Publish date:

• 29th May, 2025

Are you experiencing issues with low storage and inadequate document management in Salesforce? You’re not alone. Many businesses love Salesforce for its CRM features but often find its storage limits and document handling insufficient.

Today, businesses using Salesforce need a better way to manage and secure their documents. This is where SharePoint comes in. It offers a strong solution for the challenges Salesforce users face.

SharePoint excels where Salesforce struggles, offering a straightforward approach to managing documents securely. Imagine combining the strengths of both tools. Could this be a good move for your organization?

In this blog, you will learn how integrating Salesforce with SharePoint can make CRM work better by solving common problems like limited storage and poor document management. We will cover what SharePoint is, why you should integrate it with Salesforce, and provide a step-by-step guide to help you complete the integration.

• Also Read: HOW TO GET STARTED WITH SALESFORCE GITHUB INTEGRATION?

Overview of SharePoint

SharePoint is a Microsoft product that helps businesses collaborate more effectively and manage documents more efficiently. It allows users to create sites, store and share information securely, manage content with workflows, view document history, and restore older versions.

SharePoint is accessible on devices such as PCs, smartphones, and tablets as long as a stable internet connection and a web browser are available. It also supports team communication by engagingly displaying visuals and updates.

You can now connect, view, and organize SharePoint assets directly within Salesforce, making it easier to share links and switch between tabs. 

Highlights:

• Link SharePoint assets to Salesforce records to keep everything in one centralized location.

• Use a custom file viewer to access and review SharePoint documents in Salesforce.

• Automatically upload Salesforce Files to a specific SharePoint folder.

• Standardize and connect your SharePoint folder structure with Salesforce Flow.

Salesforce Limitations Solved with SharePoint Integration

Salesforce is a robust CRM management tool with numerous features, but it also has some limitations. Users may encounter issues such as limited document storage and high upgrade fees. Therefore, companies seeking to enhance productivity should consider utilizing a system like SharePoint.

The next question is whether this integration is necessary. To find out, review the limitations.

1. File Upload Limitation

Salesforce allows you to upload documents. You can attach files up to 25 MB and upload larger files up to 2 GB in size. Keep in mind that larger documents increase storage costs and can slow down system performance over time due to their shared architecture.

2. Real-time Document Information 

Changes made by users on the local drive-in Salesforce do not sync automatically. Users can only upload or download files and then replace them with the new version. It makes it hard for teams to manage documents and slows down decision-making.

3. Basic Features Limitations

Salesforce has basic document management features. Users can only search and filter documents by name; there is no option to filter by date. Without advanced document capabilities, businesses often struggle to manage documents in Salesforce.

4. File Sharing Limitation

Salesforce allows file sharing up to 2,000 times. This limit includes sharing with records, people, and groups. Once you reach this limit, businesses must create a public link to share files.

This is why integration is essential for expanding businesses that want to reduce costs. Hiring Salesforce integration experts can ensure a seamless integration process as your business grows.

• Also Read: A COMPREHENSIVE GUIDE TO START INTEGRATING DRUPAL WITH SALESFORCE 

Prerequisites for Salesforce and SharePoint Integration

To integrate SharePoint with Salesforce, businesses must meet specific requirements. It will help ensure a smooth integration process. Here are the necessary steps that companies need to follow:

1. Accounts on Platforms

Before integrating SharePoint with Salesforce, ensure you have accounts on both platforms. In Salesforce, you need a valid subscription that includes API access. 

2. Licensing

Salesforce and SharePoint each have their own rules and licenses. First, verify that your Salesforce account supports API integration. Then, ensure that SharePoint allows access to external data for a seamless integration.

3. Work Understanding of Salesforce and SharePoint

To integrate Salesforce with SharePoint, it is essential to understand both platforms. It is necessary to be aware of Salesforce Files Connect, as it plays a crucial role in this integration.

What is Salesforce Files Connect? 

Salesforce Files Connect allows users to access and share files from external sources, including Google Drive, SharePoint, and Box, directly within Salesforce. This integration streamlines workflows by enabling users to work with external files directly within Salesforce, eliminating the need to leave the platform or incur additional licensing costs.

For example, if your sales team keeps their presentations and documents on Google Drive, Files Connect lets you link Salesforce to Google Drive. Your sales reps can then access, share, and collaborate on these documents directly from Salesforce records or libraries.

Salesforce Files Connect is essential for linking Salesforce and SharePoint, enabling easy access to documents from both platforms and enhancing teamwork.

Before starting the Salesforce and SharePoint integration process, it's essential to review the checklist for successful integration.

Salesforce SharePoint Integration Checklist: How to Ensure Successful Integration?

Here are some key points that a business should consider before implementing Salesforce integration with SharePoint.

1. Understand the Objective Behind the Integration

Before integrating Salesforce with SharePoint, it’s essential to state what you want to achieve clearly. List your primary goals, like improving document management, simplifying workflows, and enhancing team collaboration.

For example, an organization may want to leverage benefits such as real-time data syncing and enhanced reporting through this integration.

