Integration with SharePoint
Last updated
Last updated
The integration between MangoApps and Microsoft SharePoint Online allows users to directly access SharePoint folders and files from within the MangoApps platform. MangoApps users can access, view, and download documents from SharePoint, without even needing a separate SharePoint license.
SharePoint folders and files that the admin authorizes or maps are directly accessible within the MangoApps file module, making it easier for users to access these documents from the MangoApps web portal and mobile apps. Enjoy flexible file sharing with teams and users as well as an enhanced unified search functionality: files from SharePoint that are integrated into MangoApps become searchable through MangoApps, facilitating quick and easy retrieval of documents.
To begin the integration, first log in to SharePoint Online to verify the availability of the sites and document libraries you want to sync into MangoApps. This step ensures that the necessary resources are available and accessible for synchronization.
By default, the SharePoint folder integration option will be disabled. To enable the cloud folder integration in MangoApps, navigate to the Files module in the Admin Portal path Modules > Files > Integrations. Scroll down to the Cloud Folder Integration section and click the Enable Integration button.
At this point, contact your MangoApps Account Management Team and request to have the subscription enabled as well as the addition of your MangoApps domain to the registered app on the Azure Portal. Once the Account Managament has completed these actions, the Enable Integration button will be replaced with an ON/OFF toggle switch.
Once toggled ON, the SharePoint login screen will appear. Enter the credentials of the SharePoint account from which the document library needs to be synced.
Following successful authentication to SharePoint Online, the next step is to configure storage mapping. To do this, navigate to the Cloud Folders tab of the Files module within the admin portal. From here, click the Add Cloud Storage button located in the upper right hand corner.
Define the source document library on SharePoint from where the documents will be synced. You need to select the SharePoint account from which you want to sync the folders. The list of SharePoint sites displayed will include team and communication sites, all private sites where the authenticated user is a member or following, and all public sites.
Next, select the SharePoint site from which you need to sync the document library into MangoApps. The administrator can choose either all folders within the document library or specific folders. If the parent document library is selected, all folders within it will be synchronized with MangoApps. If specific folders are selected, only those folders along with any sub-folders and files will be synchronized into MangoApps.
With the source configuration completed, the next step is to configure the team (project, group, or department) setup on MangoApps. The logged-in user adding the Cloud storage must be a Network Admin and should be able to view all public and private teams (Groups, Projects, and Departments). Select the folder from the Files module in MangoApps teams where you want to sync the document library from SharePoint and click save.
After saving the path for the destination, the sync between the source and destination will be initiated.
Other users (network & guest) in the team with the synced SharePoint folder will now have access according to the set permissions.
The logged user setting up the cloud integration can set the automated sync schedule, determining the frequency (in hours) to sync SharePoint folders periodically. Select the desired interval from the given options to automate the sync schedule.
SharePoint synced folders can be shared with Colleagues and Teams depending on the sharing user's permission settings.
The default folder permissions can be viewed and modified to provide more granular control over who can download or only view the documents. This flexibility ensures that document access is managed effectively and securely.
Network Admins will always have full permission for file sharing and viewing.
Network users will see synced cloud folders in the Files modules within the teams they are part of.
SharePoint files can be searched from the MangoApps global search by typing the search keyword.
Users can share the synced folder with another colleague by specifying their names, setting the permission as Viewer or Viewer (No Download), and using advanced sharing options to specify the folder, folder with files, or folder and subfolders with files.
When a document is shared with a user, they will receive a direct message in their Messages module with a link to access the document.
To ensure the integration is functioning correctly:
Verify that the cloud folders integration is enabled.
Confirm the availability of the source folder on SharePoint and the destination folder on MangoApps.
Ensure that the Last Refresh feature on the Cloud Folders does not generate any errors.
Validate that the data source is enabled for SharePoint, confirming that the integration is complete and operational.
Technical configuration on the MangoApps side should be performed by technical experts. Cloud Folder Integration should be managed by the Customer IT team, without sharing SharePoint account credentials with the MangoApps team. To ensure seamless and uninterrupted synchronization, avoid toggling the Integration and Data Source to the OFF position.
For a smooth rollout, the Communication Manager should send a post to "Everyone” informing them about the availability of SharePoint documents from MangoApps.
For department or project-specific document sharing, the head of the department or team admin can make posts at the team level. Additionally, a short video explaining where to find SharePoint files and how to search can be included in the post to aid users in understanding and utilizing the new integration features.
Congratulations, you have completed the integration!
Q: If we migrate to MangoApps Cloud and enable AI Assistants, can it index documents stored in SharePoint Online, or do we need to move all documents to MangoApps?
A: MangoApps provides two options for working with SharePoint Online while leveraging AI Assistants:
Without Migration (Ongoing Sync with SharePoint Online):
You can integrate SharePoint Online with MangoApps using an automated cloud folder sync.
This allows MangoApps to create searchable indexes and vector embeddings for AI Assistants to provide semantic search capabilities.
The original documents remain in SharePoint Online, ensuring it remains the single source of truth.
However, users will not be able to edit SharePoint Online documents directly from MangoApps.
With Migration (Full Move to MangoApps Cloud):
You can migrate files from SharePoint Online to MangoApps Cloud using MangoApps’ managed file migration service.
This provides enhanced IT governance, automated content lifecycle management, unlimited storage, and advanced document collaboration features, including AI-powered capabilities like video transcriptions and semantic search.
MangoApps becomes the central document management system.
AI Assistants will work with either option, but indexing and AI-powered search require document synchronization with MangoApps. If maintaining SharePoint Online as your document source of truth is a priority, the sync option ensures AI Assistants can still index and search the content effectively without duplicating storage locations.
