Module 12: Integration with Office

Lesson 4: Practice Lab – Configure document sharing

Scenario

You are a functional consultant for your organization Contoso. You are working on the integrations for a project for your client Fabrikam and need to set up the SharePoint integration. In this lab, you will enable SharePoint document management, upload a document and set alerts.

Important Note: This lab will provide you with an actual Office 365 tenant and licenses for the Power Platform applications you will be using in this course. You will only be provided with one tenant for the practice labs in this course. The settings and actions you take within this tenant do not roll-back or reset, whereas the virtual machine you are provided with does reset each time you close the lab session. Please be aware that Office 365 is evolving all the time. The instructions in this document may be different from what you experience in your actual Office 365 tenant. It is also possible to experience a delay of several minutes before the virtual machine has network connectivity to begin the labs.

Exercise 1 - Acquire Tenant Information and Connect

Note: If you have already completed a practice recently, the virtual machine might pick up where you left off and you will not need to login again.  In that case you can skip ahead to exercise two and resume.

Task 1 – Connect to the Power platform administration portal

  1. On Virtual machine MB200-Dynamics_Lab, sign in as Admin with the password Pa55w.rd if you are not already logged in.

  2. Outside the VM in the online lab interface click Files and choose D365 Credentials. This will allocate an Office 365 tenant for you to use in these labs.  It will display the admin email and password for your tenant.  You should copy this information to notepad or similar for your reference.

  3. In MB200-Dynamics_Lab launch Microsoft Edge from the taskbar. By default, the browser opens Office 365. Use the O365 credentials you just acquired in the previous step to login.

  4. Navigate in the browser to the Power platform admin portal at https://admin.Powerplatform.microsoft.com

Exercise 2 – Save Documents to SharePoint

In this exercise, you will configure SharePoint integration to allow uploading and viewing documents related to an entity. In this example, you will be uploading the certificates you created in the Microsoft Word document generation and associating them with the Knowledge Assessment entity record.

Task 1 – Enable SharePoint Document Management

In this task, you will configure document management for the Knowledge Assessment entity

  1. Navigate to https://admin.powerplatform.microsoft.com/

  2. Select Environments.

  3. Select … Open Environment.

  4. Navigate to Settings->Solutions.

  5. Select Knowledge Assessment Solution.

  6. Expand Entities.

  7. Locate and select Knowledge Assessment entity.

  8. Check the Document Management option on the entity properties.

  9. Click Save.

  10. Click Publish.

  11. Close the solution explorer.

  12. Navigate to Settings -> Document Management.

  13. Click SharePoint Sites.

  14. Flow the wizard and click Finish.

  15. Select Document Management Settings.

  16. Review the currently selected entities.

  17. Locate Knowledge Assessment and select it.

  18. Click Next.

  19. We are not going to configure it based on a single entity, click Next.

  20. Click OK to continue creation of Document Libraries.

  21. When Status are either Succeeded or Already exists click the Finish button.

Task 2 – Upload a document

In this task, you will upload a document related to a Knowledge Assessment entity

  1. Navigate to https://web.powerapps.com/

  2. Confirm that the environment selector in the upper right corner is NOT in the default environment. You should see an environment name like Contoso(crm***) and not Contoso(Default).

  3. Select Apps.

  4. Locate the Knowledge Admin Model-Driven application and click to open.

  5. Click on the Site Map button and select Assessment.

  6. Open one of the assessment records.

  7. Select the Related tab.

  8. Select Documents

  9. Click Upload

  10. Upload a test document either Microsoft Word or Microsoft Excel. You could upload the documents you generated in the previous practice.

Task 3 – Work with the uploaded document

In this task, you can see some of the options on an uploaded document

  1. Click on the document you just uploaded – if it is Microsoft Word or Microsoft Excel it should launch in the online version of the tools.

  2. On the left side of the document list, check the row on the document you just uploaded.

  3. Notice the command bar options change – You can Edit, Delete, Check Out, Check In, Edit Properties, Discard Checkout and Open Location.

  4. Click the Check Out – This reserves the document for you.

  5. Select the document again and click Edit, make a couple of minor changes and close the tab.

  6. Click Check In.

  7. Select No to retain your check in and click OK.

Task 4 – Set Alerts

In this task, you set an alert for the Documents folder and test the alerts.

  1. Click the Open Location button – this will open the SharePoint document library. From here you can perform any of the other SharePoint commands that aren’t exposed in the model-driven app.

  2. Select the document you uploaded

  3. Click on the … button and select Alert Me.

  4. Click OK.

  5. Close all the SharePoint browser tabs.

  6. Back in the Knowledge Management app.

  7. Edit the document, make a change.

  8. If you check Outlook.Office365.com you should have an alert notification.