Setting up SharePoint integration

Overview

This guide explains how to configure SharePoint integration with SignSpace, including adding metadata columns, linking them to SignSpace, and setting up archival rules.

Step 1: Receiving Certificate Thumbprint and Certificate

SignSpace provides the customer with:

• Certificate thumbprint (Example: F60ED97838EF60EF7F41F39980CA457SDSDSB1B073)

• Certificate file (server.cer)

Step 2: Creating Client ID and Tenant ID

The customer must generate a Client ID and Tenant ID within their Azure AD environment.

For more information, see Uploading Your Certificate to Azure Portal

Step 3: Providing Configuration Details to SignSpace

The customer sends the following details to their SignSpace contact:

• Client ID

• Tenant ID

• Base Site URL (Example: https://customername.sharepoint.com/)

SignSpace technical support will use this information to configure SharePoint integration in the customer’s SignSpace account.

Step 4: Adding Metadata Columns to SharePoint (Optional)

To enrich documents with metadata, the customer may create the following standard metadata columns in SharePoint:

• Creator name

• Contracting parties

• Signatories

• Reviewers

• Signing request title

• Signing date

After adding these columns, the customer should fill in the column IDs in the provided SharePoint Configuration Excel Sheet.

Sometimes the Column ID (Internal name) differs from the display name, especially if the column name was changed later, or contains Scandinavian characters.

Follow these steps to find the Column ID in SharePoint:

1. Go to Library settings.

2. Under Columns, click the name of the column you’re interested in (note, if it's grey, it's still clickable).

3. Look at the URL in your browser's address bar — you'll see something like:

   ..Field=Allekirjoitusp%C3%A4iv%C3%A4m%C3%A4%C3%A4r%C3%A4

4. The part after Field= is the Column ID.

Note! If you have not received the Configuration Excel file, please contact your SignSpace representative to request a copy of the Excel Sheet.

Step 5: Configuring Additional Archival Settings

Customers may also configure additional options:

• Default archive folder: Use this option if all files should be stored in a single folder.

• Create archive folder for each signed file bundle: When enabled, a separate folder is created for signed files if multiple files exist.

• Error report email: Define email addresses that will receive notifications about failed archive attempts.

This configuration should also be added to the SharePoint Configuration Excel Sheet.

Step 6: Finalising Configuration

Once the configuration is complete:

1. The customer sends the completed SharePoint Configuration Excel Sheet to their SignSpace contact.

2. SignSpace technical support updates the customer’s configuration.

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Optional: Mapping SignSpace Metadata to SharePoint

You can create your own metadata fields in SignSpace. For instructions on the metadata functionality, visit: Metadata overview

You can store these metadata values in SharePoint when archiving files. Here are instructions on how to create columns in SharePoint and link them to metadata fields in SignSpace.

Step A: Creating a Column in SharePoint

1. Navigate to the SharePoint library.

2. Add a new column with the desired name.

3. Always use the Column ID, not the display name. See: instructions under Step 4

Step B: Creating a Matching Metadata Field in SignSpace

1. Go to SignSpace Metadata Management.

2. Create a metadata field with a name matching the SharePoint column.

3. Enter the SharePoint Column ID into the "External System Reference" field in SignSpace.

Note: If the SharePoint column name consists of multiple words, enter it in SignSpace without spaces.

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Optional: Automating Contract Storage Locations

If contracts need to be stored in different SharePoint locations based on metadata values:

• Create a list-type metadata field in SignSpace.

• Add this list to metadata models used in the organisation.

• Set the metadata field to mandatory in the model to ensure correct archival.

Note: When metadata field is set as mandatory in a model does not automatically require users to fill in the metadata—only if the model is selected. It's advised to configure metadata to include all necessary contract types and have set metadata selection as mandatory for all. This ensures a seamless archiving process.

Ask your SignSpace contact to make the metadata entry mandatory in your organsation's account configuration.

More details:

• Adding list-type metadata
• Adding metadata models

Uploading Your Certificate to Azure Portal

Follow these steps to register your application, upload a certificate, and retrieve the necessary configuration details.

1. Register a New Application

1. Sign in to Azure Portal and go to Azure Active Directory > App registrations.

2. Click New registration and enter the following details:

   • Name: Choose a name for your application.

   • Supported account types: Select Accounts in this organisational directory only (Single tenant).

3. Click Register.

2. Retrieve the Client ID and Tenant ID

1. After registration, stay in the Overview section of your app.

2. Copy the following values:

   • Application (client) ID → This is the Client ID.

   • Directory (tenant) ID → This is the Tenant ID.

These will be required in your configuration.

3. Configure API Permissions

1. Navigate to API Permissions > Add permission.

2. Select Request API permissions > SharePoint.

3. Choose Application permissions and add the necessary permissions.

4. Click Grant admin consent and confirm with Yes.

4. Upload the Certificate

1. Go to Certificates & Secrets. ⚠️ Do not add Client Secrets because it interferes with certificate-based authentication.

2. Click Upload Certificate and upload your CER certificate from your computer.

3. Once uploaded, click Add.

5. Retrieve the Thumbprint

1. Navigate to Manifest.

2. Find KeyCredentials and locate customKeyIdentifier.

3. Copy this value—it is the Thumbprint, which will be needed in your configuration.

Now, you have successfully registered the app, linked the certificate, and retrieved the required Client ID, Tenant ID, and Thumbprint for further configuration.