About the Sharepoint integration

You can connect Microsoft SharePoint to so your documents are stored in SharePoint instead of inside .

Once connected, documents for, Clients, Suppliers, Jobs, Quotes, Purchase orders, Leads are saved into your chosen SharePoint site and document library. This lets you:

• Use your existing SharePoint folder structure and permissions
• Access files directly in SharePoint if needed
• Keep all work documents in one central place

How it works / How to set it up

What you need

• SharePoint Online (Microsoft 365)
• A site and document library for documents
• A Microsoft account with access to that site/library
• The SharePoint integration enabled for your account

Set up the integration

1. In , go to Settings > Integrations.
2. Select SharePoint > Setup Integration.
3. Sign in with your Microsoft account and approve access.
4. Choose:
   • The SharePoint site
   • The document library
   • A root folder (for example, /Documents/WorkflowMax)

then creates and uses sub-folders under that root for your clients, jobs and other records.

What you can do once connected

From you can:

• Upload, download and search documents
• Browse and create folders
• Change which SharePoint folder a specific client, job or quote uses
• Use existing documents as attachments on quotes, POs and invoices
• Store Collaboration Manager emails and attachments into SharePoint (if enabled)

Permissions

Two sets of permissions control access:

• : controls whether users can view or manage documents inside .
• SharePoint: controls whether users can view or manage files in the SharePoint site and library.

A user needs enough access in both systems:

• View documents: View permissions in + Read in SharePoint.
• Upload/edit/delete: Edit/Full access in + Edit in SharePoint.

Troubleshooting & FAQs

1. I can't see the SharePoint option in Integrations.
   • It may not be enabled yet for your organisation or region.
   • Ask your admin or account manager to confirm availability.

2. I can't see my sites in the site dropdown.

   • Common cause: Application permissions require admin consent which hasn't been granted.
   • Your Microsoft 365 admin needs to go to Microsoft Entra Admin Centre > Enterprise Applications > select your organisation > Permissions > Grant admin consent.
   • Sign out of the integration and reconnect.
   Only a Global Administrator or Privileged Role Administrator can do this
3. I created a new SharePoint site/library but can't see it in .
   • Microsoft can take 30–60 minutes to fully set up a new site/library.
   • Check you can open it directly in SharePoint, then wait and try again.
4. A user can't upload or edit files, but others can.
   • Check their document permissions for that area (jobs, clients, etc.).
   • Check their SharePoint permissions on the site/library/folder.
   • They need upload/edit rights in both places.
5. My upload failed or the file doesn't appear in SharePoint.
   • Common causes: expired SharePoint connection or missing permissions.
   • Reconnect SharePoint or adjust permissions, then use the re-try option.
6. Documents in the Documents tab don't show when I "add existing" as an attachment.
   • Make sure SharePoint is still connected.
   • Check the quote/PO/invoice is linked to the right client or job (attachments come from that context's folder).
   • Confirm your SharePoint configuration (site/library/root) still points to the same location.
7. Can I change how documents are grouped or organised in SharePoint
   • No, there is no option to change how documents are grouped or organised in SharePoint
8. How can I move existing documents within my WorkflowMAX account to SharePoint?
   • Once the SharePoint integration is enabled, please navigate to Organisation Settings → Integrations tab → Set up SharePoint integration. Within the configuration page, you will see a tab called 'WorkflowMax Documents.'
     
     In this tab, you will be able to view all the documents currently stored in WorkflowMAX. From there, you can select the documents you would like to move and select 'Move to SharePoint.' After selecting the documents and clicking the button, you will be prompted to confirm the action before the documents are moved. Once moved, the documents are no longer stored in WorkflowMAX.