Using Microsoft SharePoint actions in action flows

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<p id="docs-hc-snippet" style="display: none;">Before you can include external actions in your action flows, you must connect the action builder to the external system.</p>
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<p id="docs-ai-summary-toggle">Summary: <span id="up-triangle">◀</span><span id="down-triangle">▼</span></p>
<p id="docs-ai-summary-content">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.</p>
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<div class="body">

<div class="p">By connecting the <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/8855513857306" target="_blank">action builder</a> 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.<div class="note" id="zug_action_flow_external_SharePoint__note_i2z_jtz_v3c">
<span class="notetitle">Note:</span> The steps associated with external systems in
action flows are referred to collectively as <em class="ph i">external actions</em>.</div>
</div>
<div class="p">This article contains the following topics:<ul class="ul" id="zug_action_flow_external_SharePoint__ul_ysp_sn4_zgc">
<li class="li"><a class="xref" href="#topic_fcs_gtn_g3c">Connecting SharePoint to action builder</a></li>
<li class="li"><a class="xref" href="#topic_z1q_htn_g3c">Using SharePoint actions in action flows</a></li>
</ul>
</div>
</div>
<div aria-labelledby="ariaid-title2" class="topic nested1" id="topic_fcs_gtn_g3c">
<h2 class="title topictitle2" id="ariaid-title2">Connecting SharePoint to action builder</h2>
<div class="body">
<p class="p">Before you can include external actions in your action flows, you must connect the
action builder to the external system.</p>
<div class="p">When connecting to external systems for use in action flows, the following best practices are recommended:<ul class="ul" id="topic_fcs_gtn_g3c__d8e13">
<li class="li">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.</li>
<li class="li">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.</li>
<li class="li">When managing credentials for API key-based tools, such as OpenAI, it's best to store keys in a secure vault or credential manager.</li>
</ul>
</div>
<div class="p">
<strong class="ph b">To connect action builder to SharePoint</strong><ol class="ol" id="topic_fcs_gtn_g3c__ol_psh_lk4_zgc">
<li class="li"><span class="ph">In <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/4581766374554#topic_hfg_dyz_1hb" target="_blank">Admin Center</a>, click <img class="image" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/ac_apps_integrations_icon.png">
<strong class="ph b">Apps and integrations</strong> in the sidebar, then select <strong class="ph b">Actions &gt; Action
flows</strong>.</span></li>
<li class="li">
<a class="xref" href="https://support.zendesk.com/hc/en-us/articles/8855601898266" target="_blank">Create</a> or <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/9052312956570" target="_blank">edit</a> an action flow.</li>
<li class="li">Open the step sidebar.</li>
<li class="li">Under <strong class="ph b">External actions</strong>, click <strong class="ph b">Microsoft SharePoint</strong>.</li>
<li class="li">Click <strong class="ph b">Connect</strong>.</li>
<li class="li">Follow SharePoint's prompts to authenticate and complete the
connection.<p class="p">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
(<code class="ph codeph">graph.microsoft.com</code>) to interact with
SharePoint.</p>
<div class="note" id="topic_fcs_gtn_g3c__note_ilr_mtz_v3c">
<span class="notetitle">Note:</span> 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.</div>
</li>
</ol>
</div>
<p class="p">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.</p>
</div>
</div>
<div aria-labelledby="ariaid-title3" class="topic nested1" id="topic_z1q_htn_g3c">
<h2 class="title topictitle2" id="ariaid-title3">Using SharePoint actions in action flows</h2>
<div class="body">
<p class="p">SharePoint action steps can be used to manage list items, sites, and pages.</p>
<div class="p">The following SharePoint actions are available:<ul class="ul" id="topic_z1q_htn_g3c__ul_jby_q44_zgc">
<li class="li"><a class="xref" href="#topic_lck_r44_zgc">Create list item</a></li>
<li class="li"><a class="xref" href="#topic_kdh_jvj_1jc">Update list item</a></li>
<li class="li"><a class="xref" href="#topic_bzg_mgl_cjc">Update list item
column</a></li>
<li class="li"><a class="xref" href="#topic_tn5_5dl_cjc">Lookup list item</a></li>
<li class="li"><a class="xref" href="#topic_eg4_b2l_cjc">Lookup site</a></li>
<li class="li"><a class="xref" href="#topic_of5_j2l_cjc">Create page</a></li>