2. Compatibility Check 

To integrate Salesforce and SharePoint successfully, it’s crucial to ensure that they are compatible. First, verify that the versions of both platforms you are using are compatible with each other.

For example, Salesforce Files Connect works with SharePoint Online but does not support older versions, such as SharePoint 2010 or 2013. By doing a compatibility check, you can avoid potential integration problems and make the implementation process smoother.

3. Going for the Right Integration Method

Selecting the appropriate integration method is crucial for success. There are two main options: native integration with Salesforce Files Connect and third-party integration solutions. Native integration is usually preferable because it doesn't require additional third-party apps and incurs no costs. This method typically provides a smoother experience and simplifies the integration process.

4. Ensure Higher Security Standards

Data security should be a top priority when integrating Salesforce and SharePoint. Implement robust security measures, including stringent access controls, two-factor authentication, and encryption. Ensure that your organization’s security policies align with industry standards and best practices following the integration. This proactive approach will help protect sensitive information and ensure compliance with regulations.

5. Dedicated Team for Seamless Setup

To successfully integrate SharePoint and Salesforce, businesses should create a dedicated team for this project. This team must include members who have experience with both tools. Their expertise will help identify and fix potential issues before the integration is implemented, leading to a smooth process.

6. Testing the Integration

Integrating Salesforce and SharePoint is just the beginning. Businesses should then test the integration in a sandbox environment. It ensures that users can utilize the integration features effectively. It also helps identify any real-world problems, leading to smoother workflows and fewer misconfiguration issues in the future.

7. Monitoring Integration Regularly

To successfully integrate a system, it’s essential to conduct regular checks to identify and resolve potential issues. Additionally, gathering feedback from real users helps identify any problems and improve the overall process. It will lead to a smoother experience for users.

• Bonus Tip: User Training is Crucial

Businesses should prioritize training users to utilize integration features effectively. Providing this training can help your team become more productive. In addition to this training, there are seven essential checklist pointers to consider.

How can Salesforce and SharePoint be Connected?

There are several ways to connect Salesforce with SharePoint. Let’s explore these methods.

Custom API Integration:

The first method involves creating a custom API to link the two platforms. Here are the pros and cons:

Pros:

• You can create solutions tailored to your specific needs.

• You have complete control over how data is synchronized and who has access.

• This method is scalable and can grow with your requirements.

Cons:

• A custom solution requires a significant amount of time, money, and effort.

• Third-Party Integration Tools:

• Next, we can connect the two platforms using third-party integration tools.

Here are the pros and cons:

Pros:

These tools simplify the integration process and offer enhanced features.

They provide flexibility and can be customized to meet your organization’s specific needs.

Cons:

• Using multiple tools means you may need to pay for additional licenses and permissions.

• This approach can create a dependency on third-party vendors and may lead to technical challenges that require expert assistance.

Salesforce File Connect:

Lastly, we can use Salesforce File Connect to integrate Salesforce and SharePoint. Here's a look at the pros and cons:

Pros:

• This is a native Salesforce platform, so it’s easy to set up and doesn’t require extra subscription costs.

• It provides real-time updates and a seamless user experience, enhancing productivity.

Cons:

• The integration may require technical assistance from certified Salesforce integration partners to handle certain complexities.

Now, let’s discuss the steps to integrate the two platforms in detail.

Step-by-Step Salesforce SharePoint Integration

Here is the step-by-step guide to Salesforce SharePoint integration.

Step 1

(a): Open your Salesforce Org account and search for "Salesforce Files Connect" in the homepage quick find box.

(b): Go to files connect and enable “Use external object search layout.”

Step 2

(a): Now search for “Permission Sets” from the quick find box and create a new permission set.

b) Add a Label and API name, such as "Files Connect Permission," and choose a license type (none or specific license). Save the permission.

(c) Now, scroll down and click on “System Permissions.” and click on edit

(d) Now scroll to find “Files Connect Cloud” and click to enable and save them.

Step 3

(a): After saving, you are redirected to “Permission Sets” and select “Manage Assignments.”

(b) Now, click “Add Assignments” from the right corner and choose the specific user who wants Files Connect Access.

(c) After selecting the user, click on “Next” and you will be redirected to the next page. Select the expiration date or specify it, and then click on “Assign.”

Step 4

(a): Now search for “Auth. Providers” from the quick find box

And click on “New”.

(b) Create Auth. Provider type, choose “Microsoft Access Control Services”.

• Now, you have to enter the Name (You want to appear in Salesforce).

• You have to create a “URL Suffix,” or by default, it reflects the name.

• Create a “Consumer Key and Consumer Secret.”

• You must write “Authorize Endpoint URL” and “Token Endpoint URL,” which must begin with “https”.

• Now, you can leave the rest empty. Please note that these entries are for testing purposes only; we will retrieve the information from SharePoint and update these entries accordingly.

After saving, you will receive Salesforce Configuration URLs, including Test-Only Initialization URL, OAuth-Only Initialization URL, Callback URL, and Single Logout URL.

Step 5

(a): Now, open the SharePoint account in a new window and create a Team Site with the desired name, such as SFDC Connect.

