Add MS365 file field to a data group

Simple configuration

Linking Microsoft 365 files with Intrexx datasets was already possible in earlier Intrexx versions.

It is now even faster and easier to link files. This means you need fewer steps and the required fields, e.g. for the item ID of the Microsoft 365 document, are created automatically. In addition, Intrexx determines the existing directories on Microsoft OneDrive and automatically saves the item IDs in the corresponding field of the data group. You therefore no longer need the Microsoft Graph API to determine the IDs of the Microsoft 365 objects.

Requirements

You have stored a license for Connector for Microsoft 365 and Teams in Intrexx.

You have registered Intrexx as an application in Microsoft Azure Register Intrexx Portal as an app in Microsoft Azure.

You have registered the Connector for Microsoft 365 and Teams in the "Integration" module Register Connector for Microsoft 365 and Teams.

Existing data group

You can add an "MS365 file" data field in a (regular) data group. This option is useful, for example, if you are already using a data group in an application and want to set up the link with Microsoft 365 data records there. When creating the "MS365 file" data field, Intrexx opens a properties dialog that asks for all the information required to connect to Microsoft 365.

Step-by-step guide

To add an MS365 file field to a data group, proceed as follows:

  1. Start the properties of the data group to which you want to add an MS365 file field.

  2. Switch to the "Data fields" tab.

  3. Click on the symbol.

    The "New data field" dialog box is displayed.

  4. Enter a title for the MS365 data field.

  5. Activate the "MS365 file" option.

  6. Click on "OK".

    Title

    The data field's title can be modified here.

    Multilingualism

    You can use the symbol to open a dialog in which the title can be entered in multiple languages.

    Data field name

    The data field's name can be modified here.

    Create name from title

    The title is used as the data field name whereby the prefix is retained. The prefix is retained in this case.

    MS365 configuration

    Select the desired configuration (registration) of the Connector for Microsoft 365 and Teams here.

    The configuration defines, among other things, the permissions with which the Intrexx Portal Manager accesses Microsoft 365. Sufficient permissions must be stored in the configuration so that the Intrexx Portal Manager can determine the objects (groups, users, folders, websites) on Microsoft 365 and offer them for selection in this dialog.

    Further information is available in the following sections:

    Type

    Here, you can select where the files are to be stored.

    The dialog box changes dynamically. Depending on which settings you have made in Connector for Microsoft 365 and Teams and which value you select in the "Type" selection field, different selection fields are displayed.

    The following selections are available depending on the setting:

    • Own Drive

    • Group

    • Website

    • User

    • Drive ID [10.7]

    In the dynamically displayed fields "Group", "Website" and "User", the existing information in Microsoft 365 is displayed. In order for this display or access from Intrexx to Microsoft 365 to work, you must select a configuration in the "MS365 configuration" field in which Intrexx logs in to Microsoft 365 with a service account. You can find detailed information on this in the section New registration – Login in the Portal Manager.

    Own drive If you select this value, the Microsoft 365 files that you upload via the Intrexx portal will be stored on the drive of the user logged into the Intrexx portal. (The "Own drive" and "Folder" selection fields are hidden as these details are already defined by the "Own drive" selection)

    Please note that the Intrexx portal user must be mapped with a Microsoft 365 user. Its drive is then used. See the section Set login from Intrexx to Microsoft 365

    Select "Group" if you want to work with Microsoft 365 groups or Microsoft Teams groups and upload the Microsoft 365 files to their drive.

    You can then select the relevant group, its drive and the folder to which you want to upload the Microsoft 365 files.

    If you also want to see the documents in the Teams group, you should not select the root folder, but the corresponding channel name of the target drive.

    select "Website" if you are working with websites and want to save the files in a website drive. You can then select the relevant website, drive and folder to which you want to upload the Microsoft 365 files.

    You can define a specific Microsoft 365 user whose drive is to be displayed. You can also specify that the contents of a specific folder should be displayed on the drive.

    Folder

    Enter the name of the folder to which the files are to be uploaded or saved.

    You can search for folders. To do this, click on the symbol.

    Use the displayed context menu to select the root directory or start a search dialog.

    You have the following options when searching for folders:

    • * - If you enter a *, all folders are listed that are located below the previously selected drives (My Drive, Group, Website, User).

    • If you leave the field empty, only the root folder of the previously selected drive will be displayed. (This corresponds to the search for "root").

    OneDrive Item ID

    Here, you can select in which data field the item ID of the document is to be saved. The "Item ID" data field, which was automatically created when the MS365 data field was created, is selected by default. However, you can also select another data field of the type "string".

    File type

    Single-File Select this option if the Intrexx data record should only be linked to one (single) document.

    Multi-File Select this option if the Intrexx dataset should be linked to multiple documents. In this case, the (automatic) creation of a (sub)folder into which the documents are uploaded is necessary (see below).

    Subfolder

    You can specify that uploaded documents be stored in a (sub)folder below the previously selected folder. If you have selected the "Single file" option in the "File type" field (see above), creating a subfolder is optional. If you have selected the "Multi-File" option in the "File type" field (see above), it is necessary to create a subfolder.

    Select a data field here or use the icon to create a data field that contains the name of the subfolder.

    Login

    Here you specify how the Microsoft 365 file should be accessed in the Intrexx portal.

    Portal

    Login to Microsoft 365 via the browser

    If you select this option, a browser window (pop-up) is displayed in which the user must enter the required login data.

    If the user is (already) logged in to Microsoft 365, the browser window is not (no longer) displayed.

    With this option, ensure that the display of dialog boxes (pop-ups) is not suppressed in the browser. If necessary, change the corresponding browser settings.

    Static

    Login via a static user account

    Select this option if you want to log in to Microsoft 365 using one of the previously created static user accounts. Select the user account of your choice.

    Service

    Login via a service account

    Select this option if you want to log in to Microsoft 365 via one of the previously created service accounts. Select the service account of your choice.

  7. Switch to the "Configuration" tab.

    The "File storage location" and "Relative path" fields are inactive as you have already specified the storage location on the "General" tab.

    Upload settings

    Maximum number of files per data record

    Here you can specify the maximum number of files allowed per data record.

    Max. file size

    Here you can specify the maximum size that uploaded files can have.
    Select the desired unit in the list to the right of the edit field.

    Permitted file types

    Specify here which file types are allowed with a preceding dot, such as .txt or .xml, and separate them with a comma.

    Delete files when data field is deleted

    Here you can specify what should happen when the file data field is deleted.

    If allowed by alias Uploaded files are deleted if deletion is allowed by the settings set for the corresponding file storage location.

    No Uploaded files are not deleted.

    Take files into account when exporting

    If allowed by alias Uploaded files are included in the export if the export of files is allowed by the settings that are set for the corresponding file storage location.

    No Uploaded files are not exported.

    Image in case of error

    Opens a dialog in which an image can be selected to be displayed if files are not physically present.

  8. Click on "OK".

    You return to the "Properties - Data group" dialog box.

    The MS365 data field was created. In addition, the "ItemID" field was automatically created, which is used by default for the reference of the Microsoft 365 document.

    You have added an MS365 file field to a data group.