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

[John Martin2]

There is no "easy way" to solve your problem OOTB in ServiceNow but here are some options:

You've got a common requirement for integrating document handling between ServiceNow and SharePoint! While there isn't a direct, out-of-the-box (OOB) feature in ServiceNow that provides this exact click-to-upload-and-copy-URL workflow, it's definitely achievable through a combination of configuration and potentially some scripting or leveraging integration tools.

Let's break down how you can achieve this, keeping in mind the value that a tool like DTech Apps DocIntegrator could bring to the table:

Without DTech Apps DocIntegrator (More Manual Approach):

1. Create a UI Action or UI Macro in ServiceNow: You'll need to create a button or link on your ServiceNow form that the end-user can click.

2. Redirect to SharePoint: The UI Action or UI Macro will need to generate a URL that directs the user to the specific SharePoint library or folder where they need to upload the file. This might involve:

   • Hardcoding the SharePoint URL: If it's a fixed location.
   • Dynamically generating the URL: If you need to direct users to different locations based on the record or user context (this would likely require scripting).

3. User Uploads in SharePoint: The user will then manually upload their file to the SharePoint site through the standard SharePoint interface.

4. Getting the SharePoint URL: This is the trickiest part without a dedicated integration tool. The user would need to:

   • Navigate to the uploaded file in SharePoint.
   • Copy the URL of the file (usually by right-clicking and selecting "Copy link" or similar).

5. Pasting the URL back into ServiceNow: You'll need a field on your ServiceNow form (likely a String field) where the user can manually paste the copied SharePoint URL. You would provide clear instructions to the user on how to do this.

6. Submitting the Request: Once the URL is pasted into the ServiceNow field, the user can submit their request.

Limitations of the Manual Approach:

• User Experience: This process is not very user-friendly. It involves multiple manual steps and requires the user to switch between applications and copy/paste.
• Error Prone: Users might copy the wrong URL or make mistakes during the process.
• Maintenance: If the SharePoint structure or URLs change, you'll need to manually update the ServiceNow configurations.
• No Direct Link/Attachment Management: ServiceNow won't have direct visibility into the file stored in SharePoint in the same way it manages its own attachments.

Achieving this with DTech Apps DocIntegrator:

A tool like DTech Apps DocIntegrator is specifically designed to bridge the gap between ServiceNow and external document management systems like SharePoint. It can significantly streamline this process and provide a much better user experience by offering functionalities such as:

1. Seamless Integration: DocIntegrator establishes a connection between your ServiceNow instance and your SharePoint environment.

2. Configurable Actions: It likely provides pre-built or configurable actions that allow you to:

   • Generate SharePoint Upload Links: You could configure a button or link in ServiceNow that, when clicked, dynamically generates a secure, temporary upload link to a specific SharePoint location. This link could even be context-aware based on the ServiceNow record.
   • Direct File Upload from ServiceNow: Some integrations allow users to browse and upload files directly from within the ServiceNow form, and the tool handles the transfer to SharePoint in the background.
   • Metadata Synchronization: DocIntegrator might allow you to automatically transfer metadata from the ServiceNow record to SharePoint upon upload.

3. Retrieving SharePoint URLs: The integration would likely have mechanisms to:

   • Automatically retrieve the URL: Once the user uploads the file via the generated link or a direct upload mechanism, DocIntegrator can automatically retrieve the SharePoint URL of the uploaded file.
   • Populate the ServiceNow Field: The tool can then automatically populate the designated URL field in your ServiceNow form with the correct SharePoint link, without the user having to manually copy and paste.

4. Enhanced Features: Depending on the capabilities of DocIntegrator, you might also get features like:

   • Security and Permissions Management: Ensuring only authorized users can access and upload files to specific SharePoint locations.
   • Version Control: Managing different versions of documents.
   • Preview Capabilities: Allowing users to preview documents directly within ServiceNow.

Steps using DTech Apps DocIntegrator (General Idea - Specific steps depend on the tool's implementation):

1. Install and Configure DocIntegrator: Install the plugin from the ServiceNow Store and configure the connection to your SharePoint environment. This usually involves providing authentication details and setting up the integration.

2. Design your ServiceNow Form: Identify the form where you need this functionality and add a String field to store the SharePoint URL.

3. Configure a DocIntegrator Action (e.g., "Upload to SharePoint and Get URL"): Using the DocIntegrator interface, you would configure an action that:

   • Is triggered by a UI Action (button/link) on your form.
   • Specifies the target SharePoint library/folder (potentially dynamically based on the record).
   • Provides a mechanism for the user to select and upload a file (either through a redirect or a direct upload component).
   • Retrieves the URL of the uploaded file in SharePoint.
   • Sets the value of your designated String field in ServiceNow to the retrieved SharePoint URL.

