SharePoint Online - Managing Content

In this section

Overview

Clarizen integration with SharePoint Online adds robust content management capabilities to the Clarizen user experience. The integration supports all Clarizen item types (work items, cases, etc.) and allows viewing, adding, and editing SharePoint content (files, folders, sub-sites and sites) directly from Clarizen and linking them to Clarizen items. 

Note: At this time, when viewing SharePoint Online content associated with Clarizen items, the content opens in SharePoint and not in the Clarizen file viewer.

Download Overview of SharePoint Online integration with Clarizen to learn more about the integration and supported functionality.

Key Benefits

  • Robust content management. Clarizen users can:
    • access and manage SharePoint content directly from Clarizen
    • easily link documents from SharePoint Libraries into Clarizen
    • add new content from Clarizen to SharePoint, and edit linked content directly from Clarizen
  • Increased productivity
    Clarizen users can securely access the familiar SharePoint environment from Clarizen projects. Do work faster by having all related collaboration content within the context of a project.
  • Governance and risk management
    Manage risk with content management capabilities of SharePoint while having all work done in Clarizen.

Linking Existing SharePoint Content to Clarizen Items

To link a file from SharePoint to a Clarizen item, for example a work item:

Note: The process is similar for all Clarizen items.

  1. In Clarizen, navigate to the work item. Make sure that the item is selected.
  2. In the ribbon, click Add Related > Files or click Add in the Files panel.
  3. In the Add Files pop-up window, clickSharePoint.

  4. Click Browse to view and select a file or library in SharePoint.

  5. Click Ok. The newly added file or library is now displayed in the Files panel.

Uploading a File to SharePoint from Clarizen and Linking it to an Item

To create a new folder in SharePoint and link it to an item, for example a work item:

Note: The process is similar for all Clarizen items.

  1. In Clarizen, navigate to the work item. Make sure that the item is selected.
  2. In the ribbon, click Add Related > Files. You can also click Add in the Files panel.
  3. In the Add Files pop-up window, click SharePoint.
  4. Click Browse, and in the SharePoint hierarchy, select the location where you wish to place the file.
  5. Click Upload and select the file from your computer. The uploaded file appears in the SharePoint location you selected.
  6. Click OK.
  7. Click Save.

Creating a New Folder in SharePoint from Clarizen and Linking it to an Item

To create a new folder in SharePoint and link it to a work item, for example a work item:

Note: The process is similar for all Clarizen items.

  1. In Clarizen, navigate to the work item. Make sure that the item is selected.
  2. In the ribbon, click Add Related > Files. You can also click Add Files panel.
  3. In the Add Files pop-up window, click SharePoint.
  4. Browse to the location where you wish to create a new folder.
  5. Click Create new.


  6. Enter the folder name.



  7. Click OK. The newly created folder appears in the SharePoint hierarchy.
  8. In the Add Files pop-up window, click Save to link the new folder to the selected work item. The folder appears in the Files panel.

Viewing SharePoint Content from Clarizen

To view content associated with an item, for example a work item:

Note: The process is similar for all Clarizen items.

  1. In Clarizen, navigate to the item, for example a work item.
  2. In the Files panel, click the name of the file or SharePoint Library name you wish to open.

Create Folders in SharePoint and Link to Clarizen Work Items (Using Configurations)

Create SharePoint folders using customizations in Clarizen, and link the folders to Work Items in Clarizen.

The new SharePoint integration feature adds functionality around automation and workflows, saving time and manual work in the business routine.

A common example of this implementation includes automatically creating a folder in SharePoint for every new Project created in Clarizen, and then linking that folder to the newly created Project. 

The new integration options allow for various customizations in your organization. Here are two examples.

Note: The following procedures assume familiarity with Clarizen's Configurations module and functionality. 

Example 1: Create a SharePoint folder for new projects

The following example describes how to create a Workflow Rule in Clarizen that automatically creates a SharePoint folder whenever a new project is created. The folder in Sharepoint will be created with the same name as the newly created Project, and will be linked to the Project, making it easy to connect a related file.

1. Create the custom Workflow Rule

  1. In Settings > Configure, select the Project Work Item.
  2. Click Create New > Workflow Rule.

  3. Define Permissions as needed.
  4. In Set Evaluation Criteria, select to run the rule only when a condition is met. Then enter $name<>null. Here we are defining the new Project name by calling any project that has a name (not null). 
  5. In Set Actions, select New Item to run on the CurrentObject
  6. For NewObject, select New File.
  7. For Type, select SharePoint Doc.

  8. Select New Folder.
  9. In the $Folder name field, enter $Name.
  10. In the AttachTo field, enter CurrentObject(). Here we are connecting the folder to the newly created Project, so that you can add a file from the project's related items panel in Clarizen.
  11. In the SharePoint parent folder field, enter the path to the folder.
    Notes:
    • Enter the full path, which includes the organization URL and SharePoint folder hierarchy. Example: 'https://clarizen.sharepoint.com/Folder A/Folder B'
      Your SharePoint organization URL can be found under Settings > Extensions > Integrations > SharePoint > Site URL.
    • Some predefined folders in SharePoint have special names only visible in the URL path. For example, the Documents folder for the path should be entered as shared documents (note the space). The Photos folder for the path should be entered with a preceding Lists item in the hierarchy, like this:  /Lists/Photos/...

  12. (Optional) - Make the defined folder the default root folder when uploading files via Add Related. The rest of the folder structure (above the defined folder) will not be available when uploading a file. 
    Notes:
    • The default folder applies to all sub-work items; sub-projects, milestones, and tasks below the project.
    • This option is valid for new folders only and not for existing folders.
    • The default folder, once defined, is currently not editable.

      Before the enhancement, the defined folder is displayed as part of the SharePoint hierarchy.



      With the enhancement, only the default folder (and sub-items) are available.

    • Click Add Another Action > Update Field.
    • Click Select Field... and from the Fields tab, select Default Integration Path.
    • Add the variable NewObject1.

  13. Click Save, and enable the Workflow Rule.

2. Create a Project

  1. Create a new Project in Clarizen.
  2. The folder should be visible in the Project's Files panel.

    Click on the folder name to open it in SharePoint.

3. Add a file to the folder

  1. To add a new file to the folder, click Add in the Files panel.
  2. Select SharePoint, and open the folder structure. The newly created folder will appear according to the path selected in the Workflow Rule.
  3. Add a file as you would for other file upload options.

Example 2: Link an existing SharePoint folder to a Work Item:

  1. In Settings > Configure, select the Project Work Item.
  2. Click Create New > Custom Action.
  3. In Set Actions, select Existing File or Folder.
  4. Enter the full path to the folder. You can copy the URL from your browser when open at the folder location in SharePoint.
  5. In Set Actions, add a Name field type with the name of the folder.
  6. Save the Custom Action, and enable it.
  7. Open a Project and from the Custom Actions options in the ribbon, select the Custom Action you created above.
  8. The folder should be visible in the Project's Files panel.
    Click on the folder name to open it in SharePoint.

 

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Comments

  • Avatar
    Devon Knight

    How will the new SharePoint feature work with files that are pre-loaded in a project template? Will the files in the template go into the newly "auto created" folder in SharePoint upon project creation?

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