SharePoint Notifications enable your organization to respond automatically to activity in SharePoint document libraries from within Salesforce.
When a subscribed SharePoint library detects a change, the connector sends a notification to Salesforce. You can use the notification to trigger a Salesforce Flow and automate business processes.
Configure SharePoint Notifications
Administrators manage SharePoint Notifications from the SharePoint Setup tab.
From the SharePoint Setup tab, administrators can:
- Select the SharePoint document libraries to monitor.
- Enable or disable specific notification event types for the organization.
- Review the current notification configuration.
Permissions
- Users with the SharePoint User permission set can open the Notifications tab and view the current configuration.
- Users must have the SharePoint Admin permission set to create, modify, or remove notification settings.
For more information about permission sets, see Managing Permission Sets in the SharePoint Connector documentation.
Changes to notification settings apply at the organization level and affect all configured SharePoint Notification subscriptions.
The Notifications tab
From the SharePoint Setup tab, select SharePoint Notifications in the side menu.
The Notifications page contains two tabs:
- Library Subscriptions: Displays the SharePoint document libraries that the connector monitors for changes.
- Event Type Configuration: Displays the document and folder events that generate notifications.
To update the configuration, select Edit in the page header, make your changes, and then select Save.
Library Subscriptions
The Library Subscriptions tab lists the SharePoint document libraries that the connector monitors for changes. Libraries are grouped by site.
To change the libraries that the connector monitors:
- Select Edit, and then open the Library Subscriptions tab.
- Select Manage Libraries.
- In the Manage Libraries window, select the libraries to monitor.
- To view a site's libraries, expand the site.
- To monitor all libraries in a site, select the site's checkbox.
- To stop monitoring a library or site, clear the corresponding checkbox.
- Select Save.
The Library Subscriptions list updates to reflect your changes.
Event Type Configuration
The Event Type Configuration tab controls which SharePoint events generate notifications.
Events are grouped into categories. Each category shows the number of enabled events. For example, 2 of 4 enabled.
To configure notification events:
- Select Edit, and then open the Event Type Configuration tab.
- Expand a category, and then use the toggles to enable or disable individual events.
- To enable all events in a category, select Enable All.
- To disable all events in a category, select Disable All.
- Select Save.
Supported Notification Events
The connector can generate notifications for the following SharePoint events.
| Events | Event Type | Triggered when |
|---|---|---|
| Document | New Document | A document is uploaded to a subscribed library. The version label indicates whether the upload creates a new document (version 1.0) or a new major version. |
| Document Updated | A document is modified. This includes content changes, metadata updates, and new version saves. | |
| Document Deleted | A document is deleted or moved to the recycle bin. | |
| Document Renamed | A document is renamed within a library. | |
| Folder | Folder Created | A folder is created in a subscribed library. |
| Folder Updated | A folder's properties or metadata are updated. | |
| Folder Deleted | A folder is deleted. | |
| Folder Renamed | A folder is renamed within a library. | |
| Library | Document Moved | A document is moved from one SharePoint document library to another. |
| Document Restored | A document is restored from the SharePoint recycle bin. | |
| Folder Moved | A folder is moved from one SharePoint document library to another. | |
| Folder Restored | A folder is restored from the SharePoint recycle bin. |
Monitoring notifications
After you save the configuration with one or more event types enabled, the connector automatically checks subscribed SharePoint libraries for changes approximately every 15 minutes.
When a monitored event occurs, the connector sends a Salesforce notification to users assigned the SharePoint Admin permission set. Notifications appear in the Salesforce notification center and in the Salesforce mobile app.
Note: The background monitoring service runs automatically in the background whenever at least one event type is enabled and stops when all event types are disabled.
Monitoring begins from the time of setup; historical activity prior to enabling subscriptions is not retrieved.
Customize notification handling
You can extend the packaged notification Flow to perform additional actions when a notification is received, such as:
- Send an email
- Post a Chatter message
- Update a Salesforce record
- Trigger custom business automation
For more information, see Extending SharePoint Notifications.