Automate Document Uploads with SAP Signavio Process Governance & Microsoft SharePoint

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Stop juggling platforms! SAP Signavio Process Governance now integrates with Microsoft SharePoint, allowing you to automatically upload documents directly from your workflows. This new feature streamlines document management, ensuring everything is secure and accessible within your governance processes. A key use case is governing and uploading process-relevant documents to Microsoft SharePoint. This blog post will walk you through the setup and execution from three perspectives:

• the Admin configuring the connection
• the Modeler embedding the Microsoft SharePoint action in the workflow
• the End User uploading the document.

Admin User Flow

Microsoft SharePoint Administrator

1. Register a new Microsoft Entra-App and Document ClientID (Application ID) and Tenant ID for later

2. Create a Client Secret

Go to “Certificates & Secrets” and create a client secret and copy it for later

3. Assign API Permissions

There are two ways to do this and you need to align with your Microsoft SharePoint admin:

A) Grant the app full read and write access to all SharePoint Sites of the tenant (Scope: Sites.ReadWrite.All)

B) “App-only access”: Give only access to an individual site (Scope: Site.Selected)

This requires an additional app to grant our app access to the selected site via Graph API or PowerShell. Often there is an app/script available within the company to do this, please reach out to your SharePoint admin. If this is not the case, here is a tutorial how to do this. Please ensure that the Application has only API write access to the required SharePoint Page. To keep this tutorial simple, we continue with the full access scenario (A):

Go to “API permissions” --> “Add a permission” --> “Microsoft Graph” --> “Application permissions” -->  “Sites.ReadWrite.All” –> “Add permission” 

Click “Grant admin consent for <tenant name>”

SAP Signavio Process Governance Administrator

Prerequisites:

• Microsoft Entra-App created and credentials are available
• workspace administrator access rights

Steps

1. Create a new Configuration in SAP Signavio Process Governance

Open the Organization Settings by clicking on the User Profile menu in the top right corner of the header area.

2. Create Credentials

Click on “Credentials” to create a new set of credentials to authenticate against Microsoft SharePoint

Click on “Create credential” and enter the parameters from the Microsoft Entra ID App:

• Username = Client ID from Microsoft Entra ID application
• Secret Value = Client Secret from Microsoft Entra ID application

You can find more information in SAP Help.

3. Configure the SharePoint File Upload activity

Go to “Activities”, select the “SharePoint File Upload” activity and click “Add configuration”:

Configure the activity:

• SharePoint Tenant: obtain from Microsoft Entra Portal or SharePoint Admin
• SharePoint Site: Copy the URL of the site where the file should be uploaded. Typical pattern: https://<tenant>.sharepoint.com/sites/<sitename>
• Credentials: select the credential you created before
• Drive: A storage location where users can upload files. Options available in drop down list after selection of the SharePoint tenant, site, and credentials.
• Base path: list of folders from the drive field. This will be the root folder for the modeler to select a folder for uploading the documents.

You can find more information for the remaining fields in SAP Help.

Test, enable and save the configuration.

 

Modeler User Flow

Prerequisites:

• SharePoint File Upload Activity is configured and enabled

Steps: 

1. Create a new process/workflow with a form trigger

2. Add a “File” field to the form

Add a “File” field to the form and name it “Files to Upload”. Change the name of the button to “Upload files” to make the action more explicit:

3. Add SharePoint File Upload activity

Go to “Actions” tab and select “External Activities”. Select activity “SharePoint File Upload” and the configuration you created before:

4. Configure activity in workflow: Inputs

Specify the target folder based on the base path set in the configuration and map the files to be uploaded to the field form the form “Files to Upload”

You can find more information in SAP Help how to configure the activity.

5. Configure activity in workflow: Outputs

Create a new field “results” and link it to get access to the response from SharePoint after the file upload (e.g. to get the URL to the uploaded file)

6. Check results

Add a “User Task” action after the SharePoint activity to check the result and display the URL of the uploaded item

7. Publish the process

 

End User Flow

Prerequisites

• Workflow is created and published

Steps

1. Start a new case for the process/workflow

2. Select documents and trigger upload to SharePoint

3. Optional: Check Case History

Optionally, you can check the case history and see that the upload was invoked, executed and the user task “Check Results” was created. This step is not needed for the actual upload.

4. Check User Task to see result

Open the User Task to check the result and obtain the URL of the uploaded document:

5. Open link and verify in SharePoint

Streamlining your document workflows just got easier with the new SharePoint integration in SAP Signavio Process Governance. We hope this guide has clarified the setup and execution process. Explore this new functionality and let us know your feedback in the comments below! Stay tuned for more exciting updates coming soon.

 

Further Resources:

• SAP Help Portal: SharePoint File Upload
• SAP Enable Click-Thru Demos:
  • Administrator
  • Modeler
  • End-user