Using Microsoft SharePoint actions in action flows

Before you can include external actions in your action flows, you must connect the action builder to the external system.


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Summary: ◀▼
You can connect action flows to Microsoft SharePoint to automate tasks like creating, updating, and looking up list items, sites, and pages. Use a dedicated service account for connections and manage permissions carefully. Available actions include managing list items, retrieving site info, and creating or publishing pages, helping you integrate SharePoint data and workflows into your support processes.




By connecting the action builder to external systems, such as Microsoft
SharePoint, admins can integrate Zendesk with external systems in automated workflows,
improving collaboration and maintaining a seamless experience across multiple
platforms.
Note: The steps associated with external systems in
action flows are referred to collectively as external actions.

This article contains the following topics:
Connecting SharePoint to action builder
Using SharePoint actions in action flows




Connecting SharePoint to action builder

Before you can include external actions in your action flows, you must connect the
action builder to the external system.
When connecting to external systems for use in action flows, the following best practices are recommended:
All external actions performed by an action flow are attributed to the user who connected the
external system. Therefore, it's a best practice to use a dedicated service
account rather than personal credentials when connecting to each external
system.
All integrations request access to necessary scopes. However, it's important that you review and validate the scopes before authorizing the connection to the external system.
When managing credentials for API key-based tools, such as OpenAI, it's best to store keys in a secure vault or credential manager.



To connect action builder to SharePoint
In Admin Center, click
Apps and integrations in the sidebar, then select Actions > Action
flows.

Create or edit an action flow.
Open the step sidebar.
Under External actions, click Microsoft SharePoint.
Click Connect.
Follow SharePoint's prompts to authenticate and complete the
connection. The Microsoft SharePoint connection uses OAuth 2.0 with
the authorization code grant type. When you authorize the connection,
you'll be redirected to Microsoft to grant permissions to your Zendesk
account. The connection uses the Microsoft Graph API
(graph.microsoft.com) to interact with
SharePoint.

Note: All external actions
performed by an action flow are attributed to the user who connected the
external system. Therefore, it is a best practice to use a dedicated
service account rather than personal credentials when connecting to each
external system.



After you've connected to the system, you'll see an indicator that it's connected and
details about the instance you're connected to, as well as the actions available for
SharePoint.



Using SharePoint actions in action flows

SharePoint action steps can be used to manage list items, sites, and pages.
The following SharePoint actions are available:
Create list item
Update list item
Update list item
column
Lookup list item
Lookup site
Create page
Lookup page
Publish page




Creating a list item

Use the Create list item action to create a new item in a SharePoint list.
After selecting a site and list, you can provide values for any of the available
columns in that list.
This action has the following inputs and outputs:










Variables




Inputs
Required: Site,
List Optional: Dynamic columns based
on selected list



Output
List item details, including ID, web URL, creation
timestamp, and field values








Updating a list item

Use the Update list item action to update an existing item in a SharePoint
list. Only columns with provided values will be updated.
This action has the following inputs and outputs:










Variables




Inputs
Required: Site, List,
Item ID Optional: Dynamic columns
based on selected list



Output
List item details, including ID, web URL, last modified
timestamp, and field values








Updating a list item column

Use the Update list item column action to provide the value to be updated
for a specific column in a list item.
This action has the following inputs and outputs:










Variables




Inputs
Required: Site, List,
Item ID, Column,
Value



Output
List item details, including ID, web URL, last modified
timestamp, and field values








Looking up a list item

Use the Lookup list item action to retrieve SharePoint list items matching
a column value.
This action has the following inputs and outputs:










Variables




Inputs
Required: Site, List,
Column, Value



Output
List item details, including ID, creation timestamp, last
modified timestamp, web URL, and field values








Looking up site information

Use the Lookup site action to retrieve information about a SharePoint site
by ID or name.
This action has the following inputs and outputs:










Variables




Inputs

Optional: Site, Site
name (at least one is required)



Output
Site information, including ID, display name, name, web
URL, description, and creation timestamp








Creating a page

Use the Create page action to create a new page in a SharePoint site.
This action has the following inputs and outputs:










Variables




Inputs

Required: Site ID, Page
name, Page title


Note: The Page
name is the file name for the new page
(e.g., my-page). The .aspx
extension is added automatically if not
provided.




Output
Page details, including ID, name, web URL, and creation
timestamp








Looking up a page

Use the Lookup page action to retrieve information about a specific page
in a SharePoint site.
This action has the following inputs and outputs:










Variables




Inputs

Required: Site ID, Page
ID



Output
Page details, including ID, name, title, web URL, page
layout, publishing state, and creation timestamp








Publishing a page

Use the Publish page action to publish a page in a SharePoint site.
This action has the following inputs and outputs:










Variables




Inputs

Required: Site ID, Page
ID



Output
Published page details, including ID, name, title, web
URL, publishing state, and published timestamp








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