Microsoft 365

With the Microsoft 365 integration, you can check out documents to view and edit them in Microsoft 365. When you check out a document to Microsoft 365, a new browser tab opens and displays the document in Microsoft 365. While it is checked out, the document and all changes made to the document are stored in an Amazon Web Services (AWS) environment that Mavens maintains. If you make changes to the document and close the Microsoft 365 tab before checking in the document, you can reopen the checked out document with all of your changes. For the changes to be saved in Scientific Publications Cloud product, check in the document from the document's detail page in Salesforce. If you cancel a check out, all changes made to the document in Microsoft 365 are discarded.

Warning: Scientific Publications Cloud product consumes the Microsoft 365 service as-is. Mavens makes no representations about the Microsoft 365 service and cannot guarantee the availability, reliability, privacy, or security of the Microsoft 365 service. Mavens has limited abilities to support and monitor the Microsoft 365 service. By using the Microsoft 365 integration, you agree to utilize the Microsoft 365 service as-is and agree to absolve Mavens of any and all liability that you or any person or entity associated with you may incur as a result of utilizing the Microsoft 365 service.

:::: ::: title :::

The terms "Office 365" and "Microsoft 365" are used interchangeably throughout Scientific Publications Cloud product and this documentation. Therefore, some documentation will still reflect the older "Office 365" label. ::::

Requirements

Once Microsoft 365 is configured, users must be provisioned with licensing and a permission set to use the Microsoft 365 integration, and only documents that meet requirements can be checked out to and checked in from Microsoft 365.

User requirements

To author content in Microsoft 365, users must have:

• A Microsoft 365 license

• Either the CA_Office_365_Admin or the CA_Office_365_Author permission set

• The Edit Document (mvn__CM_Edit_Document) document version permission

Document requirements

To check out a document in Microsoft 365 or check in a document from Microsoft 365, the document must meet these requirements:

• The document's file type must be supported. Supported file types include:

  • .docx

  • .pptx

  • .xlsx

• The document's file size must not exceed the limit defined by the Office 365 Setting (mvn__CA_Office_365_Setting__mdt) custom metadata type. Depending on which version of you have in your environment, the file size limits are as follows:

version	File size type	File size limit
Spring '23 and below	.docx .pptx .xlsx	5MB
Fall '23 :::: note ::: title ::: The file size limits are based on those of the Microsoft Cloud Storage Partner Program (CSPP). For more information, reference Microsoft's documentation on file sizes supported by Office for the web. ::::	.docx	100MB
.pptx	300MB
.xlsx	25MB

• The document must be either a ContentVersion or a mvn__CM_Document_Version__c record.

Configuration

Mavens maintains two Microsoft 365 instances: Microsoft 365 production and Microsoft 365 test. Connect and use the Microsoft 365 production instance in a Scientific Publications Cloud product production environment and the Microsoft 365 test instance in a Scientific Publications Cloud product sandbox environment.

Note: To enable Microsoft 365 in the Collaborator Portal for either the production environment, the sandbox environment, or both, make sure to complete step 5 in Set up and update the Collaborator Portal.

Warning: If you enable Salesforce's Summer '24 release in your org, make sure you configure Microsoft 365 as a trusted site to ensure that Microsoft 365 iframes load as expected. For more information, reference KI-121 .

Microsoft 365 production instance

To connect to the Microsoft 365 production instance and enable users to use the Microsoft 365 integration:

1. Ask Customer Support to enable Microsoft 365 in your production instance. Make sure to include your org ID in the request. For more detailed instructions, go to How to Contact Customer Support.

2. Install the MCM Office - 365 connected app.

   1. Navigate and log in to https://office.mcm.komodohealth.com/auth/login/start.

   2. In the Quick Find box in Setup, search for and select Connected Apps OAuth Usage.

   3. Click Install in the MCM Office - 365 connected app row.

3. Configure the OAuth access policy for the MCM Office 365 connected app.

   1. In the Quick Find box in Setup, search for and select Manage Connected Apps.

   2. Click MCM Office 365, and then click Edit Policies.

   3. In the OAuth Policies section, select Admin approved users are pre-authorized for the Permitted Users field.

      With this policy, as long as users have a permission set or profile that is assigned to the connected app, they can access the connected app without first authorizing the connected app. You will assign permission sets to the connected app in the next step.

