Add MS365 file field to a data group
Linking Microsoft 365 files with Intrexx data records was already possible in earlier Intrexx versions. Compare
As of Intrexx Steady Track 10.4.0, you can do this faster and easier. 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.
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.
Existing data group
You can add an "MS365 file" data field to a (regular) data group. This option is useful if, for example, 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, an Intrexx properties dialog opens, which asks for all the necessary information to connect to Microsoft 365.
To add an MS365 file field to a data group, proceed as follows:
Start the properties of the data group to which you want to add an MS365 file field.
Go to the "Data fields" tab.
Click on the icon.
The "New data field" dialog will open.
Enter a title for the MS365 data field.
Activate the "MS365 file" option.
Click on "OK".
The data field's title can be modified here.
You can use the icon to open a dialog in which you can enter the title Multilingual.
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.
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:
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:
Drive ID 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. (The "Own drive" and "Folder" drop-down lists are hidden, since these specifications are already defined by the selection of "Own drive".)
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" ifyou 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" ifyou want to work with (Sharepoint) websites and save the files on 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.
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.
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).
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.
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.
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.
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.
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.
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.
Click on "OK".
You will 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.