SharePoint setup

Fusion can send invoices to Microsoft SharePoint document folders, tagging each PDF with is custom data.

This section is intended for client system administrators to properly prepare their SharePoint sites to receive invoices from Fusion.

Table of contents

  1. Setting up your SharePoint instance
    1. Step 1: Create an Azure AD App Registration
    2. Step 2: Note Your Tenant ID
    3. Step 3: Generate a Client Secret
    4. Step 4: Configure API Permissions
    5. Step 5: Prepare Your SharePoint Site
  2. Information to Provide to Globetrotter
  3. Folder Structure and File Naming
    1. Available placeholder fields
      1. Client info
      2. Date components
      3. Dynamics invoice fields
      4. Standard PDF fields
      5. Custom data fields
  4. Ongoing Maintenance
    1. Client Secret Renewal
    2. Monitoring Access
    3. Troubleshooting

Setting up your SharePoint instance

Ensure that you have administration rights to your SharePoint instance.

Step 1: Create an Azure AD App Registration

  1. Navigate to the Azure Portal
  2. Sign in with your administrator account
  3. Go to Entra > App registrations
  4. Click New registration
  5. Configure the registration:
    • Name: Fusion Invoice Integration
    • Supported account types: Select “Accounts in this organizational directory only”
    • Redirect URI: Leave blank
  6. Click Register

Important: Copy the Application (client) ID from the overview page - you’ll need this later.

Step 2: Note Your Tenant ID

  1. While still in Azure Active Directory, click Overview in the left navigation
  2. Copy the Tenant ID - you’ll need to provide this to the Globetrotter IT team

Step 3: Generate a Client Secret

  1. In your app registration, go to Certificates & secrets
  2. Click New client secret
  3. Add a description: Fusion SharePoint Access
  4. Set expiration to 24 months (or per your organization’s policy)
  5. Click Add
  6. Immediately copy the secret value - it will not be shown again

Store the client secret securely. You’ll need to provide it to the Globetrotter IT team, and it cannot be retrieved from Azure after leaving this page.

Step 4: Configure API Permissions

  1. In your app registration, go to API permissions
  2. Click Add a permission
  3. Select Microsoft Graph
  4. Choose Application permissions
  5. Search for and select these permissions:
    • Sites.ReadWrite.All - Read and write items in all site collections
    • Files.ReadWrite.All - Read and write files in all site collections
  6. Click Add permissions
  7. Click Grant admin consent for [Your Organization]
  8. Confirm by clicking Yes

The permissions will show a green checkmark when admin consent has been granted successfully.

Step 5: Prepare Your SharePoint Site

  1. Navigate to your SharePoint site where you want invoices to be stored
  2. Note the exact URL (e.g., https://yourcompany.sharepoint.com/sites/accounting)
  3. Create or identify the document library where invoices should be stored:
    • Common library names: “Documents”, “Invoices”, “Shared Documents”
    • If creating a new library, use Site contents > New > Document library
  4. Optionally, create a folder structure within the library (e.g., “Vendor Invoices”, “Fusion Invoices”)

Information to Provide to Globetrotter

Once you’ve completed the setup, provide the following information to the Globetrotter IT team:

Setting Description Example
Tenant ID Your Azure AD tenant identifier 12345678-1234-1234-1234-123456789012
Client ID The application (client) ID from your app registration 87654321-4321-4321-4321-210987654321
Client Secret The secret value you generated aBc123... (32+ character string)
SharePoint Site URL The full URL to your SharePoint site https://yourcompany.sharepoint.com/sites/accounting
Document Library The name of the document library for invoices Documents or Invoices
Target Folder (Optional) Specific folder within the library Vendor Invoices/Fusion

Transmit the client secret securely (encrypted email, secure portal, or phone call). Do not send it in plain text email.

Folder Structure and File Naming

Fusion will organize uploaded invoices using the format you specify. The following structure is typical:

📁 [Document Library]
  📁 [Target Folder] (if specified)
    📁 [Year] (e.g., 2025)
      📁 [Month] (e.g., 01-Jan)
        📄 20250115_143022_Invoice_12345.pdf
        📄 20250116_091500_Invoice_12346.pdf

Files are also named with the the pattern you specify.

Available placeholder fields

The following placeholder fields can be used in your filename pattern and are also populated as SharePoint columns on each uploaded file.

Client info

Placeholder Description SharePoint column
clientNumber Client number from filename Client Number
clientName Organization name (entitlement) Client Name

Date components

Derived from the Dynamics invoice date.

Placeholder Description Example SharePoint column
invoiceYear4 4-digit year 2025 Invoice Year
invoiceYear2 2-digit year 25 Invoice Year Short
invoiceMonth2 2-digit month 01 Invoice Month
invoiceMonthName Full month name January Invoice Month Name
invoiceDay2 2-digit day 30 Invoice Day
invoiceDate Full date 2025-01-30 Invoice Date

Dynamics invoice fields

Placeholder SharePoint column
invoiceNumber Invoice Number
totalAmountExcludingTax Total Amount Excl.
totalTaxAmount Total Tax Amount
totalAmountIncludingTax Total Amount Incl.

Standard PDF fields

Extracted automatically from each invoice PDF.

Placeholder Example SharePoint column
recordLocator DSJ4NZ Record Locator
bookingType Offline, Online Booking Type

Custom data fields

Client-specific custom data field values can be placed directly in folders, filenames or SharePoint metadata columns.

The exact set of custom data fields available depends on your configuration. Speak to your CRM for the full list.

Ongoing Maintenance

Client Secret Renewal

Client secrets expire based on the duration you selected (typically 12-24 months):

  1. Before expiration: Generate a new client secret following Step 3 above
  2. Provide the new secret to the Globetrotter IT team before the old one expires
  3. Update your calendar to remind you of the next renewal date

Monitoring Access

To monitor Fusion’s access to your SharePoint:

  1. Go to Azure Active Directory > Enterprise applications
  2. Find your Fusion Invoice Integration app
  3. Click Sign-in logs to view access history
  4. Review Audit logs for any permission changes

Troubleshooting

Common issues and solutions:

Issue Solution
“Access denied” errors Verify admin consent was granted for API permissions
App not found in SharePoint permissions Wait 10-15 minutes for Azure AD changes to propagate
Files not appearing in expected folder Confirm the exact document library name and folder path with Fusion team
Client secret expired Generate new secret and provide to Fusion team immediately

For additional support, contact the Globetrotter IT team with your Tenant ID and Client ID (never share the client secret in support requests).

Back to top

Copyright © Globetrotter. All rights reserved.