   4. Click Save.

4. Manage access to the MCM Office 365 connected app.

   1. Click MCM Office 365.

   2. Click Manage Permission Sets in the Permission Sets section.

   3. Select CA_Office_365_Admin and CA_Office_365_Author.

   4. Click Save.

5. Verify that mvn__CA_Office_365_Setting__mdt is enabled and lists the correct Subdomain and Environment.

   1. In the Quick Find box in Setup, search for and select Custom Metadata Types.

   2. Click Manage Records in the Office 365 Setting row, and then click Default. If no Default metadata record exists, create a new one accordingly.

   3. Verify that the Default record lists these values:

Field	Value
Subdomain	office
Environment	Production
Enabled	✓
API Version	If your environment has the Spring '23 release or below, set this to 1.00 for a file size limit of 5MB for all file types. If your environment has the Fall '23 release, then this field has been deprecated and different file types will have varying but greater file size limits. For more information, reference the Document requirements section above.

4. If any of the values are wrong, update the values.

5. Verify that the CA_Office_365_PROD remote site setting is active.

   1. In the Quick Find box in Setup, search for and select Remote Site Settings.

   2. Verify that the CA_Office_365_PROD remote site setting is active.

   3. Mark the remote site setting as active if it is not.

6. Assign users either the CA_Office_365_Admin or the CA_Office_365_Author permission set. Visit Permission sets.

Microsoft 365 test instance

To connect to the Microsoft 365 test instance and enable users to use the Microsoft 365 integration:

1. Ask Customer Support to enable Microsoft 365 in your test instance. Include your org ID in the email.

2. Install the MCM Office - 365 - Test connected app.

   1. Navigate and log in to https://office--test.mcm.komodohealth.com/auth/login/start.

   2. In the Quick Find box in Setup, search for and select Connected Apps OAuth Usage.

   3. Click Install in the MCM Office - 365 - Test connected app row.

3. Configure the OAuth access policy for the MCM Office 365 - Test connected app.

   1. In the Quick Find box in Setup, search for and select Manage Connected Apps.

   2. Click MCM Office 365 - Test, and then click Edit Policies.

   3. In the OAuth Policies section, select Admin approved users are pre-authorized for the Permitted Users field.

      With this policy, as long as users have a permission set or profile that is assigned to the connected app, they can access the connected app without first authorizing the connected app. You will assign permission sets to the connected app in the next step.

   4. Click Save.

4. Manage access to the MCM Office 365 - Test connected app.

   1. Click MCM Office 365 - Test.

   2. Click Manage Permission Sets in the Permission Sets section.

   3. Select CA_Office_365_Admin and CA_Office_365_Author.

   4. Click Save.

5. Verify that mvn__CA_Office_365_Setting__mdt is enabled and lists the correct Subdomain and Environment.

   1. In the Quick Find box in Setup, search for and select Custom Metadata Types.

   2. Click Manage Records in the Office 365 Setting row, and then click Default. If no Default metadata record exists, create a new one accordingly.

   3. Verify that the Default record lists these values:

Field	Value
Subdomain	office--test
Environment	Test
Enabled	✓
API Version	If your environment has the Spring '23 release or below, set this to 1.00 for a file size limit of 5MB for all file types. If your environment has the Fall '23 release, then this field has been deprecated and different file types will have varying but greater file size limits. For more information, reference the Document requirements section above.

4. If any of the values are wrong, update the values.

5. Register https://office--test.mcm.komodohealth.com and https://office--test.mcm.mavens.com as active remote site settings.

   1. In the Quick Find box in Setup, search for and select Remote Site Settings.

   2. Create a new remote site setting. Enter these values:

Field	Value
Remote Site Name	Office_365_Test_Komodo
Remote Site URL	https://office\--test.mcm.komodohealth.com
Active	✓

3. Create another new remote site setting. Enter these values:

Field	Value
Remote Site Name	Office_365_Test_Mavens
Remote Site URL	https://office\--test.mcm.mavens.com
Active	✓

7. Assign users either the CA_Office_365_Admin or the CA_Office_365_Author permission set. Visit Permission sets.

Troubleshooting

If the Microsoft 365 integration is not working, verify that:

• Your user is assigned either the CA_Office_365_Admin or the CA_Office_365_Author permission set.

