Gonexa Connect

The Gonexa Connect solution allows you to store your documents on Google Drive Sharepoint or on an SFTP server. Collaborate on a document generated from Word online and store your documents on your own servers.

Setting up Connect for Sharepoint

Allow document collaboration after generation, maintaining a single reference version, synchronized with your context in Salesforce.

We're going to go through 4 steps to achieve this:

Setting up Files Connect
Activating Gonexa Connect user rights
The Salesforce Setup of Files Connect
The choice of location by template

Prerequisites

BEFORE STARTING

Have installed and set up Gonexa Doc
Have subscribed to Gonexa Connect
Please contact sales if necessary.
Have access to an admin account that can grant administrator consent for authorized application APIs. Contact your company's Sharepoint manager to set up Gonexa Connect.
Have a Salesforce account that has access to the Sharepoint admin account
Have a Sharepoint site created

Azure & Sharepoint Setup

STEP #1

⚠️ These steps require access to your Sharepoint by an administrator.

Creating an application

Access your Sharepoint from the Azure portal (portal.azure.com)

Access the “Azure Active Directory” service
Go to “Application Registration”
Click on “New registration”
Enter a Name (e.g. Gonexa).
Leave the default settings for now
Click on register

Addition of the 3 application permissions

AUTHORIZATION 1

Go to the “Authorized APIs” tab
Click on “Add authorization”
Select Microsoft Graph, then Application Permissions
Select the following permissions:
Website > site.readwrite.all (Application)
Website > Site.Selected* (Application)
Files > Files.readwrite.all (Application)

AUTHORIZATION 2

Click on “Add authorization”
Go to the Sharepoint tab
Click on Application Authorization
Select the following permissions:
Sites > sites.readwrite.all (Application)
Sites > Sites.Selected* (Application)
User > User.Read.All (Application)

*There are additional steps to be done by the Sharepoint admin if this option is chosen instead of Sites.readWrite.all (How to use).

Then click on Grant Administrator Consent for {Your Business Name}

⚠️ This step requires “Super Admin Sharepoint” rights. If the button is disabled, contact an administrator with the required rights.

Generate a client secret

Go to the Certificates & Secrets tab in the Secret Client tab
Click on “New Customer Secret.”

Description : Gonexa Connect
Expiry date: (unhindered)
E.g. 730 day (24 months)

💡 Please remember to update these items before expiration day.

Click on Add

Retrieve the codes

Access certificates & secrets from the Customer Secrets tab.
Retrieve the following items:

Value: It is the secret

⚠️ This value can only be recovered when the key is created. If it is no longer displayed you will need to create another key.

From the Overview tab:

Application ID (customer): constitutes the consumer ID
Directory ID (tenant): constitutes the tenant ID

Creating a site from Sharepoint

If you don't already have a site set up in Sharepoint, please create one.

💡 You can create a test site to install the Gonexa Connect package in Sandbox.

From Sharepoint, go to My Sites
Click on “Create a site”
Select “Team Site”
Site name: {Choose your own} ex. Salesforce
Click Next, then Finish

Salesforce Setup

STEP #2

Create an permission set in Salesforce

From your Salesforce setup, go to permission Sets and click New.

Tag: filesConnect
API name: FilesConnect

Save

In the System section of your permission set

Click on System Authorization
Click on Edit
Search Files connect in the cloud
Check the Enabled box and save
Record confirmation of authorization changes
On the same page, click Manage Assignments
Then, click on Add Assignments
Change the list view to see all users and check those to whom you should assign rights (and yourself)
Click Next and then Assign

Creating an authentication provider

From Salesforce Setup, go to Authentication Providers.

Click on New

Type of supplier : Open Id Connect
Name : Sharepoint
URL suffix : Sharepoint
Consumer key: Paste the consumer ID (previously found from the Overview tab, in the Application ID (client) section on Sharepoint)
Consumer secret : Paste the secret (Previously found from Sharepoint in Certificates & Secrets, in the Client Secrets tab. Copy the code from the Value column.)
Authorization endpoint URL: https://login.microsoftonline.com/common/oauth2/authorize?resource=https%3A%2F%2FYOUR_TENANT.sharepoint.com&prompt=login