<li class="li"><a class="xref" href="#topic_rdh_y2l_cjc">Lookup page</a></li>
<li class="li"><a class="xref" href="#topic_lnz_cfl_cjc">Publish page</a></li>
</ul>
</div>
</div>
<div aria-labelledby="ariaid-title4" class="topic nested2" id="topic_lck_r44_zgc">
<h3 class="title topictitle3" id="ariaid-title4">Creating a list item</h3>
<div class="body">
<p class="p">Use the <em class="ph i">Create list item</em> 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.</p>
<p class="p">This action has the following inputs and outputs:</p>
<div class="p">
<div class="tablenoborder">
<table border="1" cellpadding="4" cellspacing="0" class="table" frame="border" id="topic_lck_r44_zgc__table_dgb_n11_w3c" rules="all" summary="">
<colgroup>
<col>
<col>
</colgroup>
<thead class="thead" style="text-align:left;">
<tr class="row">
<th class="entry cellrowborder" id="d89e227" style="text-align:left;vertical-align:top;"> </th>
<th class="entry cellrowborder" id="d89e229" style="text-align:left;vertical-align:top;">Variables</th>
</tr>
</thead>
<tbody class="tbody">
<tr class="row">
<td class="entry cellrowborder" headers="d89e227" style="text-align:left;vertical-align:top;">Inputs</td>
<td class="entry cellrowborder" headers="d89e229" style="text-align:left;vertical-align:top;">Required: <code class="ph codeph">Site</code>,
<code class="ph codeph">List</code><p class="p">Optional: Dynamic columns based
on selected list</p>
</td>
</tr>
<tr class="row">
<td class="entry cellrowborder" headers="d89e227" style="text-align:left;vertical-align:top;">Output</td>
<td class="entry cellrowborder" headers="d89e229" style="text-align:left;vertical-align:top;">List item details, including ID, web URL, creation
timestamp, and field values</td>
</tr>
</tbody>
</table>
</div>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title5" class="topic nested2" id="topic_kdh_jvj_1jc">
<h3 class="title topictitle3" id="ariaid-title5">Updating a list item</h3>
<div class="body">
<p class="p">Use the <em class="ph i">Update list item</em> action to update an existing item in a SharePoint
list. Only columns with provided values will be updated.</p>
<p class="p">This action has the following inputs and outputs:</p>
<div class="p">
<div class="tablenoborder">
<table border="1" cellpadding="4" cellspacing="0" class="table" frame="border" id="topic_kdh_jvj_1jc__table_ldh_jvj_1jc" rules="all" summary="">
<colgroup>
<col>
<col>
</colgroup>
<thead class="thead" style="text-align:left;">
<tr class="row">
<th class="entry cellrowborder" id="d89e297" style="text-align:left;vertical-align:top;"> </th>
<th class="entry cellrowborder" id="d89e299" style="text-align:left;vertical-align:top;">Variables</th>
</tr>
</thead>
<tbody class="tbody">
<tr class="row">
<td class="entry cellrowborder" headers="d89e297" style="text-align:left;vertical-align:top;">Inputs</td>
<td class="entry cellrowborder" headers="d89e299" style="text-align:left;vertical-align:top;">Required: <code class="ph codeph">Site</code>, <code class="ph codeph">List</code>,
<code class="ph codeph">Item ID</code><p class="p">Optional: Dynamic columns
based on selected list</p>
</td>
</tr>
<tr class="row">
<td class="entry cellrowborder" headers="d89e297" style="text-align:left;vertical-align:top;">Output</td>
<td class="entry cellrowborder" headers="d89e299" style="text-align:left;vertical-align:top;">List item details, including ID, web URL, last modified
timestamp, and field values</td>
</tr>
</tbody>
</table>
</div>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title6" class="topic nested2" id="topic_bzg_mgl_cjc">
<h3 class="title topictitle3" id="ariaid-title6">Updating a list item column</h3>
<div class="body">
<p class="p">Use the <em class="ph i">Update list item column</em> action to provide the value to be updated
for a specific column in a list item.</p>
<p class="p">This action has the following inputs and outputs:</p>
<div class="p">
<div class="tablenoborder">
<table border="1" cellpadding="4" cellspacing="0" class="table" frame="border" id="topic_bzg_mgl_cjc__table_czg_mgl_cjc" rules="all" summary="">
<colgroup>
<col>
<col>
</colgroup>
<thead class="thead" style="text-align:left;">
<tr class="row">
<th class="entry cellrowborder" id="d89e370" style="text-align:left;vertical-align:top;"> </th>
<th class="entry cellrowborder" id="d89e372" style="text-align:left;vertical-align:top;">Variables</th>
</tr>
</thead>
<tbody class="tbody">
<tr class="row">
<td class="entry cellrowborder" headers="d89e370" style="text-align:left;vertical-align:top;">Inputs</td>
<td class="entry cellrowborder" headers="d89e372" style="text-align:left;vertical-align:top;">Required: <code class="ph codeph">Site</code>, <code class="ph codeph">List</code>,
