end users. They don’t even know it is there, which is what we wanted”
Andrea Getty – Dorman Products Inc.

You can also read the review by one our public sector customers, whose consultant company was happy to find Document Extractor in Salesforce AppExchange so that they could fix a complex situation in  an easy way

"Cuando encontramos por primera vez el Document Extractor, pensamos que si hacía lo que ponía en la lata, cumpliría todos nuestros requisitos. Y lo hizo: sólo una configuración básica, y funcionó a la primera".
Chris Lynch - Director of Chris Lynch IT Consulting

¿Y si ya tengo mis documentos en SharePoint y quiero enlazarlos en Salesforce?

If you are already using Microsoft SharePoint and all your files are in SharePoint, before you start with Salesforce, you naturally would like your Salesforce objects to have links to those existing documents.

If you have an underlying rule in the filename or the folder structure, you can use ourplataforma de integración Connect Bridge to create URLs in Salesforce that then point to those documents in SharePoint. The result would look identical to what you see in a normal Document Extractor installation: links in Salesforce to documents in SharePoint. It is important to note that the URLs I mentioned could be created under any of the standard objects and also under custom objects in Salesforce.

¿Qué más puedo integrar con Salesforce?

You can actually integrate any type of dataset with Salesforce in a similar way, using the CB On-prem Database to Salesforce Sync . Esta solución se basa en la Plataforma de integración Connect Bridge mentioned above and can be used as a SQL Server - Salesforce connector.

In reality, this integration platform is quite flexible and can do more than connect Microsoft SQL Server to Salesforce. You can also connect any local database management system (DBMS) such as Oracle, SAP HANA, MariaDB...o... MySQL to Salesforce.

You can get the data from Salesforce to SQL Server or another local database or do it the other way round: get data from the database and put it into Salesforce.

This means you can create all kinds of flexible migration or synchronization solutions, as you can connect to any existing database. It is a great way of maximizing what you can take out of a Salesforce integration, as you can get a perfect fit for your data integration needs without any of the normal hassle and problems of a custom solution.

3 Simple Steps to Get Started

Ready to start moving your Salesforce documents to SharePoint? Here are the necessary steps:

Step 1 – Check requirements

You should first check if the SharePoint and Salesforce versions you would be using are in the list of the supported versions of Document Extractor: • Microsoft SharePoint 2010, 2013, 2016, 2019 and Online (Office 365) • Salesforce Professional, Enterprise, Unlimited, Force.com, and Developer – both Lightning Experience and Classic

Step 2 – Download Document Extractor

We will start by downloading the SaaS version as a prueba gratuita. You can also get it from Salesforces’ AppExchange and there is also a self-hosted version available.

As mentioned, the trial is free, but you do have to follow a normal shopping cart procedure and place an order at the cost of $0.00. Once you do that, you’ll receive instructions via email.

Step 3 – Install on Your Sandbox

Once you get the instructions email, you need to click Complete Your Registration.

From there, installation will start. We always recommend that you start by installing Document Extractor on your sandbox, and then you can move it to production. You should therefore use Test/Sandbox on the Instance field rather than Producción for now.

When you choose Test/Sandbox, you’ll need to type your sandbox service username. This is simply a dedicated system administrator. This user should have elevated access rights to allow modifications of the system. Please also make sure this account is not used to access your Salesforce by anyone else. You’ll need the service user password and the security token so that you can test the connection.

If you want to see how the configuration is done in further detail, check out this tutorial installation video

Document Extractor uses the help of a managed package with a set of Apex classes and triggers to stub your documents from Salesforce to SharePoint. Once installed, you’ll see the package listed in the list of the installed packages.

Next, you’ll need to provide your SharePoint settings. You need to have a user with enough permissions to read and write documents to the document library where documents will be stored.

Document Extractor uses “Push notifications”, which means that the service detects new documents uploaded to Salesforce. The service also uses “Full Scan Polling” as a backup mechanism to ensure that all files were stubbed. We recommended you increase the interval of the “Full Scan Polling” to optimize your API calls consumption.

Takeaway

Document Extractor is the trustworthy Salesforce third-party integration tool that can better handle SharePoint and Salesforce’s integration.

Document Extractor - Almacenamiento más barato, conforme a la normativa GDPR, aumento de la capacidad de uso

This tool is available in Salesforce AppExchange. You can read through the product description and features, try it for free or buy the SaaS version.

If you are going for SaaS deployment, another option is ordering the product directly from the Connecting software’s website. Yet another option is the self-hosted version, which is a favorite with larger organizations that prefer to be in full control of the product.

Pruebe Document Extractor gratis:

Article last updated on October 12, 2021

More on Document Extractor Built for Salesforce Platform

Si la integración de Salesforce SharePoint es algo que le interesa, eche un vistazo a los artículos y estudios de caso que aparecen a continuación.

Si está buscando una forma de apoyar a Salesforce Exchange con varios servidores Exchange implicados, compruebe CB Salesforce Exchange Sync.