(Replace YOUR_TENANT with the name of your Sharepoint Ex.: Gonexa https://login.microsoftonline.com/common/oauth2/authorize?resource=https%3A%2F%2FGONEXA.sharepoint.com&prompt=login)
Token endpoint URL: https://login.microsoftonline.com/common/oauth2/token
User Information Endpoint URL: (empty)
Token issuer: (empty)
Default extent: (empty)
Send an access token in the header: Checked
Include consumer secret in SOAP API responses: Checked
Custom error URL: (empty)
Custom logout URL: (empty)
Record manager: (empty)
Run the record as: (empty)
Gate: (empty)
Icon URL: (empty)

Save

Redirect URL

Retrieve the Reminder URL available in the Salesforce Configuration block after validation of the Sharepoint Authentication Provider.

Ex https://gonexa.my.salesforce.com/services/authcallback/Sharepoint

In the Redirect URL category, from the Overview in the Azure Portal, click Add a Redirect URL.

Click on + Add a platform
Select WEB
In the Redirect URL part, paste the callback URL that you retrieved from the Sharepoint authentication provider.
Click on Configure

Creating an external data source

⚠️ This step must be performed by a Salesforce user who has access to the Sharepoint application that was created, that is, for example, the owner. Upon validation of the configuration, he must connect to Sharepoint with his username and password.

From the Salesforce Setup, go to External Data Sources. Click New External Data Source.

External data source : Sharepoint
Name : Sharepoint
Type: Files connect > Microsoft SharePoint Online
Site URL: From Sharepoint, copy the first part of the URL (ex: https://gonexa.sharepoint.com/sites/MonSite/) name of the site and paste it here.
Identity type: By user
Authentication protocol: OAuth 2.0
Authentication provider: Select Sharepoint
Extent: (empty)
Administrative authentication status: pending
Start the registration authentication flow: tick

Save and connect to your Sharepoint with your username and password to validate this step.

⚠️ This step cannot be bypassed. If administrator approval is required, refer to authorization step #Ajout. Your Sharepoint Administrator should grant you administrator consent in the Authorized APIs tab.

Validate and synchronize the Sharepoint data source

From Salesforce Setup

Access the external data source: Sharepoint
Click on Validate and Synchronize on the external data source
From the page: Validate the external data source: Sharepoint.
Select the Items_SharePoint table
Click on Synchronize

Enable access to the external Sharepoint data source

Go to Authorization Sets and select Files Connect
In the Application Settings section, go to Object Settings
Search for Items-SharePoint, and open it
In the Field Permissions section, check all Read Access boxes.
In the Object Permissions section, check the Enabled check box
From the Files Connect permission set configuration page, in the application settings section, go to External Data Source Access
Click on Edit
Pass Sharepoint to the activated external data sources and save.

Create a custom setting

From Salesforce Setup, go to Custom Settings.
Find the Sharepoint line, and click Manage.
Click New in the first section, to create the default custom setting at the organization level.

Customer Id : {Paste the consumer Id found from the Sharepoint Overview tab into application ID (client)}
Secret Customer: (previously found in Sharepoint. In the Certificates & Secrets category, in the Customer Secrets tab. From the Gonexa Connect line. Copy the code from the Value column.)
Default path : This is the Sharepoint path in which to drop the generated file

This field thus controls the storage location of all documents stored on the platform's Sharepoint. You can leave it empty if you want to set up a path per template. If not, fill in the path as it is: /foldername

Ex. Quote/2022/Customer

💡 This is the storage location of the file generated by default, but you can control it from the template or the flow box
Site id : SharePoint id (required)

💡 The Sharepoint Id is found in the URL of your Sharepoint site /_api/site/id
‍Ex. gonexa.sharepoint.com/sites/salesforce/_api/site/id
‍From the displayed XML code, retrieve the Id.
Tenant id : Previously found in Sharepoint. This is the directory ID (tenant), found in the overview
Library : Enter the name of the library in which to store the document if there is one, otherwise leave empty in which case the documents will be stored in Document.

e.g. gonexaConnect

Save

Choice of location by template

STEP #4

Set the storage location of the generated files

From Salesforce, access document templates (Document template).

Open the template (s) from which you want to generate on Sharepoint.
Go to the Storage Location field, click on the edit symbol.
Select the desired storage location.

💡 Tip, choose to store documents on Sharepoint or Salesforce and Sharepoint.
Click Save.