• The Microsoft 365 instance that you are using is properly configured.

	Office 365 production instance	Office 365 test instance
Connected app	Ensure the MCM Office 365 connected app is properly configured.	Ensure the MCM Office 365 - Test connected app is properly configured.
Remote site setting	Ensure the CA_Office_365_PROD remote site setting is active.	Ensure the CA_Office_365_TEST remote site setting is active. This is an internally facing remote site setting that is not exposed to customers. Ensure https://office--test.mcm.komodohealth.com and https://office--test.mcm.mavens.com are registered as active remote site settings.
Custom metadata	Ensure the mvn__CA_Office_365_Setting__mdt custom metadata is enabled and has these values: - Subdomain - office - Environment - Production	Ensure the mvn__CA_Office_365_Setting__mdt custom metadata is enabled and has these values: - Subdomain - office--test - Environment - Test

• You are logged in as yourself. Microsoft 365 functionality does not work if you log in as another user via the Users tab in Setup.

User flows

The following user flows are available with the Microsoft 365 integration:

Note: These workflows only apply to the CM_Document_Version__c custom object. They do not apply to the ContentVersion standard object.

Create a new document

To create a new document with Microsoft 365:

1. Navigate to the Documents tab, and click New Document. The New Document wizard opens.

2. Select Microsoft 365 and a file type. File types include:

   • Word

   • PowerPoint

   • Excel

3. Enter data into any remaining required fields.

4. Click Next.

5. Enter data into the required fields.

6. Click Next. A read-only view of the metadata for the new document appears.

7. Click Save. The new document is created, and the file is automatically checked out in your name.

Check out a document

To check out a document and open it in Microsoft 365:

1. Navigate to the Document record.

2. Click the dropdown arrow in the highlights panel.

3. Click Check Out Document.

4. Select Microsoft 365.

   Note: The option to check out a document with Microsoft 365 is disabled if the document does not meet document requirements. ::::

5. Click Check Out. A Microsoft 365 tab with the document opens.

   Warning: If you are not already logged into Microsoft 365, you will be prompted to log in. :::: warning ::: title :::

Documents can only be checked out to Microsoft 365 for a maximum of 180 days. After 180 days, a document that is checked out to Microsoft 365 is considered to be "expired" in Microsoft 365 and is no longer accessible. You can contact Mavens' Customer Support team to recover expired documents. However, Mavens recommends running the CM_CheckOutExpirationSchedulable job for users to be notified of any expiring documents in advance and running the CM_CancelExpiredCheckedOutDocumentsBatch job to cancel already expired document checkouts. If you need additional time with a specific document, you can always check the document in and then check the document back out to Microsoft 365 to restart the 180-day timer.

Reopen a checked out document

To reopen a document that you already checked out in Microsoft 365:

1. Navigate to the Document record.

2. Click Open in Microsoft 365 in the banner. The document opens in a new tab.

Check in a document

To check in a document from the Document record:

1. Click Check In From Microsoft 365 in the banner. The Check In Document wizard opens.

2. Enter a reason for the changes that you made to the document.

3. Click Check In Document.

To check in a document from the Microsoft 365 tab where the document is open:

1. Click the [Document Name] - Saved drop-down.

2. Click Check In. The Document record in Salesforce opens.

3. Enter a reason for the changes that you made to the document.

4. Click Check In Document.

Cancel a checkout

To cancel a checkout:

1. Navigate to the Document record.

2. Click Cancel in the banner. The Cancel Check Out Document popup opens.

3. Click Cancel Check Out.

Note: If you cancel a check out, all changes made to the document in Microsoft 365 are discarded.

Metadata

This section includes the primary user permissions, underlying data models, and system configurations for the Microsoft 365 integration.

Permission sets

To author content in Microsoft 365, you must be assigned either the CA_Office_365_Admin or the CA_Office_365_Author permission set. If you have one of these permission sets and are an owner or a collaborator of a document, you can check that document out to Microsoft 365 and reopen an already checked out document in Microsoft 365. Only the user that checked out the document initially can check in the document.