<code class="ph codeph">Item ID</code>, <code class="ph codeph">Column</code>,
<code class="ph codeph">Value</code>
</td>
</tr>
<tr class="row">
<td class="entry cellrowborder" headers="d89e370" style="text-align:left;vertical-align:top;">Output</td>
<td class="entry cellrowborder" headers="d89e372" style="text-align:left;vertical-align:top;">List item details, including ID, web URL, last modified
timestamp, and field values</td>
</tr>
</tbody>
</table>
</div>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title7" class="topic nested2" id="topic_tn5_5dl_cjc">
<h3 class="title topictitle3" id="ariaid-title7">Looking up a list item</h3>
<div class="body">
<p class="p">Use the <em class="ph i">Lookup list item</em> action to retrieve SharePoint list items matching
a column value.</p>
<p class="p">This action has the following inputs and outputs:</p>
<div class="p">
<div class="tablenoborder">
<table border="1" cellpadding="4" cellspacing="0" class="table" frame="border" id="topic_tn5_5dl_cjc__table_un5_5dl_cjc" rules="all" summary="">
<colgroup>
<col>
<col>
</colgroup>
<thead class="thead" style="text-align:left;">
<tr class="row">
<th class="entry cellrowborder" id="d89e448" style="text-align:left;vertical-align:top;"> </th>
<th class="entry cellrowborder" id="d89e450" style="text-align:left;vertical-align:top;">Variables</th>
</tr>
</thead>
<tbody class="tbody">
<tr class="row">
<td class="entry cellrowborder" headers="d89e448" style="text-align:left;vertical-align:top;">Inputs</td>
<td class="entry cellrowborder" headers="d89e450" style="text-align:left;vertical-align:top;">Required: <code class="ph codeph">Site</code>, <code class="ph codeph">List</code>,
<code class="ph codeph">Column</code>, <code class="ph codeph">Value</code>
</td>
</tr>
<tr class="row">
<td class="entry cellrowborder" headers="d89e448" style="text-align:left;vertical-align:top;">Output</td>
<td class="entry cellrowborder" headers="d89e450" style="text-align:left;vertical-align:top;">List item details, including ID, creation timestamp, last
modified timestamp, web URL, and field values</td>
</tr>
</tbody>
</table>
</div>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title8" class="topic nested2" id="topic_eg4_b2l_cjc">
<h3 class="title topictitle3" id="ariaid-title8">Looking up site information</h3>
<div class="body">
<p class="p">Use the <em class="ph i">Lookup site</em> action to retrieve information about a SharePoint site
by ID or name.</p>
<p class="p">This action has the following inputs and outputs:</p>
<div class="p">
<div class="tablenoborder">
<table border="1" cellpadding="4" cellspacing="0" class="table" frame="border" id="topic_eg4_b2l_cjc__table_fg4_b2l_cjc" rules="all" summary="">
<colgroup>
<col>
<col>
</colgroup>
<thead class="thead" style="text-align:left;">
<tr class="row">
<th class="entry cellrowborder" id="d89e522" style="text-align:left;vertical-align:top;"> </th>
<th class="entry cellrowborder" id="d89e524" style="text-align:left;vertical-align:top;">Variables</th>
</tr>
</thead>
<tbody class="tbody">
<tr class="row">
<td class="entry cellrowborder" headers="d89e522" style="text-align:left;vertical-align:top;">Inputs</td>
<td class="entry cellrowborder" headers="d89e524" style="text-align:left;vertical-align:top;">
<p class="p">Optional: <code class="ph codeph">Site</code>, <code class="ph codeph">Site
name</code> (at least one is required)</p>
</td>
</tr>
<tr class="row">
<td class="entry cellrowborder" headers="d89e522" style="text-align:left;vertical-align:top;">Output</td>
<td class="entry cellrowborder" headers="d89e524" style="text-align:left;vertical-align:top;">Site information, including ID, display name, name, web
URL, description, and creation timestamp</td>
</tr>
</tbody>
</table>
</div>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title9" class="topic nested2" id="topic_of5_j2l_cjc">
<h3 class="title topictitle3" id="ariaid-title9">Creating a page</h3>
<div class="body">
<p class="p">Use the <em class="ph i">Create page</em> action to create a new page in a SharePoint site.</p>
<p class="p">This action has the following inputs and outputs:</p>
<div class="p">
<div class="tablenoborder">
<table border="1" cellpadding="4" cellspacing="0" class="table" frame="border" id="topic_of5_j2l_cjc__table_pf5_j2l_cjc" rules="all" summary="">
<colgroup>
<col>
<col>
</colgroup>
<thead class="thead" style="text-align:left;">
<tr class="row">
<th class="entry cellrowborder" id="d89e594" style="text-align:left;vertical-align:top;"> </th>
<th class="entry cellrowborder" id="d89e596" style="text-align:left;vertical-align:top;">Variables</th>
