Custom Salesforce-SharePoint document library integration

Itransition wanted to continue using its SharePoint Online document library after adopting a new Salesforce-based CRM system. They implemented a custom Salesforce-SharePoint integration solution to ensure seamless data exchange and expand their collaboration and document management capabilities.

Improved

user experience

Simplified

data and document access

50%

TCO reduction due to license optimization

All technologies used

Salesforce

SharePoint Online

Engagement model

Full project outsourcing

About the customer

Itransition is a global software engineering and consulting company that helps startups, SMBs, and enterprises across industries implement tailored, high-impact IT solutions. With over 3,000 professionals on board, the company delivers projects of varying complexity for clients worldwide.

Industry

Software & Hi-tech

Headquarters

USA

Established

1998

Clients

800+ from SMBs to enterprises

The challenge

After migrating from Dynamics CRM to a new Salesforce solution, Itransition needed to provide CRM document access to a diverse group of users, ranging from sales and presales agents working in Salesforce daily to experts, managers, and legal staff interacting with it occasionally. With standard Salesforce licensing, the company would have faced either significant costs to provide “marginal access” licenses to infrequent users or the need to constantly reassign licenses, creating operational friction.

Additionally, the company sought to enable real-time document collaboration capabilities, which was lacking in both old Dynamics CRM and new Salesforce system, resulting in offline edits and cumbersome version management. Since Itransition already had access to SharePoint Online as part of its Microsoft 365 license, the goal was to use it for document storage, collaboration, and sharing without expanding its Salesforce licensing.

The solution

Itransition’s team analyzed existing workflows and confirmed that the current SharePoint Online solution could be used and there is a way to integrate it with Salesforce without costly third-party AppExchange components. In addition to data integration, we also decided to provide automatic synchronization of attachments from Salesforce to SharePoint to make all case-related documents available in the same location.

To enable seamless SharePoint-Salesforce integration, the team performed the following steps:

1

Established automatic creation of a unified folder structure in SharePoint upon CRM case creation.

2

Implemented instant permission propagation to Sharepoint when adding new members to the case processing team.

3

Built a component enabling quick access to key documentation folders directly from the Salesforce case view.

4

Provided seamless instant upload of documents from Salesforce interface directly to Sharepoint.

5

Automated the uploading of Salesforce’s emails and Chatter attachments to Sharepoint.
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The outcome

Itransition’s team enabled seamless SharePoint-Salesforce integration with minimal code modifications and no data changes, which allowed the company to:

01

Achieve case-specific document visibility in Salesforce

02

Expand document sharing to users and systems outside Salesforce case processing

03

Significantly reduce the number of licenses required and subsequent licensing costs

04

Have all case-related documentation in one place and ensure its cost-effective storage

05

Enable seamless navigation and permissions propagation between Salesforce and SharePoint