How to Enable SharePoint Integration for File Uploads from Power Pages Forms

Integrating SharePoint with Power Pages allows users to upload, manage, and access files directly from forms, creating a seamless experience. This blog provides a comprehensive guide to setting up SharePoint integration, configuring document management for tables, and adding a document location subgrid to your forms.

Step 1: Set Up Your SharePoint Site

The first step in enabling SharePoint integration is to create a dedicated SharePoint site:

Log in to SharePoint: Access your SharePoint account using your credentials.

Create a New Site:

• Navigate to the "Create Site" option.
• Choose between a Team Site or Communication Site based on your needs.
• Name your site appropriately (e.g., "Expense Management Files").

Note the URL: After the site is created, make a note of the SharePoint URL, as you will need it for configuration in Power Pages.

Creating a specific SharePoint site ensures that all uploaded documents are stored in a centralized and secure location, simplifying management and retrieval.

Step 2: Enable SharePoint Integration in Power Pages

To integrate your SharePoint site with Power Pages:

Access Power Platform Admin Center:

• Go to Power Platform Admin Center.

Select the Environment: On the left-hand menu, choose Environments and select the environment where your Power Pages site is hosted.

Navigate to Resources: Under Resources, select Power Pages sites.

Manage Your Site:

• Find your Power Pages site and click Manage.
• Scroll down to the Services section on the right-hand side.
• Toggle Enable SharePoint Integration to "Yes."

This step ensures that your Power Pages site is configured to use SharePoint for document storage and management.

Step 3: Configure Document Management for Your Table

To enable document management for your table and integrate it with SharePoint, follow these detailed steps:

Access Advanced Settings:

• Navigate to Settings > Advanced Settings in your Power Apps environment.

Enable Server-Based SharePoint Integration:

• Go to Document Management and select Enable Server-Based SharePoint Integration, then click Next to proceed

• Choose Online to indicate that your SharePoint sites are hosted online, Then click Next.

• Paste the URL of the SharePoint site you created earlier.

• Click Next to validate the URL. If the URL is valid, click Finish to complete this step.

Configure Document Management Settings:

• After enabling SharePoint integration, select Document Management Settings.

• Add the SharePoint site URL again if required.
• Choose the table(s) you want to enable for document management (e.g., "Expense").
• Complete the configuration by saving your settings.

Enabling server-based SharePoint integration ensures that your Power Pages forms can securely interact with SharePoint for document storage and management.

Step 4: Add a Document Location Subgrid to Your Form

The document location subgrid provides users with a clear interface to manage uploaded files:

Edit Your Form:

• Go to Advanced Settings > Solutions and select your solution.

• Locate your table (e.g., "Expense") and choose the form you want to edit.

Insert a Section for Documents:

• In the form editor, click Insert > Section to add a new section where the subgrid will be placed.

Add a Subgrid:

• Inside the new section, insert a Subgrid.
• Configure the subgrid to display Active Document Locations as the default view.
• Assign it a descriptive name, such as "Document Uploads."

Customize the Label:

• Add a user-friendly label to the subgrid for clarity (e.g., "Upload Supporting Documents").

Save and Publish: Save your changes, publish the form, and return to your solution.

Publish All Customizations: Ensure all customizations are published to make them active.

The subgrid enables users to view, upload, and manage documents linked to each record directly from the form.

Step 5: Set Up Table Permissions

Access Portal Management: Open Portal Management and navigate to Security > Table Permissions.

Create a Permission for File Uploads:

• Add a new permission named File Upload.
• Select the relevant table (e.g., "Expense").
• Choose your Power Pages site under Website.
• Set Access Type to Global.
• Add the required privileges (e.g., Create, Read, Write).
• Assign appropriate Web Roles to the permission.
• Save the permission.

Create a Permission for SharePoint Document Locations:

• Add another permission named File Upload SharePoint Document.
• Select the Document Location (SharePointDocumentLocation) table.
• Link it to the parent table using the Parent Relationship field.
• Set Access Type to Parent.
• Add privileges and save the permission.

These permissions ensure that users can upload and view files securely based on their roles.