SharePoint Integration with Salesforce

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

Ana Neto 产品和解决方案 18评论

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 13 time in a row, Gartner named Salesforce a Leader in the CRM客户参与中心魔力象限.

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 Salesforce SharePoint集成脱颖而出成为热门选择.

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 限制取决于您的计划). 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.

第二个原因是 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,
  • 您可以将文件共享给外部用户。

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).

那么需要注意的是,有了这个集成,用户将能够通过Files选项卡和feed来访问和共享SharePoint文件"■▄,并且""",以搜索Salesforce内容的方式来搜索它们"""。但文件一开始就需要已经在SharePoint中。这对用户来说可能不是很直观,特别是如果他们已经习惯了Salesforce,但对SharePoint就不太习惯了。

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.

很多用户按照集成说明进行操作,却以丑陋的错误结束,如。

  • "无法访问外部源 -- -- 外部数据源因错误而不可用"
  • "你无权进行该操作"
  • "访问文件连接时发生未知错误"。

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. 文件连接设置指南 
  2. 文件连接用户指南
  3. Salesforce Files Connect 实施指南

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 网站.

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为Salesforce平台打造的视频。

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.

背景是: 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.

该文档由Salesforce上的一个链接代替,该链接指向SharePoint中的文档。

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.

文档版本历史记录在 Salesforce 上保持不变,允许您访问文档的每个版本。

此外,当服务在Salesforce上的同一位置发现两个同名的文件时,它会在SharePoint上创建两个文件,并添加一个后缀,允许两个文件在SharePoint上存在。

每当您在 Salesforce 中向新对象添加文档时,Document Extractor 将自动创建正确的文件夹以将其存储在 SharePoint 上。这适用于标准对象,如账户、联系人、潜在客户、机会或自定义对象。此外,Document Extractor还将保留相同的结构以及与该新对象相关的所有文档。

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

  1. 与SharePoint完全同步 – 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. 文件预览 (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 SharePoint的CB区块链印记

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 Document Extractor的审查 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

"当我们第一次发现Document Extractor时,我们认为,如果它能做到它在罐子上说的那样,它就能满足我们所有的要求。它确实做到了:只需进行基本配置,而且第一次就成功了!"
Chris Lynch - Director of Chris Lynch IT Consulting

如果我在SharePoint中已经有了我的文档,但想在Salesforce中链接到它们,怎么办?

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 our■▄Connect Bridge"■▄_202F集成平台 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.

我还可以与Salesforce整合什么?

You can actually integrate any type of dataset with Salesforce in a similar way, using the CB内部数据库与Salesforce同步 的解决方案。这个解决方案是基于 Connect Bridge集成平台 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 甲骨文, SAP HANA, 玛丽亚数据库ǞǞǞ 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 免费试用. 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 产量 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.

外卖

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

Document Extractor - 更便宜的存储,符合GDPR标准,提高可用性。

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.

免费试用Document Extractor。

Article last updated on October 12, 2021

More on Document Extractor Built for Salesforce Platform

如果您对Salesforce SharePoint集成感兴趣,不妨看看下面的文章和案例研究。

如果您正在寻找一种支持 Salesforce Exchange连接,涉及多个Exchange服务器,请查看 CB Salesforce Exchange同步.

Ana Neto - 技术顾问,作者

Ana Neto
在Connecting Software的技术顾问。

作者:

我从1997年开始做软件工程师,最近比较喜欢写作和公开演讲。  您对本篇文章或对Connect Bridge有什么疑问或意见? 我很希望得到您的反馈!

 ana@connecting-software.com

评论 18

  1. 你好Cesar,是的,我们支持自定义对象。最好的办法是联系我们,我们可以向您展示并回答您所有的问题。
    最好的
    托马斯

  2. 我们在Sharepoint中以一种复杂的(传统的子文件夹)结构拥有数千份文档,而在Salesforce中没有。能否从Sf记录中获取链接到相应的Sharepoint "文件夹",其中有所有已经存在的文档?
    怎么说?