</tr>
</thead>
<tbody class="tbody">
<tr class="row">
<td class="entry cellrowborder" headers="d89e594" style="text-align:left;vertical-align:top;">Inputs</td>
<td class="entry cellrowborder" headers="d89e596" style="text-align:left;vertical-align:top;">
<p class="p">Required: <code class="ph codeph">Site ID</code>, <code class="ph codeph">Page
name</code>, <code class="ph codeph">Page title</code></p>
<div class="p">
<div class="note" id="topic_of5_j2l_cjc__note_gvy_t2l_cjc">
<span class="notetitle">Note:</span> The <code class="ph codeph">Page
name</code> is the file name for the new page
(e.g., <code class="ph codeph">my-page</code>). The .aspx
extension is added automatically if not
provided.</div>
</div>
</td>
</tr>
<tr class="row">
<td class="entry cellrowborder" headers="d89e594" style="text-align:left;vertical-align:top;">Output</td>
<td class="entry cellrowborder" headers="d89e596" style="text-align:left;vertical-align:top;">Page details, including ID, name, web URL, and creation
timestamp</td>
</tr>
</tbody>
</table>
</div>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title10" class="topic nested2" id="topic_rdh_y2l_cjc">
<h3 class="title topictitle3" id="ariaid-title10">Looking up a page</h3>
<div class="body">
<p class="p">Use the <em class="ph i">Lookup page</em> action to retrieve information about a specific page
in a SharePoint site.</p>
<p class="p">This action has the following inputs and outputs:</p>
<div class="p">
<div class="tablenoborder">
<table border="1" cellpadding="4" cellspacing="0" class="table" frame="border" id="topic_rdh_y2l_cjc__table_sdh_y2l_cjc" rules="all" summary="">
<colgroup>
<col>
<col>
</colgroup>
<thead class="thead" style="text-align:left;">
<tr class="row">
<th class="entry cellrowborder" id="d89e680" style="text-align:left;vertical-align:top;"> </th>
<th class="entry cellrowborder" id="d89e682" style="text-align:left;vertical-align:top;">Variables</th>
</tr>
</thead>
<tbody class="tbody">
<tr class="row">
<td class="entry cellrowborder" headers="d89e680" style="text-align:left;vertical-align:top;">Inputs</td>
<td class="entry cellrowborder" headers="d89e682" style="text-align:left;vertical-align:top;">
<p class="p">Required: <code class="ph codeph">Site ID</code>, <code class="ph codeph">Page
ID</code></p>
</td>
</tr>
<tr class="row">
<td class="entry cellrowborder" headers="d89e680" style="text-align:left;vertical-align:top;">Output</td>
<td class="entry cellrowborder" headers="d89e682" style="text-align:left;vertical-align:top;">Page details, including ID, name, title, web URL, page
layout, publishing state, and creation timestamp</td>
</tr>
</tbody>
</table>
</div>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title11" class="topic nested2" id="topic_lnz_cfl_cjc">
<h3 class="title topictitle3" id="ariaid-title11">Publishing a page</h3>
<div class="body">
<p class="p">Use the <em class="ph i">Publish page</em> action to publish a page in a SharePoint site.</p>
<p class="p">This action has the following inputs and outputs:</p>
<div class="p">
<div class="tablenoborder">
<table border="1" cellpadding="4" cellspacing="0" class="table" frame="border" id="topic_lnz_cfl_cjc__table_mnz_cfl_cjc" rules="all" summary="">
<colgroup>
<col>
<col>
</colgroup>
<thead class="thead" style="text-align:left;">
<tr class="row">
<th class="entry cellrowborder" id="d89e751" style="text-align:left;vertical-align:top;"> </th>
<th class="entry cellrowborder" id="d89e753" style="text-align:left;vertical-align:top;">Variables</th>
</tr>
</thead>
<tbody class="tbody">
<tr class="row">
<td class="entry cellrowborder" headers="d89e751" style="text-align:left;vertical-align:top;">Inputs</td>
<td class="entry cellrowborder" headers="d89e753" style="text-align:left;vertical-align:top;">
<p class="p">Required: <code class="ph codeph">Site ID</code>, <code class="ph codeph">Page
ID</code></p>
</td>
</tr>
<tr class="row">
<td class="entry cellrowborder" headers="d89e751" style="text-align:left;vertical-align:top;">Output</td>
<td class="entry cellrowborder" headers="d89e753" style="text-align:left;vertical-align:top;">Published page details, including ID, name, title, web
URL, publishing state, and published timestamp</td>
</tr>
</tbody>
</table>
</div>
</div>
</div>
</div>
</div>
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downTriangle.style.display = "inline";
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summary.style.display = "none";
upTriangle.style.display = "inline";
downTriangle.style.display = "none";
}
};

document.getElementById("docs-ai-summary-toggle").addEventListener("click", toggleAISummary);
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