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Combined Security: Integrate SharePoint DMS in Salesforce

Data Security Concerns

If you work with customer data, there’s a vast network of information, security and organization that needs to
be kept track of. Thankfully, there is software that can make your life easier. In this new blog series, we want to explore how Salesforce and Microsoft’s SharePoint separately aid in this endeavor and how to combine these two into one fully established entity to create the best of both worlds.

In today’s blog, we’ll take a closer look at one of the most important topics when it comes to CRM and data in general: Security. Ensuring data is only kept where it’s supposed to be, according to all rules and regulations and not accidentally (or purposefully) misplaced, lost or otherwise.

Working with data inherently means having to make sure that it is handled and stored carefully and securely. Who has access to which data, who has which permissions to create, edit, move or delete? Does everyone get same or similar permission sets with one or two exemptions? How does this change or translate when cloud data storage in the form of SharePoint is involved? Are these permissions copied or added by hand, one by one, or is there a way to simplify the process in a way that ensures no human error misses anything?

Permissions, Groups & Scaling

Generally speaking, permission sets are needed for proper security when it comes to reading and editing rights. Certain roles get specific permissions, allowing them to look into data, edit data or neither depending on what department they’re from or what role they fill concerning any given file or document.

Some companies tend to use Teams to keep an eye on cases, however that also comes with its own issues: One of the problems of using Teams Channels for information about Opportunities is that there are no roles. Unlike in SharePoint or Salesforce, everyone in the Team has the same rights which limits any idea of fine tuning.

Using Salesforce to automate SharePoint security

The goal here is to facilitate collaboration – not just between departments, but also different software. If any given account in your CRM software has a new Opportunity, you’ll want respective folders, channels and permissions to be handled automatically and immediately.

With Q!365, this and much more is possible. With the software any permission set that is created or modified in Salesforce will automatically translate to the relevant folder on SharePoint. This can be either permission sets based on roles inside the Opportunity team or singular permissions for specific people.

Because everything is automated, checking roles and roles inheriting permission sets is something that now is secure and reliable. The right folders for the right persons directly integrated into the right places within Salesforce, ready for use.

Sharing with external contacts

It’s common to have separate external folders to share with customers. With Q!365, we leverage the standard sharing capabilities of SharePoint which can be used manually or, of course, automated.

Each Sharing will be logged as a closed Task in the timeline for easy documentation or discovery.

If you have any questions or would like a demonstration, please feel free to contact us at any time.

Would you like to find out how Q!365 can help your organization?

Book a meeting to discuss your used case!

If you’re curious to find out more, check out our website to get additional information, pricing and more!

Seely Schmidt

Customer Success Manager

Don't hesitate to contact me and ask anything about the product or book a meeting with me directly.