Sharepoint

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The article provides a comprehensive guide on integrating SpotDraft with Microsoft SharePoint, allowing users to seamlessly save executed contracts to SharePoint for better organization and collaboration.

🛠️ Integrating SpotDraft with Microsoft SharePoint

Seamlessly save executed contracts to SharePoint for better organization and collaboration.

`📄`Index:

Introduction

Prerequisites

Installation & Configuration

🚀 Introduction

Transform your contract management process with the SpotDraft-SharePoint integration, a dynamic solution that combines SpotDraft's contract execution efficiency with SharePoint's robust document management system. This integration is tailored to enhance organization and accessibility in contract handling, offering an automated and user-friendly approach for businesses.

With this integration, every contract executed in SpotDraft is automatically converted to a PDF and saved to SharePoint. This streamlined process is focused on ease of use and efficient management.

Key Features of the Integration:

Customizable Storage Path: Users have the freedom to select the specific Site, Drive, and Folder within SharePoint where all executed contract PDFs will be stored. This selection tailors the storage location to your organization's unique SharePoint structure.

Automated File Organization: All contracts are saved in the chosen SharePoint folder, adopting a uniform naming convention for ease of identification and retrieval. Each filename follows the format: 'Counterparty Name - Contract Title - Unique ID'. This systematic approach ensures logical storage and straightforward access to contracts.

Efficient Sharing and Collaboration: Leverage SharePoint's extensive sharing and collaboration features to enhance team productivity and stakeholder communication while maintaining stringent control over contract accessibility.

Enhanced Security with Automated Backups: Benefit from SharePoint’s advanced security features, complemented by SpotDraft’s automated backup system, to ensure that your contracts are not only stored safely but also backed up regularly for additional security.

This guide will provide you with the steps to configure this integration, enabling you to fully leverage SharePoint’s document management capabilities in tandem with SpotDraft’s contract management system for a streamlined, efficient, and secure experience.

📝 Prerequisites

Before installing the SharePoint integration:

Ensure "SharePoint" integration is enabled in your SpotDraft workspace.

Have an organizational ShareDrive account ready (e.g. integrations@company.com).

Access to your Microsoft Entra ID (within Microsoft Azure https://portal.azure.com/#home).

Identify SharePoint destination folder details that will need to be specified in SpotDraft:

Decide on the subfolder structure and file naming format (details below).

Folder Structure and File Naming:

When configuring the integration, you will define:

Subfolder structure within the parent folder, such as:

Parent > Counterparty > Contract Type

Parent > Contract Type > Counterparty

Parent > Counterparty

Parent > Entity > Counterparty

File naming format with contract label and date format:

Label: <contract_title>, <contract_type>, <entity_name>, or <counterparty_name>

Date: <ddmmyyyy>, <mmddyyyy>, or <yyyymmdd>

Note: For imported historical contracts without counterparty name or contract type, the fallback filename is set to "Others".

⚙️ Installation & Configuration

Note. We are going to collect 4 data points and then enter these into SpotDraft. You can use the following quick ref data table to gather the information to aid the setup. Just copy and paste it into a document that you can edit.

SpotDraft Quick Ref Data Table

SpotDraft required data	MS Data Label	MS Data (EXAMPLE DATA)
Tenant name	Primary domain
Tenant ID	Tenant ID
Client ID	Client ID
Client Secret	Client Secret

1. Obtain your MS Azure ‘Primary domain’ and ‘Tenant ID.

1.1 - Login to Microsoft Azure https://portal.azure.com/#home and select ‘Microsoft Entra ID’ from the ‘Azure services’.

1.2 - Copy and paste information from Azure to SpotDraft Quick Ref Data Table.

1.2.1 - Copy the ‘Tenant ID’ (Azure) and paste it to ‘Tenant ID’’ (SpotDraft Quick Ref Data Table).

1.2.3 - Copy the ‘Primary domain’ (Azure) and paste it to ‘Tenant name’’ (SpotDraft Quick Ref Data Table).

Note. Only paste the first part of the domain (up to the first dot)

Your Quick ref Data Table, should look similar to this:

SpotDraft required data	MS Data Label	MS Data (EXAMPLE DATA)
Tenant name	Primary domain	acme
Tenant ID	Tenant ID	d662b331-a0c9-48c2-bd90-80d88fde6259
Client ID	Client ID
Client Secret	Client Secret

2. Register the SpotDraft App.

2.1 - Navigate to Sharepoint’s App Registration page

Edit the following link replacing [TENANT-NAME] with the ‘Tenant name’ that you added to the ‘SpotDraft Quick Ref Data Table’.

Link: https://[TENANT-NAME].sharepoint.com/_layouts/15/AppRegNew.aspx

Example edited link: https://acme.sharepoint.com/_layouts/15/AppRegNew.aspx

2.2 - Generate the ‘Client ID’ & ‘Client Secret’ and paste them to the (SpotDraft Quick Ref Data Table).