Ana Neto - Asesora técnica, autora

Ana Neto
Technical asesor en Connecting Software

Autor:

Soy ingeniero de software desde 1997, con un amor más reciente por la escritura y la oratoria.  ¿Tiene alguna pregunta o comentario sobre esta publicación o sobre el Connect Bridge? ¡Me encantaría tener tu opinión!

 ana@connecting-software.com

Comentarios 18

  1. Hola César, sí apoyamos los objetos personalizados. Lo mejor sería que nos contactaran y os lo mostramos y respondiéramos.
    Saludos cordiales
    Thomas

  2. Tenemos miles de documentos en Sharepoint en una estructura elaborada (subcarpeta tradicional), ninguno en Salesforce. ¿Sería posible obtener links de los registros de Sf a las correspondientes "carpetas" de Sharepoint con todos los documentos que ya existen?
    ¿Cómo?

  3. Post
    Autor

    Hola Mark,

    Lo que hacemos con el Document Extractor es más o menos lo opuesto a lo que necesitas: conseguimos los documentos del SF al SharePoint. Para sus necesidades, creo que nuestra plataforma Connect Bridge es la mejor opción. Esta fue la plataforma que usamos para construir el Document Extractor, para que usted pueda construir fácilmente su propio software personalizado que haga lo que usted necesita. Nos pondremos en contacto con usted a través del correo electrónico que nos indicó para explorar esta opción con usted.

    Ana Neto

  4. Hola,
    Hoy, todos nuestros archivos se cargan a Sharepoint. Queremos que los usuarios puedan buscar en Sharepoint desde los registros de objetos personalizados de Salesforce y puedan hacer el link con los registros. Además, si un usuario está cargando nuevos archivos debe cargarlos a Sharepoint. ¿Tu solución ofrece ambas cosas?

  5. Post
    Autor

    Nuestra solución transfiere los archivos de Salesforce a SharePoint una vez que se cargan en Salesforce, por supuesto. La solución entonces reemplaza los archivos originales en Salesforce con URLs.

    Los usuarios pueden seguir buscando esos archivos en Salesforce ya que mantenemos los nombres y extensiones de los documentos en Salesforce.

    Inicialmente si todos sus archivos están en SharePoint, entonces podríamos usar nuestro Connect Bridge para crear URLs en Salesforce que apunten a esos documentos en SharePoint. Esas URLs podrían ser creadas en todos los objetos predeterminados y/o personalizados en Salesforce.

  6. Hola,

    Parece que este paquete haría algo de lo que queríamos. Pero también nos gustaría una integración en la que cuando se cree un nuevo objeto personalizado (es decir, una oportunidad) en Salesforce se cree una carpeta dentro de Sharepoint, y aquí es donde se almacenan todos los documentos relacionados con esta oportunidad. Cuando se gana la oportunidad, nuestro sistema de Salesforce crea un proyecto. A continuación, quisiéramos que todos los documentos de proyecto se guardaran de nuevo en esta única carpeta de oportunidades también. ¿Es esto algo que es fácilmente posible? Gracias

  7. Post
    Autor

    Sí, cada vez que añada un nuevo objeto, el producto añadirá automáticamente una nueva carpeta en SharePoint. Además, mantendrá la misma estructura y todos los documentos relacionados con ese nuevo objeto.

  8. Solicitar una demostración para integrar Salesforce y SharePoint mediante el uso de Document Extractor

  9. Post
    Autor
  10. Hola,

    Estamos buscando subir un informe para compartir el punto de la org de Salesforce al final de cada semana es posible a través de esta aplicación

    Bhawna singh

  11. Post
    Autor

    Supongamos que el informe está bajo una cuenta. El informe se subiría a SharePoint la primera vez que lo pusieras en Salesforce e iría bajo la carpeta de esa cuenta. Cada vez que trabajaras con este primer informe, estarías, de hecho, trabajando en el documento SharePoint. En el lado de Salesforce, tendrías un enlace a él. Así que acceder a él desde SharePoint o Salesforce tendría el mismo efecto.

    Si una semana después creas un nuevo informe bajo esa cuenta, entonces lo mismo sucedería de nuevo.

  12. Hola,

    Hemos creado una aplicación de Salesforce con componentes de apex y Lightning para cargar muchos documentos juntos y adjuntarlos a los registros correctos de un objeto personalizado.

    ¿Podemos usar Document Extractor para mover estos documentos a SharePoint? ¿Puede el proceso de Document Extractor colisionar con nuestra aplicación?

  13. Post
    Autor

    Mientras sus documentos sean archivos estándar de Salesforce (documento de contenido) o anexos, entonces Document Extractor podrá moverlos a SharePoint. No hay ningún problema con los Archivos adjuntos a los Objetos Personalizados. Le recomiendo que vaya a una prueba y lo pruebe usted mismo.

  14. Tenemos 3 estructuras de carpetas diferentes para distintos tipos de oportunidades en Salesforce. ¿Cómo gestiona esto Document Extractor? Gracias.

  15. Post
    Autor

    Document Extractor utilizará, por defecto, su propia estructura de carpetas basada en los nombres y la jerarquía de los objetos de Salesforce. Es posible personalizar la carpeta para los registros utilizando campos personalizados en Salesforce, así que si puede expresar dónde quiere que vayan los archivos como una fórmula de Salesforce, podemos apoyarlo.

    Nos pondremos en contacto con usted en breve para que vea cómo funciona todo esto.

  16. Disfruté leyendo el artículo anterior, realmente explica todo en detalle, el artículo es muy interesante y eficaz. Gracias y buena suerte con los próximos artículos.

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