SharePoint Integration

Formality automatically imports and enriches your SharePoint files so your documents stay up to date, in the same place, without manual upload.

Formality connects to your SharePoint site to automatically centralize your PDF files and link them to your contracts, entities and counterparties.

No more manual imports and out-of-context documents: each file remains attached to its origin and becomes immediately usable by your teams.

Only a workspace administrator can enable the SharePoint integration.

Prerequisites

• Have an Microsoft 365 administrator account

• Have connected your Microsoft tenant to Formality

• Have access to the SharePoint site you want to connect

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Why connect SharePoint to Formality?

Your documents are already organized in SharePoint. Formality connects to it to:

• Automatically centralize your PDF files in Formality, linked to their contracts, entities or assets

• Preserve the original context and metadata, so you always know where a document comes from

• Avoid duplicates and manual imports, while keeping each version up to date

• Allow you to manage your post-signature obligations without changing your working habits

In short: SharePoint remains your source, Formality becomes your usable repository.

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How does the integration work?

⏱ Hourly synchronization

Every hour, Formality detects the new PDF files added to the connected SharePoint site and automatically imports them into your workspace.

📁 Folder structure preserved

Imported files keep their original folder structure, in order to respect the logic already used by your teams.

🔄 Automatic updates

When a PDF file is modified or replaced in SharePoint, the updated version is automatically synchronized in Formality. You always access the latest version, without any manual action.

🗑 Deletion without impact

You can delete a document in Formality without affecting the original file stored in SharePoint.

🧩 Supported file types

✅ Files .pdf

❌ All other formats are ignored, in order to ensure data consistency

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Connect SharePoint to Formality

1

Sign in to your Formality account

Link to the sign-in page

2

Go to the Integrations Hub

3

Check that your Microsoft tenant is connected

If the status is "Connected", follow the steps shown.

4

Select SharePoint

5

Click Connect

Depending on your organization's settings, administrator access may be required

6

Follow the on-screen instructions to authorize access

Select the SharePoint site to connect:

7

✔️ Done!

Once the connection is validated:

• All existing PDF files from the selected site are imported

• New files added afterward are synchronized automatically

• The site is synchronized every hour

You can also start a manual synchronization at any time by clicking Synchronize now:

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Process imported documents

Go to the Document processing tab:

A new tab appears with the files synchronized from SharePoint. You can then:

• Analyze the documents

• Link them to your contracts, entities or counterparties

• Add them to your Formality repository

Best practices

An effective integration relies on a clear organization:

• Check that the structure of your folders matches your use cases (client, supplier, site, asset…)

• Harmonize the naming of files and folders between teams

• Ensure that the SharePoint access rights reflect actual usage

A good structure on the SharePoint side = a clean and usable repository on the Formality side.