  3. 帖子
    作者

    你好,马克。

    我们用Document Extractor做的事情与您的需求差不多是相反的:我们把SF的文件拿到SharePoint上。对于你的需求,我认为我们的Connect Bridge平台是最合适的。这是我们用来构建Document Extractor的平台,所以你可以很容易地构建你自己的定制软件,实现你的需求。我们将通过您指定的电子邮件与您取得联系,与您探讨这个方案。

    Ana Neto

  4. 嗨,我的天
    我们今天所有的文件都是在Sharepoint中上传的。我们希望用户能够从Salesforce自定义对象记录中搜索Sharepoint,并且能够链接到记录。另外,如果用户上传新文件,也应该上传至Sharepoint。你们的解决方案是否提供这两种方式?

  5. 帖子
    作者

    我们的解决方案将文件从Salesforce传输到SharePoint,当然是在文件上传到Salesforce后。然后,该解决方案将Salesforce中的原始文件替换为URL。

    用户仍然可以在Salesforce中搜索这些文件,因为我们保留了Salesforce中的文档名称和扩展名。

    最初,如果您的所有文件都是SharePoint,那么我们可以使用我们的 Connect Bridge 平台,以便在 Salesforce 中创建指向 SharePoint 中的文档的 URL。这些URL可以在Salesforce中的所有默认和/或自定义对象下创建。

  6. 嗨,我的天

    看起来这个包可以实现我们想要的一些功能。 但是,我们也希望能够进行整合,当在Salesforce中创建一个新的自定义对象(即一个机会)时,会在Sharepoint中创建一个文件夹,这就是与该机会相关的所有文档的存储位置。 当机会被赢得后,我们的Salesforce系统就会创建一个项目。 我们希望所有的项目文档也能保存在这个机会文件夹中。 这是很容易实现的事情吗? 谢谢你

  7. 帖子
    作者

    是的,每当您添加一个新的对象,产品会自动在SharePoint上添加一个新的文件夹。此外,它还会保留相同的结构以及所有与该新对象相关的文件。

  8. 帖子
    作者

    这将是我们的荣幸!我们的销售团队将尽快与您联系。我们的销售团队会尽快与您联系。

  9. 嗨!

    我们正在寻找上传报告,以共享点从Salesforce org在每个星期结束,它是可能通过这个应用程序。

    Bhawna singh

  10. 帖子
    作者

    假设报表在一个账户下。当您第一次将报表放在Salesforce上时,报表将被上传到SharePoint,并将其放在该账户的文件夹下。每次你使用这第一份报表时,你实际上都是在SharePoint文档中工作。在Salesforce方面,你会有一个链接到它。因此,从SharePoint或Salesforce访问它将有同样的效果。

    如果一周后,你在该账户下创建一个新的报告,那么同样的情况又会发生。

  11. 嗨,我的天

    我们已经创建了一个使用先端和Lightning组件的Salesforce应用程序,用于上传许多文档,并将这些文档附加到一个自定义对象的正确记录。

    我们可以用Document Extractor将此文件转移到SharePoint吗?Document Extractor的流程能否与我们的应用相冲突?

  12. 帖子
    作者

    只要您的文档是标准的Salesforce文件(内容文档)或附件,那么Document Extractor就可以将它们移动到SharePoint。附在自定义对象上的文件没有问题。我建议你去试用一下,自己测试一下。

  13. 我们在Salesforce中对不同类型的机会有3种不同的文件夹结构。 Document Extractor是如何处理的? 谢谢您的解答。

  14. 帖子
    作者

    Document Extractor在默认情况下,会根据Salesforce对象的名称和层次结构,使用自己的文件夹结构。可以使用Salesforce中的自定义字段来自定义记录的文件夹,所以如果你能以Salesforce公式的形式表达你希望文件放在哪里,我们可以支持。

    我们会尽快与您联系,让您自己看看这一切是如何运作的。

  15. 很喜欢读上面的文章,真的很详细地解释了一切,文章非常有趣和有效。谢谢你,祝你在接下来的文章中好运。

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