4. Add a UI Action to your Form: Create a UI Action (button or link) on your ServiceNow form that calls the configured DocIntegrator action.

In summary, while you can achieve a basic version of your requirement using OOB ServiceNow features with manual steps, leveraging a dedicated integration tool like DTech Apps DocIntegrator would provide a much more seamless, user-friendly, and robust solution by automating the file upload and URL retrieval process. It would abstract away the complexities of manual URL handling and potential errors, leading to a better overall experience for your end-users and more reliable data within your ServiceNow instance.

I highly recommend exploring the specific documentation and capabilities of DTech Apps DocIntegrator to see how it can best address your exact requirements. They likely have features tailored to this type of integration scenario.

[John Martin2]

Your requirement is a common one, and while ServiceNow's Out-of-the-Box (OOB) capabilities for direct SharePoint file uploads and URL capture are limited, DTech Apps DocIntegrator is specifically designed to address this.

Here's how DTech Apps DocIntegrator would solve your problem:

The Problem with OOB ServiceNow for your requirement:

• No direct SharePoint upload UI: ServiceNow's OOB attachment functionality allows users to upload files to ServiceNow, not directly to SharePoint.

• Manual URL capture: If you were to redirect a user to SharePoint, they would have to manually upload the file, then copy the SharePoint URL, and then paste it back into a ServiceNow field. This is cumbersome, prone to user error, and not a smooth user experience.

• Limited integration: While ServiceNow's SharePoint Online Spoke offers some basic file actions, it typically requires significant custom development to achieve the seamless workflow you're describing, including automatically capturing and returning the SharePoint URL.

How DTech Apps DocIntegrator solves it:

DocIntegrator is a certified ServiceNow application that provides a deep, seamless integration with SharePoint. It's built to keep documents in SharePoint (their preferred home for governance, compliance, and versioning) while allowing users to interact with them directly from ServiceNow.

Here's a step-by-step breakdown of how DocIntegrator would enable your desired workflow:

1. Direct SharePoint Upload from ServiceNow:

   • DocIntegrator provides Service Portal widgets (or UI actions on standard forms) that can be embedded directly into your ServiceNow forms.

   • When the end-user clicks on a button or link (configured by you), it will open an integrated SharePoint upload interface within ServiceNow. The user does not get redirected out of ServiceNow to a separate SharePoint site.

   • The user can then upload the file directly to the specified SharePoint library/folder through this integrated interface. DocIntegrator can even be configured to dynamically determine the target SharePoint site and library based on the ServiceNow record data (e.g., upload to a folder named after the request number).

2. Automatic SharePoint URL Capture:

   • Crucially, once the file is uploaded to SharePoint via the DocIntegrator interface, DocIntegrator automatically captures the SharePoint URL of the newly uploaded file.

   • This SharePoint URL can then be automatically populated into a designated field within your ServiceNow instance (e.g., a URL field on your request form).

3. Seamless Workflow Integration:

   • Because the upload process and URL capture happen within ServiceNow (powered by DocIntegrator), the user can continue with their request submission seamlessly. The SharePoint URL will already be in the ServiceNow record.

   • You can leverage ServiceNow workflows, Flow Designer, or scripts to act upon this captured SharePoint URL (e.g., for approvals, notifications, or further processing).

Key Benefits of using DocIntegrator for your requirement:

• Improved User Experience: The user stays within the ServiceNow environment for the entire process, eliminating manual steps, redirects, and copy/pasting.

• Enhanced Efficiency: Automates the URL capture, saving time and reducing errors.

• Data Integrity: Ensures the correct SharePoint URL is reliably associated with the ServiceNow record.

• Centralized Document Management: Files remain in SharePoint, leveraging its robust document management, versioning, and security features, without duplicating storage in ServiceNow (which can incur additional costs).

• No/Low Code Configuration: DocIntegrator is designed for configuration, not extensive custom coding, making it easier to implement and maintain compared to building a custom integration with the SharePoint Spoke or Graph API.

• Preserves SharePoint Security: DocIntegrator respects SharePoint's native security and permissions, ensuring only authorized users can access specific documents.

In essence, DocIntegrator acts as a bridge, allowing your ServiceNow instance to "speak" directly and intelligently with SharePoint for document-related tasks like uploads and URL retrieval, providing the exact functionality you're looking for without the complexity of custom development.