Create Microsoft 365 data group

Simple configuration

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

It is now even faster and easier to link files. You need fewer steps, among other things, and the required fields, such as for the Microsoft 365 document item ID, are created automatically. Intrexx also determines the directories that exist in Microsoft OneDrive and automatically saves the item IDs in the corresponding data group field. 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 the 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.

New data group

The new data group "MS365 Data Group" is available from Intrexx. This (automatically) contains the "MS365 file" data field. When creating an "MS365 Data Group", a properties dialog is shown – as when adding an "MS365 File" data field – which asks for all the necessary information to connect to Microsoft 365.

If, for example, you create a new application in which Microsoft 365 files are to be included, it is a good idea to create a new "MS365 data group".

MS365 Create data group

Step-by-step guide

To create an MS365 data group, proceed as follows:

  1. Right-click on the application.

  2. Click on "New > MS365 data group".

    The "Properties - Data field" dialog will open.

    In diesem Dialog konfigurieren Sie im Wesentlichen die folgenden Einstellungen:

    • Wie die Verbindung von Intrexx zu Microsoft 365 hergestellt werden soll.

    • Wo die Microsoft 365-Dateien abgelegt werden sollen.

    • Welcher Portalbenutzer Zugriff auf die Microsoft 365-Dateien hat.

    • Auf welche Weise der Portalbenutzer sich an Microsoft 365 autorisieren muss.

    Title

    The data field's title can be modified here.

    Multilingual

    Opens a dialog where 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. The prefix is retained in this case.

    MS365 configuration

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

    The configuration specifies the permissions with which the Intrexx Portal Manager accesses Microsoft 365, among other things. Sufficient permissions must be stored in the configuration so that the Intrexx Portal Manager can determine the objects (groups, users, folders, websites) in 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 the settings you have made in the Connector for Microsoft 365 and Teams and the value you select in the "Type" drop-down list, different drop-down lists are displayed.

    The following selections are available depending on the setting:

    • Own Drive

    • Group

    • Website

    • User

    • Drive ID [10.7]

    The dynamically displayed fields "Group", "Website" and "User" show the information that is present in Microsoft 365. For this display or the access to Microsoft 365 from Intrexx to work, you must select a configuration in the "MS365 configuration" field in which Intrexx logs in to Microsoft 365 with a service account. More detailed information is available 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 are stored on the drive of the respective user who is logged in to the Intrexx portal.

    Note that the Intrexx portal user must be mapped with a Microsoft 365 user. That user's drive is then used. For more information, see the section Specify the login from Intrexx to Microsoft 365

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

    You can then select the corresponding 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 work with webpages and want to save the files in a website drive. You can then select the corresponding website, drive and folder to which you want to upload the Microsoft 365 files.

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

    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 icon.

    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 an *, all folders located below the previously selected drives (own drive, group, website, user) are listed.

    • If you leave the field empty, only the root folder of the previously selected drive is 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. By default, the "Item ID" data field that was automatically created when the MS365 data field was created is selected. However, you can also select another "string" type data field.

    File type

    Single file Select this option if the Intrexx data record is to be linked to only one (single) document.

    Multi-file Select this option if the Intrexx data record is to be linked to several 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), the creation of a subfolder is optional. If you have selected the "Multi-File" option in the "File type" field (see above), the creation of a subfolder is required.

    Select a data field here, or create a data field via the icon that contains the name of the subfolder.

    Login

    Here you can specify how the Microsoft 365 file is to be accessed in the Intrexx 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 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.

    Portal

    Static

    Login via a static user account

    Select this option if the login to Microsoft 365 is to take place via 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 the login to Microsoft 365 is to be done via one of the previously created service accounts. Select the service account of your choice.

  3. Go to the "Configuration" tab.

    The "File storage location" and "Relative path" fields are inactive since you have already set the file 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, if 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 the settings made in the corresponding file storage location allow it.

    No Uploaded files are not deleted.

    Take files into account when exporting

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

    No Uploaded files are not exported.

    Image in case of error

    Opens a dialog where an image can be selected that is displayed if files are not available physically.

  4. Click on "OK".

    You have created an MS365 data group.