SharePoint (Enterprise add-on) integration setup

Topic Description
Minimum requirements Minimum version requirements to enable the integration
Set up the integration Connect OpenProject and SharePoint instances as an administrator
Sharepoint site setup guide How to set the necessary permission on your SharePoint site
Using the integration How to use the SharePoint integration
Edit a SharePoint file storage Edit a SharePoint file storage
Delete an SharePoint file storage Delete a SharePoint file storage

Nota

SharePoint integration is an Enterprise add-on and can only be used with Enterprise cloud or Enterprise on-premises. An upgrade from the free Community edition is easy and helps support OpenProject.

OpenProject offers an integration with SharePoint to allow users to:

  • Link files and folders stored in SharePoint with OpenProject work packages
  • View, open and download files and folders linked to a work package via the Files tab

The goal here is to provide access to all the Document Libraries in a SharePoint site, as a file storage system for OpenProject.

Nota

This guide only covers the integration setup. Please go to our SharePoint integration user guide to learn more about how to work with the SharePoint integration.

Minimum requirements

Please note these minimum version requirements for the integration to work with a minimal feature set:

  • OpenProject version 17.0 (or above)
  • Access to a SharePoint site

We recommend using the latest version of OpenProject to be able to use the latest features.

Set up the integration

Importante

You need administrator privileges in the Azure portal for your Microsoft Entra ID and in your OpenProject instance to set up this integration.

Please make sure that you configure your Azure application to have the following API permissions:

  • Files.ReadWrite.All - Type: Delegated
  • Sites.Selected - Type: Application
  • offline_access - Type: Delegated
  • User.Read - Type: Delegated

Navigate to System administration -> File storages. You will see the list of all storages that have already been set up. If no files storages have been set up yet, a banner will tell you that there are no storages yet set up.

Click the green +Storage button and select the SharePoint option.

Add a new SharePoint storage to OpenProject

A screen will open, in which you will first need to add the Name, Directory (tenant) ID and the Host details for your new SharePoint storage. Please consult your Azure administrator and the Site guide to obtain respective information. Be aware, that the last step includes copying generated information to the Azure portal. Enter your data and click the green Save and continue button.

Setting up a new SharePoint storage

Continue by filling out the information for the Azure OAuth and once again click the green Save and continue button.

OAuth applications details in SharePoint file storages setup in OpenProject

Finally, copy the Redirect URl and click the green Finish setup button.

Redirect URI details in SharePoint file storage setup in OpenProject

You will see the following message confirming the successful setup on top of the page.

System message on successful SharePoint file storages setup in OpenProject

Importante

In SharePoint you can add (custom) columns in addition to the ones shown by default (Modified and Modified by). Please keep in mind if these custom columns are added, OpenProject integration can no longer copy the automatically managed project folders. The columns will have to be de-activated, or ideally not be created in the first place.

Enable SharePoint file storage in projects

Now that the integration is set up, the next step is to make the SharePoint file storage you just created available to individual projects. This can be either done by you directly in the system administration under Projects tab of a specific file storage, or on a project level under Project settings.

To add a SharePoint to a specific project on a project level, navigate to any existing project in your OpenProject instance and click on Project settings -> Files and follow the instructions in the Project settings user guide.

To add a SharePoint storage to one or multiple projects on an instance level, click on a file storage under Administration -> Files -> External file storages and select Projects tab. You will see the list of all projects, for which the file storage was already activated. Click the +Add projects button.

Add SharePoint file storage to projects in OpenProject administration

You can you use the search bar to select either one or multiple projects and have an option of including sub-projects. Select the type of project folders for file uploads and click Add.

Select projects to activate SharePoint storage in OpenProject administration

You can always remove file storages from projects by selecting the respective option.

Remove SharePoint file storage from a project in OpenProject administration

Using the integration

Once the file storage is added and enabled for projects, your users are able to take full advantage of the integration between SharePoint and OpenProject. For more information on how to link SharePoint files to work packages in OpenProject, please refer to the SharePoint integration user guide.

Edit a SharePoint file storage

To edit an existing SharePoint file storage hover over the name of the storage you want to edit and click it.

Select SharePoint file storage in OpenProject system administration

To update the general storage information, select the Details tab, click the Edit icon next to the storage provider. To replace the Azure authentication information, click on the Sync icon next to the OAuth application. With changing the authentication information the redirect URI will get generated again and thus needs to be copied again. The redirect URI can be copied by clicking the Copy-to-Clipboard icon next to the information text, or by entering the form by clicking the View icon.

Dica

If you have selected automatically managed access and folders you will also see the Health status message on the right side. If the file storage set-up is incomplete or faulty, an error message will be displayed in that section. Read more about errors and troubleshooting here.

Edit SharePoint in OpenProject

Here you will be able to edit all the information you have specified when creating the SharePoint connection initially.

Delete a SharePoint file storage

You can delete a SharePoint file storage either at a project level or at an instance level.

Deleting a file storage at a project level simply makes it unavailable to that particular project, without affecting the integration for other projects. Project admins can do so by navigating to Project settings -> Files and clicking the Delete icon next to the file storage you would like to remove.

Delete a SharePoint storage from an OpenProject project

Deleting a file storage at an instance level deletes the SharePoint integration completely, making it inaccessible to all projects in that instance. Should an instance administrator nevertheless want to do so, they can navigate to Administration -> File storages, hover over the name of the file storage they want to remove and click it to enter the next page. Then they need to click the Delete button in the top right corner.

Delete icon for SharePoint integration in OpenProject system settings

You will be asked to confirm the exact file storage name.

Delete a SharePoint integration from OpenProject system settings

Importante

Deleting a file storage as an instance administrator will also delete all settings and links between work packages and SharePoint files/folders. This means that should you want to reconnect your SharePoint instance with OpenProject, you will need to complete the entire setup process once again.

Getting support

If you run into any issues, or you cannot set up your integration yourself, please use our Support Installation & Updates forum or if you have an Enterprise subscription, please contact us at Enterprise Support.