SharePoint Online as Documents Store for Power Pages Site

This article walks you through steps required to integrate Power Pages with SharePoint Online to store the documents. This includes Admin activities, Developer activities, permission, and any additional configurations required to perform complete CRUD operations.

Assumptions is, Power Platform tenant with Developer licenses already exists.

To complete this exercise, Power Platform Admin and Makers with Development skills are required.

Power Platform Admin Activities

1.?????? Create Environment

2.?????? Create SharePoint Online site for document storage.

3.?????? Create Power Page Site

4.?????? Configure Power Pages Site and SharePoint integration settings, and Document management settings in Power Platform Admin Center.

Developer Activities

1.?????? Create Dataverse Custom Entities/Tables

2.?????? Entity Permissions, and Child permission with Document Locations Entity.

3.?????? Created Forms and View for CRUD operations at the Entity.

4.?????? Create Pages for View All document, Insert/Upload documents, Edit Documents.

Let's get started.

A.????? Create Environment.

Power Platform Administrator or any self-Service solution/App to create Power Platform

Create Environment (SPO Integration) at least with Developer license and United States as region to use some preview features like Copilot.

B.????? Create SharePoint Site

SharePoint Admin to create SharePoint Site in a required location.

We will use https://xyz.sharepoint.com/sites/PowerPlatformIntegration/ for this purpose.

C.?????? Create Power Pages Site

Power Platform Admin or Global Administrator to create Power Pages Site

We will use "https://xyz.sharepoint.com/sites/PowerPlatformIntegration/ " for this purpose.

D.????? Create Custom Entity

In the Power Pages Site, under Data. You can create a new entity. Entity name as “Customer Documents” for this purpose

1.?????? Login to Power Pages Site and select "SPO Integration" as environment.

2.?????? Click on Data and create new Table with name “Customer Documents”. Make sure to select “Setup SharePoint Document Management” check box.

E.?????? Configure Power Pages Site and SharePoint integration settings.

1.?????? Login to Power Platform admin center and click on the "SPO Integration" environment.

2.?????? Click on “Power Pages Sites” under Resources to menu.

3.?????? Click on "..." and then on “Manage” next to “SPO Document Integration” website.

4.?????? Select “SharePoint Integration” under "Services" section.

F.?????? Document management settings

1.?????? Login to Power Platform admin center and clink on the "SPO Integration" environment.

2.?????? Navigate to Document management settings, Settings --> Integration --> Document management settings.

3.?????? Enable Server-Based SharePoint Integration

a.?????? Click on “Enable Server-Based SharePoint Integration”

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4.?????? Configure Document Management Settings

a.?????? Click on “Configure Document Management Settings”. Select “Customer Documents” entity and enter the SharePoint Online Site URL

Customer Documents Document library will be created automatically.

G.????? Entity configurations

We need to create two forms and a View on the "Customer Documents" entity. In Power Pages first row need to be created using Insert and then by editing the same row. Documents can be attached.

a.?????? Create “Insert Document Row” form on “Customer Document”. Save and publish the form.

b.?????? Create “Edit Document Row” form and Add “Document Location” as Sub grid to upload the documents. Save and Publish the page

c.?????? Create “View All Documents” view to list all documents in the entity. Save and publish the list.

H.????? Pages configuration

Create 3 pages in the Power Pages site for CRUD Operations, and add the forms and view created in the previous step.

a.?????? Create “Insert Document” Page with the “Insert Document Row” form created at the entity. Page can be created either from Power Pages Designer, or Power Management Model driven app.

Select form options from the page configuration. Select “Customer Documents” table, “Insert Document Row” as form.

b.?????? Create “Edit Document” Page with the “Edit Document Row” form created at the entity. Page can be created either from Power Pages Designer, or Power Management Model driven app.

Select form options from the page configuration. Select “Customer Documents” table, “Edit Document Row” as form.

a.?????? Create a page to “View All Documents”, also to inset or edit and delete documents. Page can be created either from Power Pages Designer, or Power Management Model driven app.

Select “List” from settings. Select “Customer Documents” entity and “View All Documents” view.

I.???????? Integrate Create and Edit Pages with View all documents Page, so that all operations can be performed together at with complete flow.

Navigate to Power Pages Management Model driven app and click on List from left panel and click on the View all Documents Page that was created from the previous steps.

Now, Click on “Options” tab and scroll to the bottom what you can see the all operations that can be configured. Click on Create, Edit and Delete connect the Insert and edit pages as shown.

No additional configurations are required for Delete operation.

On the Power Pages Designer make sure to click refresh

J.??????? Create new permission as “Insert/Edit/Delete Document Permissions”. We can use same permission set for all CRUD operations.

Permissions can be configured by clicking on “Permission” from List or “Setup” or from the Power Management model driven app.

Click on permission and then “New Table Permissions”.

Save, and comeback to the same permissions to add child permissions.

?Now, make sure to syc all the changes made to Power Pages Designer Page. Click on Preview “View all Document” Page

Click on create.

Enter the Document name and submit.

Click on the drop down next to the first now and then click Edit.

Click on Add Files, and browse and upload file.

Verify in SharePoint Online folder. Now make sure to submit the page.

Now, in case if you want to Delete any row, make sure to delete the documents first from the edit page and then the row from the View all documents.

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?Update:

Who does access to SharePoint Online works, in this integration scenario?

Case 1: If in case, you are publishing the Power Pages Site to anonymous users, then all you need to do is, all the Power Pages access should be set to an anonymous and the Entity Permissions should be set to anonymous web role. We don't need to explicit permission to the SharePoint Online.

Case 2: If in case, you are publishing the Power Pages Site to Authenticated users, you can still set the anonymous web role access to Entities. SharePoint Online will still works.

Case 3: If in case, you are publishing the Power Pages Site to Authenticated users, you can still set the Authenticated web role access to Entities. SharePoint Online will still works.

?Case 4: If in case, you are publishing the Power Pages Site to Authenticated/anonymous users, you can still set the Authenticated and or anonymous web role access to Entities. SharePoint Online will still works.

?We don't need to any explicit SharePoint Online licenses for this purpose.

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