Summary: By integrating SharePoint with Ziflow, users can easily expand their online proofing capabilities. With this integration, users can conveniently create folders and upload files in SharePoint for new proofs, comments, decisions, and other related tasks. This helps ensure that the entire team is up-to-date with the tools they are already familiar with.

Follow the instructions on how to:

• Connect with SharePoint

• Set up SharePoint automated flow

• Set up SharePoint Zibot actions

• Connect Ziflow proofs with SharePoint files

• SharePoint flow examples

• Additional information

Connect with SharePoint

To integrate SharePoint with Ziflow, open the Connect tab in the Ziflow account and click on the Applications tab on the left. Once inside the Applications menu, select SharePoint from the list. You'll be asked to authenticate with SharePoint credentials and then authorize Ziflow to access the SharePoint account.

To enable SharePoint fields at the proof level, please go ahead and navigate to the connection settings and activate them by selecting the Show option.

Once this is done, you should see SharePoint integration on a connections list.

Set up SharePoint automated flows

Once Ziflow and SharePoint are connected, you can set up automated flows to send information to SharePoint. Start by going to the Connect tab and clicking the Create Flow button in the upper right corner of the screen.

Select Ziflow as the Application and choose which Event (new proof/version, decision made, new comment/reply, comment resolved, comment labeled) you want to start the integration. For more information, see Ziflow events.

Set up SharePoint Zibot actions

After saving the event flow triggers, choose a SharePoint Zibot action that will pass the information set in the previous step directly to SharePoint:

Use the following Zibots:

1. Search SharePoint file - with this Zibot, you can search for SharePoint files. Enter a file name, and Ziflow will look through all SharePoint files for matching file names.

    

   

    

2. Search SharePoint folder - with this Zibot, you can search through SharePoint folders. By using search folder results, you can create intricate workflows within Ziflow. Enter a folder name or use a token, and Ziflow will look through all SharePoint folders for matching folder names.
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3. Create SharePoint folder - with this Zibot, you can create new folders in SharePoint. You have the freedom to choose the name of the folder and its location within the SharePoint folder structure.

    

   

    

4. Upload file to SharePoint - with this Zibot, you can send the Ziflow asset file to the selected SharePoint folder.

    

   

5. Search SharePoint library - search for SharePoint libraries using this Zibot.
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Combining various actions with the events described earlier allows you to create flows capable of handling multiple integration use cases. Using events and actions (also known as Zibots) will facilitate the sending or updating of data within the designated SharePoint account. Also, at the end of this article, you can find a few examples of flows that can show how we use our flows functionality.

Kindly take note that in order to successfully upload a file to SharePoint, the Download of the original file option must be enabled at the proof level. Without this setting, SharePoint will not be able to access the file from Ziflow.
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Connect Ziflow proofs with SharePoint files

Once you've connected SharePoint to Ziflow, you can start linking proofs with the SharePoint files from the Integrations tab while creating proofs or editing proof details.

It's important to keep in mind that to use integration fields while configuring or editing proofs, you must enable them in the application settings.

Connecting proofs with integration files is very quick and straightforward. During the proof configuration, open an integrations tab and select the SharePoint file (site & file).

SharePoint flow examples

Automatically upload the Ziflow proof file to the SharePoint folder when a final decision is submitted on the proof and seamlessly populate application fields.

1. Start creating a flow by selecting an event trigger which will be a Decision made. I selected the Approved decision made on a proof level as an event trigger. You can also set the event to be triggered only when a decision is submitted on a proof in a specific Ziflow folder (I selected the SharePoint reviews folder).
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2. Choose the Search SharePoint folder from the Zibot list:
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3. Please ensure that all required information is provided in the Zibot configuration. In my case, I utilized a proof folder token as the Ziflow folder name corresponds exactly to folders in SharePoint.
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4. Now you can add an Upload file to SharePoint Zibot. It will send an asset file to a designated folder in SharePoint.
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   When configuring Zibot, choose a site and enter the target folder path. You can provide the SharePoint folder path manually (e.g.: /your/sharepoint/folder/path) or use a JSON query to collect it from the previous action, such as the SharePoint folder search.
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   JSON query:

    #{$.zibot[0].data.value[0].hitsContainers[0].hits[0].resource.webUrl ~> $replace(/.*Shared Documents/, '')}#

    

5. Please add another Zibot to the workflow. This Zibot should be an internal Ziflow Zibot (Add proof integration property), and its purpose is to populate the site ID field of a proof with information sourced from SharePoint.

   

   
   Fill out the Add proof integration property Zibot configuration.
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6. At the end of your workflow add internal Ziflow Zibot (Update proof integration property), and its purpose is to update the proof integrations tab with the file ID field from SharePoint.
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   Fill out the Add proof integration property Zibot configuration.
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7. In order to test the automation, start a proof in Ziflow and approve it manually. When the flow is activated, it will locate the appropriate SharePoint folder, upload the proof file, and populate the Ziflow proof integrations tab with relevant details about the file in SharePoint.
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Additional information:

Kindly take note that in order to successfully upload a file to SharePoint, the Download of the original file option must be enabled at the proof level. Without this setting, SharePoint will not be able to access the file from Ziflow.
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Supporting Material:

• FAQ: How can I use JSONPath in Webhook Zibots?

• API Reference Page