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:
Please note that before setting up the integration between Ziflow and any third-party tool, it is necessary to connect Ziflow with the external application first. The process of connecting Ziflow to external applications can be found below.
How to 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.
Setting 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 trigger the integration.
You will be presented with the event details page, which will vary depending on your selected event. There are nine different types of events:
New proof/version
Triggered by - select the type of request that will trigger the Zibot.
Created in - select the Ziflow folder that this flow will monitor.
Created by - select the user responsible for this flow activation.
Created from - you can also select a source event from which the flow will be triggered: Ziflow, Adobe Creative Cloud, Asana, monday.com, Zibot intake form, Dropbox, Google Drive, or Final Cut Pro.
Proof updated
Triggered by - select the type of request that will trigger the Zibot. Use various events that might trigger the flow: folder change, proof settings updated, custom property edited, integration properties changed.
Modified in - select the Ziflow folder that this flow will monitor.
Decision made
Triggered by decision made - select on what level a decision needs to be made to activate the flow. We might distinguish three different levels of decision: on proof, on stage, and by reviewer.
Type of decision - choose the type of decision that needs to be made to activate the flow.
Created in - select the Ziflow folder that this flow will monitor.
New comment/reply
Triggered by new comment / new reply - please select whether a comment or a new reply should trigger the flow.
Made by - choose if a Zibot should be activated by a specific reviewer or anyone who adds a comment/reply.
Created in - select the Ziflow folder that this flow will monitor.
Comment resolved
Created in - select the Ziflow folder that this flow will monitor.
Comment labeled
Trigger by label made - please determine whether this event should prompt action based on adding labels to comments, replies, or both.
Comment is labeled as - select which label(s) should trigger a Zibot.
Created in - select the Ziflow folder that this flow will monitor.
Stage updated
Triggered by - select which type of the stage updated event should trigger the Zibot. There are three types of stage update events: reviewer added, reviewer removed, stage locked, and deadline changed.
Modified in - choose the Ziflow folder that this flow will monitor.
Stage started
Triggered by - select which type of the stage updated event should trigger the Zibot.
Modified in - choose the Ziflow folder that this flow will monitor.
Comment reaction
Triggered by - choose to start a flow based on reactions added to comments, replies, or both.
Comment reacted with - select what type of reaction should trigger a flow.
Created in - select the Ziflow folder that this flow will monitor.
Setting 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:
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.
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.
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.
Upload file to SharePoint - with this Zibot, you can send the Ziflow asset file to the selected SharePoint folder.
Search SharePoint library - search for SharePoint libraries using this Zibot.
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.
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.
Before you start configuring the flow, please make sure to read the Ziflow internal Zibots article. This step is necessary because you need to connect Ziflow as an internal application in order to use it to update proofs.
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).
Choose the Search SharePoint folder from the Zibot list:
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.
Now you can add an Upload file to SharePoint Zibot. It will send an asset file to a designated folder in SharePoint.
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.
JSON query:
#{$.zibot[0].data.value[0].hitsContainers[0].hits[0].resource.webUrl ~> $replace(/.*Shared Documents/, '')}#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.
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.
Fill out the Add proof integration property Zibot configuration.
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.
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.
If you're combining a Sharepoint flow with a webhook Zibot in it (Trigger > Upload file to SharePoint> Search SharePoint file > Send Webhook), then you might want to have the Webhook action to be placed right after the Upload file to SharePoint Zibot (Trigger > Upload file to SharePoint > Send Webhook) and skip the Search SharePoint file action.
This ensures that the Webhook Zibot contains all details from the previous action.