Integrate SharePoint

Optimizely Content Marketing Platform (CMP) integrates with SharePoint uni-directionally to support an asset's lifecycle (creation and changes) from CMP to SharePoint. The integration automatically pushes assets from CMP with all mapped metadata to a SharePoint site's document library.

This is a paid service and not self-serve or included with onboarding. Contact your Customer Success or Onboarding Engagement Manager for assistance.

Features

• Sends assets with a field or folder-based flag.
• Pushes assets after completing tasks, one at a time or in bulk, from the library.
• Pushes assets to specific SharePoint Document Library folders.
• Pushes the latest version of assets from CMP to SharePoint.
• Sends updated assets fields to SharePoint.

Prerequisites

• An Optimizely Content Marketing instance (CMP)
  •  Admin access to CMP apps and integrations
  • The Library/DAM module in CMP
  • SharePoint integration services agreement
• A SharePoint Company Site
  • Admin access to Azure Portal - App registrations

Configure SharePoint

You must be a Microsoft user with Administrator permissions to create an app under App registrations in Microsoft Azure.

App registration

• Suggested Name – Optimizely Content Marketing Platform
• Redirect URI – https://auth.tray.io/oauth2/token
• Application (client) ID – Auto-generated after app registration. Share the value with your Optimizely Solution Consultant.
• Directory (tenant) ID – Shown after app registration. Share the value with your Optimizely Solution Consultant.

Certificates & secrets - Client secrets

• Suggested Description – CMP > SharePoint
• Suggested Expiry – 730 days (24 months)
• Client secret (client_secret) – Auto-generated after the client secret is added. Share the value with your Optimizely Solution Consultant.
• API Permissions/Scopes – Microsoft Graph - Type: Application Permissions
  • Sites.ReadWrite.All 
  • Files.ReadWrite.All

Other details

• Suggested Short Description (optional) – A standard uni-directional integration from CMP/DAM to Sharepoint.
• Authentication Method – OAuth2 - Client Credentials Flow

You do not need to configure specific items for the integration to work. However, if you want to make changes or update settings, see SharePoint's documentation for details about SharePoint Document Library, Folders, Permissions and Management, Columns, and so on.

Configure CMP

You can push assets to SharePoint by using a specific field or moving an asset to a specific library folder in CMP. You only need to configure one way to push assets.

Push using a field

You can use a label or single-choice dropdown field to push an asset from CMP to SharePoint, such as a label group or dropdown field for Send to SharePoint? with a label value Yes.

The following process shows how to set up this label.

1. Go to your avatar > Fields.

   

2. Click Add Field. The Create a New Field view displays.
   • Select Label or Dropdown for Field Type.
   • Select Single-Select (preferred) or Multi-Select.
   • Enter an intuitive name in the Field Name so your team knows how to use the field.
3. Click Create.

Push from a folder

To push assets to SharePoint from a folder, create a dedicated folder in your CMP Library. CMP pushes content added to this folder to SharePoint.

1. Go to Library and click Create Folder.

   

2. Enter a name for your folder and click Create.

   

3. Share the folder name with your solutions consultant.

You can also preselect the publishing folder as your default publishing destination from the workflow settings, which is worth doing if your workflows directly relate to creating content for SharePoint.

1. Go to your avatar > Workflows > Push to Library.
2. Select your publishing folder as the primary publishing destination. CMP automatically pushes assets from tasks to the selected destination.

   

Taxonomy

To send taxonomy to columns in SharePoint, set up and manage the related fields in CMP.

Adding fields is the same process as setting up the label to indicate CMP should push the asset to SharePoint: change the field types, names, and options values. See the Taxonomy section for information.

Apps and Webhooks

You should be an administrator or have Manage integrations permissions in your role profile to register your client application and set up a webhook.

1. Go to your avatar > Apps & Webhooks

   

2. Click Register App and fill out the form with the following details:
   • Mode – Select Production mode. If you are setting up just for testing, select Development.
   • Name – Enter SharePoint.
   • Description – Enter a short description such as "A standard uni-directional integration between CMP and SharePoint."
   • Expose Email Address – Select Don't expose.
   • Homepage URL – Enter the URL for your SharePoint site.
   • Authorization Callback URLs – Enter https://auth.tray.io/oauth2/token.
3. Click Create App. The grid view of registered applications displays.
   
4. Click Edit on your application to see the CMP-generated Client ID and Client Secret. Share these values with your Optimizely Solution Consultant and keep them safe.
5. Go to your avatar > Apps & Webhooks.
6. Open the Webhooks tab to access the options.
7. Click Register New and fill out the form with the following details:

   

   • Name – Enter SharePoint.
   • Description – Enter a short description such as "This webhook sends assets to SharePoint from the CMP library."
   • Callback URL – Enter the URL provided by your solutions consultant.
   • Events – Select the following events for proper integration:
     • asset_added
     • asset_modified
     • asset_removed
8. Click Save.

Deployment

The Optimizely CMP Solution Consultant team completes the integration deployment. The solution consultant lets you complete the integration configuration in CMP and SharePoint where required. You may need to involve your Microsoft admin to configure SharePoint-specific items.

Use the Integration

Publish assets

While completing the task workflow, add the assets, and complete the relevant field values that SharePoint needs. The asset is sent to SharePoint in near real-time when it arrives in CMP's Library/DAM. The integration uses the field values on the asset to populate columns and other metadata in SharePoint.

You can also add assets directly in any folder by clicking Upload.

After you select and upload assets, complete the relevant field values that SharePoint needs.

CMP sends the asset to SharePoint in near real-time.

The integration uses the asset metadata and field values to populate SharePoint values and columns.

Update assets

You may update SharePoint assets through tasks or directly in the Library/DAM and have SharePoint reflect the changes. The updates may include changing the title, expiry date, fields, and labels or adding a version of the asset. After you make updates in CMP, the integration automatically sends the changes to SharePoint, also in near real-time, as long as the asset is in the correct folder or has the correct field for publishing.