Your Quick ref Data Table, should look similar to this:

SpotDraft required data	MS Data Label	MS Data (EXAMPLE DATA)
Tenant name	Primary domain	acme
Tenant ID	Tenant ID	d662b331-a0c9-48c2-bd90-80d88fde6259
Client ID	Client ID	f47e3c68-5d3f-4a76-9b9a-8b5f6fd21cbb
Client Secret	Client Secret	RmJ4aUlZd3pMNGpGV2tSN2JmVU12elJ3c1VUb2ZlZEk=

2.3 - Enter the following details into the App Registration form on SharePoint

Title: [Company Name] SharePoint Integration With SpotDraft

App Domain: www.tray.io

Redirect URL: https://auth.tray.io/oauth2/token

2.4 - Click Create.

Step 5 - Click OK on the success message.

3. Grant access permissions to the SpotDraft App

3.1 - Navigate to Sharepoint’s App Permission page

Edit the following link replacing [TENANT-NAME] with the ‘Tenant name’ that you added to the ‘SpotDraft Quick Ref Data Table’.

Link: https://[TENANT-NAME]-admin.sharepoint.com/_layouts/15/appinv.aspx

Example edited link: https://acme-admin.sharepoint.com/_layouts/15/appinv.aspx

3.2 - Look Up the App by entering the ‘Client ID’ from the (SpotDraft Quick Ref Data Table) and Clicking on ‘Lookup’.

3.3 - Ensure the Title, App Domain and Redirect URL that are pre-populated are correct.

3.4 - Add the following code into the Permission request box.

<AppPermissionRequests AllowAppOnlyPolicy="true">
  <AppPermissionRequest Scope="http://sharepoint/content/tenant" Right="FullControl" />
</AppPermissionRequests>

3.5 - Click Create.

3.6 - Click Trust It.

4. Configure the Integration in SpotDraft

4.1 - Login to your SpotDraft workspace and navigate to Settings → Integrations.

4.2 - Open the Cloud Storage section and select SharePoint.

Step 3 - Open the Setup section and click Connect.

Follow the Setup wizard to:

1. Authenticate your SharePoint account.

1.1 - Select the SpotDraft environment e.g. Production.

1.2 - Click New authentication

1.3 - Set the authentication name and use your SpotDraft Quick Ref Data Table to complete all details

1.4 - Click Create.

SpotDraft required data	MS Data Label	MS Data (EXAMPLE DATA)
Tenant name	Primary domain	techventuresolutions
Tenant ID	Tenant ID	d662b331-a0c9-48c2-bd90-80d88fde6259
Client ID	Client ID	f47e3c68-5d3f-4a76-9b9a-8b5f6fd21cbb
Client Secret	Client Secret	RmJ4aUlZd3pMNGpGV2tSN2JmVU12elJ3c1VUb2ZlZEk=

1.5 - Click on Trust It.

A success message will popup:

1.6 -Click Next

1.7 - Enter the location where the Signed Contracts should be saved on Sharepoint.

1.7.1. Select the Site ID from the dropdown

1.7.2. Select the Site Drive ID from the drop down

2. Folder Structure where the contracts will be saved

2.1- Choose the Folder Structure, from the options available

e.g. Parent folder > Contract Type > Counterparty (i.e. Signed Contracts > NDA > Acme Corp)

3. Define the contract filename format

3.1. Select the contract filename format by first choosing the contract label and then the date format using a hyphen between them.

E.g. <contract_title>-<ddmmyyyy>

3. 2. Click Next

4. Configure Contract Types

4.1. Tick the checkbox labeled 'All contract types?' to upload all contracts executed from your SpotDraft workspace to Sharepoint.

4.2. To exclude contracts from specific contract types when uploading to Sharepoint, click on 'Add a New Mapping', choose the contract type from the list, and set it to 'exclude'.

4.3. To upload contracts only from specific Contract Types to Sharepoint, click on 'Add a New Mapping', select the contract type from the list, and set it to 'include'.

5. Set the Solution Details

5.1 - Enter the Name and Description or leave the defaults.

5.2 - Click Next

5.3. To complete the process, simply click the Connect button.

🎉

Congratulations. The integration is now complete and all of your executed contracts will automatically synchronize to SharePoint.

✅ Verification

Once you have installed the OneDrive integration, verifying it is straightforward:

1 - Execute a test contract within your SpotDraft workspace, completing all required fields and signatures.

2 - In SharePoint, navigate to the folder you designated for SpotDraft contracts e.g. Signed Contracts.

3 - You should see a PDF version of the executed test contract you completed.

4 - Open the PDF and check that it is the expected fully executed test contract.

This validation process will confirm that your integration has been properly set up and contracts are automatically saved to SharePoint in line with the configuration set.

💬 FAQs

I don't see contracts in my SharePoint folder.

Check the Site, Drive and File Path are correct.

Can I use special characters in filenames?

No, they will be removed per SharePoint conventions.

What permissions are required for the account?

The account will need read/write permissions to add files to the folder.

🏁 Conclusion

With the SharePoint integration set up, you can now enjoy a smoother and more organized contract management process. Your team will save time spent on administrative tasks, and have confidence that executed agreements are safely stored and accessible.

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Remember, should you encounter any challenges or require further assistance, our team is always ready to support you. We're committed to ensuring your continued success with this powerful integration.

📚 Additional Resources

Engaging Your Customer Success Manager for Maximum Value: Discover how to leverage your CSM's expertise to get the most out of your SpotDraft subscription.

Integration Guides for Cloud Storage: Explore our guides for integrating SpotDraft with OneDrive, Dropbox, Box and Google Drive, providing insights into other cloud storage integrations available.