(b) Now, you have to change the URL from the end and paste (https://(orgID Name).sharepoint.com/_layouts/15/appregnew.aspx). This will redirect you to the next page:

(c) Now, create a Client ID and Client secret.

In the title, you can add File Connect. Now, you need to add the “App Domain” shown in the image (your Salesforce org ID URL).

(d) In the Redirect URL, you must add the Callback URL that we have in the Salesforce Auth Provider as the Setback URL.

(e) After adding the information, click on 'Register,' and you will be redirected to a page confirming that your app identifier has been successfully created.

Step 6

(a): The next step is granting permission for this newly created site.

• You can go to (https://Org Admin ID.sharepoint.com/_layouts/15/appinv.aspx).

• Then, you will be redirected to a page here, where you need to add the App ID (enter the client ID), Title (add "Files Connect"), App Domain, and Redirect URL (same as the previous step).

• Add this to create the App Permission Request XML (<AppPermissionRequests AllowAppOnlyPolicy=”true”>, <AppPermissionRequest Scope=”http://sharepoint/content/tenant” Right=”FullControl” />, </AppPermissionRequests>).

(b) Creating this will redirect you to the page shown in the image. The highlighted part is the Token ID that you need for the Token Endpoint URL.

(c) Now, you can create the Authorize Endpoint URL and Token Endpoint URL as like the image

(d) Now, you need to update all the data we just obtained, including the Authorize Endpoint URL and Token Endpoint URL, which you will retrieve from the SharePoint platform. Save all the changes.

Step 7

1. Now, search from the quick find box “External Data Sources.” Create new external data sources.

2. Fill in External Data Sources “Files Connect” then the name will fill automatically and select in type “Files Connect: Microsoft SharePoint Online.” Now, please share the URL of your SharePoint site.

3. In the Identify Type, you have to choose “Per User” and Authentication Protocol “OAuth 2.0” and search Authentication provider to File Connect SharePoint and save.

        4. Now, it will redirect you to the page. Here, click on “Trust IT.”

• You have completed the integration of Salesforce and SharePoint. Now, you can effortlessly search for File Connect using Quick Find. It will provide many benefits for your business.

Benefits of Salesforce and SharePoint Integration

Building the bridge between Salesforce and SharePoint can be valuable and offer numerous benefits to businesses.

1. Improved Team Collaboration

Connecting Salesforce and SharePoint enables teams to work together more effectively, boosting productivity. It lets teams share, manage, and access documents within Salesforce using SharePoint features.

Users get real-time access to customer documents and information, ensuring they have the most up-to-date data. It accelerates project delivery and enhances outcomes.

For example, a sales representative in New York can work with a marketing team in London. They can both edit a proposal document stored in SharePoint simultaneously. This real-time access keeps everyone informed, leading to quicker decisions and better project delivery.

2. Simplified Document Management

This integration makes managing documents easier. Salesforce limits access to records to maintain their security. By using both tools together, this process becomes smoother. SharePoint enables authorized users to access documents securely based on their assigned roles and permissions.

3. Time and Cost Saving

Integrating these platforms saves time by enabling easy file transfer and sharing. Storing all data in one place reduces the time spent searching for files on different platforms.

This integration provides a fast and secure method for sharing data with clients. It also reduces unnecessary steps and transfers data more efficiently. With integration, businesses can avoid incurring additional expenses and create a fast and secure environment.

4. Compliance and Increased Security 

The integration helps ensure security and meet legal requirements. It enables consistent monitoring of data and provides a clear view, which enhances data protection and reduces the risk of data breaches.

Integration enhances secure data management and facilitates regular data governance within the Salesforce environment.

5. Increased Document Storage

Salesforce has limited document storage, and additional storage incurs extra costs. However, connecting Salesforce with SharePoint increases storage capacity. It can save money and be useful as businesses grow and need more space for documents.

For instance, a healthcare organization can utilize this integration to track who accesses patient data and ensure that only authorized staff can view sensitive information.

6. External Sharing Management

The integration enhances SharePoint's features, like control over link expiry and temporary access. It allows businesses to create a one-time passcode for external users, giving them temporary access. Additionally, companies can set view-only permissions to minimize unauthorized risks.

This integration helps businesses achieve better results and simplifies document creation and management.

Conclusion

Share Connect will enhance how your team manages files in Salesforce by enabling you to include SharePoint assets directly in your workflow. This tool will help you save time by avoiding the need to switch tabs, search for files, or share links. Everything can be handled in one place, making your work easier and more efficient.

Salesforce SharePoint integration enables businesses to combine document management and team collaboration into a single system. This approach can improve overall productivity by leveraging the strengths of both tools.

To successfully integrate your systems, you need the right technical skills tailored to your specific business needs. Codleo is a trusted Salesforce integration partner that provides complete third-party integration services. We focus on understanding your particular needs to create a smooth solution. It helps you maximize the benefits of both systems and achieve your business objectives.

Also Read: COMPLETE GUIDE TO SALESFORCE CTI INTEGRATION