Uploading files to SharePoint from ServiceNow

[Community Alums]

Hi Team,

I have a requirement where I need to give option to end user to click on a link or button which will redirect the user to SharePoint site and allow user to upload a file and copy the SharePoint URL back to ServiceNow instance before submitting the request. Please help me how can I achieve this requirement is there any OOB integration we have or plugins available?

Thanks

Prudhvi

[Ankur Bawiskar · Accepted solution]

@Community Alums 

there is no OOB integration for this.

You can take user to sharepoint URL but user need to manually sign to windows and then upload the file.

OR

you will have to build integration for this using Spoke (has licensing cost) or build API based integration

Microsoft SharePoint Online Spoke

If my response helped please mark it correct and close the thread so that it benefits future readers.

[Ankur Bawiskar]

@Community Alums 

Thank you for marking my response as helpful.

If my response helped please mark it correct and close the thread so that it benefits future readers.

[BillMartin]

hi @Community Alums , To complement what has been mentioned. If you will not be using the out of the box ServiceNow Integration Hub license. you will need to utilize microsoft graph api to allow you to manage SharePoint within the ServiceNow instance. You can have a further read on this document provided.

https://learn.microsoft.com/en-us/graph/api/resources/sharepoint?view=graph-rest-1.0

[John Martin2]

Thank you for your question. It's a common requirement to integrate SharePoint file uploads into ServiceNow workflows, and I can definitely provide some guidance.

To directly address your specific need:

"I have a requirement where I need to give the option to end user to click on a link or button which will redirect the user to SharePoint site and allow user to upload a file and copy the SharePoint URL back to ServiceNow instance before submitting the request."

Here's how we can approach this, keeping in mind the limitations of ServiceNow's OOB capabilities and the strengths of DTech Apps DocIntegrator:

Out-of-Box ServiceNow Limitations:

• ServiceNow's OOB functionality provides basic attachment capabilities, allowing users to upload files directly to the ServiceNow instance. However, it doesn't have a built-in feature to:

  • Redirect users to a SharePoint site for upload.
  • Automatically capture the SharePoint URL of the uploaded file and populate it into a ServiceNow field.

• While you could use hyperlinks to redirect users to SharePoint, this would require manual steps for the user to upload, copy the URL, and paste it into ServiceNow, which can be cumbersome and error-prone.

DTech Apps DocIntegrator Solution:

DTech Apps DocIntegrator offers a much more streamlined and integrated solution to achieve this requirement:

• DocIntegrator's Core Functionality: DocIntegrator is designed to connect ServiceNow seamlessly with SharePoint. It allows you to interact with SharePoint files and folders directly from within ServiceNow.

• How it Addresses Your Needs:

  • Simplified Upload and Linking: While DocIntegrator doesn't redirect the user in the traditional sense, it can be configured to:

    • Provide a user-friendly interface within ServiceNow to access a designated SharePoint folder or library.
    • Guide the user through the upload process within that interface (leveraging SharePoint's upload functionality).
    • Automatically capture the SharePoint URL of the uploaded file and populate it into a ServiceNow field. This can be achieved through configuration and some scripting within DocIntegrator.

  • Workflow Integration: DocIntegrator enables you to build this file upload process directly into your ServiceNow workflows. For example:

    • A button or UI action within a ServiceNow form can initiate the SharePoint upload process.
    • Once the user uploads the file, the URL is automatically captured and saved to the ServiceNow record.
    • The user can then continue with the rest of the ServiceNow request submission, with the file URL already populated.

• Key Benefits of Using DocIntegrator:

  • Improved User Experience: A more intuitive and integrated process for users, reducing manual steps and errors.
  • Enhanced Efficiency: Automates the capture of SharePoint URLs, saving time and effort.
  • Data Integrity: Ensures that the correct file URLs are associated with ServiceNow records.
  • Centralized Document Management: Keeps files stored and managed within SharePoint, which is often the preferred location for document governance and compliance.
  • Save storage fees on ServiceNow by keeping the document in SharePoint and not duplicating it in ServiceNow.  Leave the files where they should be kept - SharePoint

In Summary:

While achieving your exact requirement with OOB ServiceNow features is challenging, DTech Apps DocIntegrator provides a robust and efficient solution. It streamlines the file upload and linking process between ServiceNow and SharePoint, offering a better user experience and improved data management.

I'd be happy to schedule a brief call or demonstration to show you how DocIntegrator can be configured to meet your specific workflow needs. Please let me know if you're interested.