Permission set	Custom permission	Description
CA_Office_365_Admin	CM_Office_365_Admin	Users with this permission set can author Microsoft 365 content, check out any document to Microsoft 365, and reopen in Microsoft 365 any document that is already checked out. They are only able to check in or cancel the checkout of documents that they performed the checkout action upon. :::: note ::: title ::: To cancel the checkout of any document, including documents that they did not perform the checkout action on, the user must be assigned the CM_Admin custom permission. ::::
CA_Office_365_Author	CM_Office_365_User	Users with this permission set can author Microsoft 365 content, check out documents of which they are a collaborator, and reopen in Microsoft 365 any document that is already checked out and that they are a collaborator of. They are only able to check in or cancel the check out of documents they performed the checkout action upon. For more information on collaborator permissions, refer to Salesforce's Change File Access in Lightning Experience documentation.

Custom metadata

The Office 365 Setting (mvn__CA_Office_365_Setting__mdt) custom metadata contains settings related to the Microsoft 365 integration. With this metadata, you can enable Microsoft 365 for an org and declare the subdomain of the Microsoft 365 instance that you want to use. For a list of Office 365 Setting Fields, visit Microsoft 365 Setting .

Remote site settings

's Microsoft 365 production site is registered as a remote site.

Note: If you want to use the Microsoft 365 test instance, you need to register https://office--test.mcm.komodohealth.com and https://office--test.mcm.mavens.com as active remote site settings.

Remote site name	Remote site URL	Active	Description
CA_Office_365_PROD	https://office.mcm.komodohealth.com	Yes	Whitelists the Microsoft 365 production site.
CA_Office_365_PROD_Mavens	https://office.mcm.mavens.com	Yes	Whitelists the Microsoft 365 production site.
CA_Office_365_TEST	https://office--test.mcm.komodohealth.com	Yes	Whitelists the Microsoft 365 test site. :::: note ::: title ::: This setting is not exposed to customers. ::::

Objects

The Microsoft 365 functionality works with both ContentVersion and mvn__CM_Document_Version__c files. The ContentVersion sObject and mvn__CM_Document_Version__c custom object contain the Microsoft 365 fields listed in the tables below.

Microsoft 365 ContentVersion fields

Field label	API name	Data type	Description
Check Out Date/Time	mvn__CA_Check_Out_Date_Time__c	Date/Time	Date and time when the file was checked out.
Check Out Id	mvn__CA_Check_Out_Id__c	Text(36) (External ID)	Unique identifier for the checkout.
Check Out Type	mvn__CA_Check_Out_Type__c	Picklist	Type of check out the user requested. Picklist values include Office365 and Local.
Check Out URL	mvn__CA_Check_Out_URL__c	URL(255)	URL where the file is stored in Microsoft 365.
Check Out User	mvn__CA_Check_Out_User__c	Lookup(User)	User who checked out the file.
Checked Out	mvn__CA_Checked_Out__c	Formula (Checkbox)	Whether the file is currently checked out.

Microsoft 365 mvn__CM_Document_Version__c fields

Field label	API name	Data type	Description
Check Out Date/Time	mvn__CM_Check_Out_Date_Time__c	Date/Time	Date and time when the file was checked out.
Check Out Id	mvn__CM_Check_Out_Id__c	Text(36) (External ID)	Unique identifier for the checkout.
Check Out Type	mvn__CM_Check_Out_Type__c	Picklist	Type of check out the user requested. Picklist values include Office365 and Local.
Check Out URL	mvn__CM_Check_Out_URL__c	URL(255)	URL where the file is stored in Microsoft 365.
Check Out User	mvn__CM_Check_Out_User__c	Lookup(User)	User who checked out the file.
Checked Out	mvn__CM_Checked_Out__c	Formula (Checkbox)	Whether the file is currently checked out.

For more information on the mvn__CM_Document_Version__c custom object, visit Document Version.

Override Microsoft 365 UI labels

You can override the Microsoft 365 user interface (UI) labels based on the type of user checking out the document to Microsoft 365. To support the overrides, a Connected App Plugin assigns a userType to a user, and the CA_IOffice365CheckoutUserOverrides interface provides overrides for each userType.