ServiceNow to Microsoft SharePoint Online Integration – Automated Site Creation

[Priti_S]

Hi Everyone!
I recently integrate ServiceNow with Microsoft SharePoint Online using Flow Designer and the Microsoft SharePoint Online Spoke. The goal was to automate site creation based on a catalog request and assign users to the correct SharePoint groups (Owners, Members, Visitors).
Objective

• Create SharePoint sites automatically from ServiceNow
• Assign users to SharePoint groups dynamically
• Fully automate the process via Flow Designer

 Prerequisites

• Install and configure the Microsoft SharePoint Online Spoke
• Set up the connection record with the SharePoint tenant
• Refer to:
• Microsoft SharePoint Online Spoke Documentation
• Configure Microsoft SharePoint Online Connection

 Flow Designer Steps & Actions Used
1. Create Site
Action: Create Modern Site – SharePoint Online

• Inputs:
• Tenant
• Site Title – From catalog request
• Site URL – https://<tenant>.sharepoint.com/sites/<SiteTitle>
• Template – e.g., STS#3 for a Team Site
• Description – Purpose of the site
• Owner – Primary site owner (email)

2. Look Up User Information by Email
Action: Look Up User Information By Email – SharePoint Online

• Inputs:
• Tenant
• Email – User’s email address
• Output:
• User Login Name – Used in group assignment step

3. Add User to SharePoint Group
Action: Add User to Group – SharePoint Online

• Inputs:
• Tenant
• Site Location – sites/<SiteTitle>
• User Login Name – From previous step
• Group ID:
• 3 for Owners
• 4 for Visitors
• 5 for Members

 Outcome
With this integration:

• Users can request SharePoint sites from a catalog item
• Sites are created automatically
• Access is provisioned instantly (Owners, Members, Visitors)

Thank You!

[Shreya Shah]

This is awesome @Priti_S ! Let us know about the other use cases you implement in future with regards to Microsoft SharePoint Online Spoke.

[Priti_S]

Hello @Shreya Shah 
Thank You! I'll definitely share more use cases if I implement others in the future.

[Shashank Saxen2]

Hi @Priti_S ,

This has been very helpful, can you also let us know how did you handle the scenario to check if the requested site already exists in SharePoint?

[Priti_S]

Hi @Shashank Saxen2 

Thank you! I'm glad you found it helpful.

I didn't implement a check to determine whether the requested SharePoint site already exists.
If you need to handle duplicate site requests, additional validation logic would need to be added before the Create Modern Site action.