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Microsoft SharePoint Integration

Elena Zakharova
  • Updated

    SharePoint integration for Maximizer allows you to store CRM documents in SharePoint and automatically organize them by the customer’s name. By centralizing document storage into one platform, users can easily share documents with others who are not using Maximizer. Users will also be able to enjoy the benefits of SharePoint’s powerful functionalities such as Searching, Workflow, and Document Versioning.

    Highlights

    • Store CRM Documents in SharePoint.
    • Maximizer following tab user interface allows you to view documents in exactly the same way as the Documents tab.
    • Allows you to upload new documents into SharePoint or add existing SharePoint documents supports the Address Book module and Opportunity module.
    • Uploaded Documents are automatically organized by company or contact name.
    • Users can edit Office documents directly in the Microsoft Office web-based user interface without the trouble of re-uploading documents.
    • Note logging for any SharePoint document uploads or deletes to Address Book Entries and Opportunities.
    • The same SharePoint document can be linked to multiple records in Maximizer. This helps eliminate duplicate documents in SharePoint.

    Prerequisites

    • An active Maximizer CRM Live account
    • Minimum Maximizer version 2024.1
    • A hosted SharePoint environment using Office 365
    • Edit permissions for files and folders in the target SharePoint directory

     

    Integration Setup

    Follow the steps below to configure where your documents will be stored in SharePoint.

     

    Plan Your SharePoint Storage Structure

    Before setting up the integration, decide where in SharePoint you want your documents to be uploaded. The key components you need to define are:

    • SharePoint Site (Optional) 
      This is the name of the SharePoint site where your document library resides.
    • Subsite (Optional) 
      Most users won’t need this. If you're not using subsites, leave this field blank.
      • A subsite is a nested site under your main SharePoint site.
    • Document Upload Path 
      This is used to construct the path for uploading new documents. E.g. if the Path is set to /Maximizer, a new document for Address Book module will be uploaded to: /[Subsite]/Maximizer/Address Book Entries/[Ab Entry Name]

     

    How the Integration Organizes Uploaded Files

    When a document is uploaded through the integration, the system builds the destination path using the values you configured, combined with the module and record details.

    • For Address Book entries, files are saved to: 
      Site/Subsite/Upload Path/Address Book Entries/[Entry Name]/
    • For Opportunities, files are saved to: 
      Site/Subsite/Upload Path/Opportunities/[Opportunity Name]/

    If you need help identifying your SharePoint site, subsite, or library structure, consult your SharePoint administrator.

     

    Installation

    Follow the steps below to install the SharePoint integration in Maximizer:

    1. Open the App Directory 
      In the Maximizer user interface, click the App Directory icon located in the left-hand navigation bar.
    2. Install the SharePoint Integration 
      Find SharePoint Integration in the list and click Get it Now.
    3. Authenticate Your Accounts
      1. Log in with your Maximizer Admin account when prompted.
      2. Next, sign in with your Microsoft account to authorize access to SharePoint.
    4. Complete the Setup in a Module
      1. Once installed, navigate to either the Address Book or Opportunities module.
      2. Open the SharePoint tab and click the Setup button.
    5. Configure Document Storage 
      Define where in SharePoint your documents should be saved by entering your desired path settings. 

    You're all set! Documents uploaded through Maximizer will now be stored in your selected SharePoint location. 

     

    Best Practices

    User Account Permissions

    The SharePoint integration can only be installed once per Maximizer account, regardless of how many users your organization has.

    Certain features—such as “Document Properties” and “Show in SharePoint Folder”—open a SharePoint page in a new browser tab. These features require users to be signed into SharePoint with an account that has the appropriate permissions to view the document.

    Each Maximizer user accessing these features must have their own SharePoint user account with sufficient access rights to the relevant documents.

     

    Changing the Document Storage Path

    All SharePoint documents linked through the integration must reside under the same:

    • Site
    • Subsite
    • Path

    These settings are applied globally and affect both existing and future document links.

    ⚠️ If the Site or Subsite is changed after the integration is configured, it will break links to all previously associated documents.

    However, the Path setting can be updated at any time. This only affects where new documents will be uploaded.

     

    Updating a Linked Document

    The integration tracks documents using SharePoint’s Reference ID, not the file name. To retain this link when updating a document:

    • Replace the file: Upload a new version of the document with the same name using SharePoint’s web interface. When prompted, choose “Replace” to keep the original Reference ID.
    • Edit in Office Online: If the file is a Microsoft Office document, editing it via Office Online ensures the Reference ID remains unchanged.
    • Moving or renaming the document within the same library is safe. The Reference ID will remain intact.
    • Do not delete or recreate a file with the same name. This creates a new Reference ID and breaks the original link.

    • Do not move documents across different Sites or Subsites, as this will change the Reference ID.

       

    Linking One SharePoint Document to Multiple Maximizer Records

    Using the “Add Existing” option, users can link the same SharePoint document to multiple Maximizer records. This avoids file duplication and ensures centralized updates.

    • Changes to the linked document will be visible across all linked Maximizer entries.
    • The system tracks how many Maximizer records are linked to each document.
    • When deleting a linked document:
      • If only one record is linked, users can choose to delete the SharePoint file itself.
      • If multiple records are linked, only the link from the selected record will be removed—the SharePoint document will remain.

     

    Broken Link Handling

    A document link becomes broken if its stored Reference ID no longer matches any file in the configured SharePoint location—typically due to file deletion or relocation.

    In the Maximizer interface, broken links are shown in red.

    • Retry: Use this option if the issue may be temporary (e.g., network issues or permissions delay).
    • Re-link: Use this when the file has been moved. This opens a file browser to select the new location in SharePoint and re-establish the connection.

     

    Security Considerations

    The integration accesses SharePoint using a single account, meaning:

    🔓 All Maximizer users will have access to all documents stored within the configured Site or Subsite, regardless of individual SharePoint permission settings.

    To mitigate security risks:

    • Create a dedicated SharePoint Site or Subsite specifically for Maximizer document storage.
    • Avoid storing sensitive documents in this location if fine-grained access control is required.
    • Ensure all users are aware that any document stored in the integrated site or subsite is visible to all Maximizer users.

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