Target Audience: Microsoft 365 (M365) Global Administrators, IT Administrators
Objective: This guide outlines the process to create and configure a Microsoft Service Account for deploying Power Automate solutions required for content management in SharePoint Online. Additionally, it covers the optional setup of separate integrations for QorusDocs with CRM systems and websites using tools like Microsoft Logic Apps or other workflow engines. If the project includes a migration from QorusDocs Breeze Proposals to QorusDocs, the service account will also need the appropriate permissions to manage the Term Store in SharePoint.
- Section 1: Required – Power Automate Solutions for SharePoint Content Management
- Section 2: Optional – Integration Between QorusDocs and CRM
- Section 3: Optional – Integration Between QorusDocs and a Website
- Final Steps
- Conclusion
Prerequisites
- Global Administrator or User Administrator permissions in Microsoft 365.
- Access to the Admin Center and Azure Active Directory.
Section 1: Required – Power Automate Solutions for SharePoint Content Management
Overview
Power Automate solutions that govern keeping your content stored in SharePoint Online up to date are required for managing document workflows, approvals, and content lifecycle over time.
Steps
1. Create a Microsoft Service Account for Power Automate
Action:
- Log in to the Microsoft 365 Admin Center with Global Admin credentials.
- Navigate to Users > Active Users and click Add a User.
- Complete the following fields:
- Username: Set as QorusDocsServiceAccount.
- Password: Set a strong, secure password. Select Require this user to change their password when they first sign in.
- Roles: Assign No admin roles. Do not assign any additional roles.
- In Licenses and Apps, assign only a Power Automate per-user license.
Why it’s needed: The Power Automate service account will execute flows that manage document lifecycles in SharePoint, ensuring your content is kept updated automatically. Limiting roles and using minimal licensing reduces costs and enhances security.
2. Assign Member Access in SharePoint Online
Action:
- In the SharePoint Online Admin Center, grant the service account Member access to the specific SharePoint libraries and sites where Power Automate flows will be used.
- Limit the account’s access strictly to the necessary sites and libraries.
Why it’s needed: The service account needs Member access, which provides sufficient permissions to read, modify, and manage documents within the libraries, ensuring content is updated without unnecessary elevated access.
3. Additional Permissions for Term Store Management (if migrating from QorusDocs Breeze Proposals)
Action:
- In the SharePoint Admin Center, navigate to the Term Store.
- Assign the service account as a Group Manager in the Term Store for the relevant term groups that will be used to manage the migrated content.
- Ensure the service account has permissions to create and manage Term Sets under the assigned term group.
Why it’s needed: If your project involves a migration from QorusDocs Breeze Proposals to QorusDocs, the service account will need permissions to manage Term Sets in the Term Store. Being a Group Manager ensures the service account has the necessary control to organize and tag content efficiently at the site collection level using terms.
Section 2: Optional – Integration Between QorusDocs and CRM
Overview
Integrating QorusDocs with a CRM system is optional but can enhance document generation and management by automating the process of writing data from the CRM into QorusDocs Smart Lists and/or Pursuits. This integration allows CRM data to drive content creation in QorusDocs, ensuring that documents such as proposals, contracts, or reports are populated automatically with up-to-date CRM information.
Steps
1. Set Up QorusDocs and CRM Integration
Action:
- Log in to QorusDocs as the service account.
- In QorusDocs, navigate to Settings and select Smart Lists or Pursuits.
- Configure a Smart List or Pursuit in QorusDocs that will be used to receive data from the CRM system.
- Set up the integration within the CRM system (e.g., Dynamics 365 or Salesforce) to export relevant data into QorusDocs Smart Lists and/or Pursuits. The workflow engine or automation tool used (such as Microsoft Logic Apps) should handle the connection and data transfer between the CRM and QorusDocs.
- Ensure that the service account is granted Member access to the necessary Smart Lists and/or Pursuits in QorusDocs and that it has the proper permissions to facilitate data transfer from the CRM.
Why it’s needed: This integration enables CRM data to automatically populate QorusDocs templates, Smart Lists, or Pursuits, reducing manual data entry and ensuring accuracy. Automating this process improves efficiency and ensures consistency across document generation activities.
Section 3: Optional – Integration Between QorusDocs and a Website
Overview
Integrating QorusDocs with a public-facing website is also optional but useful for automating the creation of content in QorusDocs based on data captured from the website. This integration typically involves transferring form data or other inputs from the website into QorusDocs, where the data can be used to generate documents or manage content in SharePoint libraries.
Steps
1. Set Up QorusDocs and Website Integration
Action:
- Log in to QorusDocs as the service account.
- Navigate to Content Sources and configure the integration to receive data from the website. Ensure that the service account has access to the relevant Smart Lists or SharePoint libraries where content will be stored or generated.
- Use Microsoft Logic Apps or another workflow engine to automate the data flow from the website to QorusDocs. Configure the workflow to capture relevant data (e.g., form submissions, user inputs) and transfer it to the appropriate location in QorusDocs.
- Ensure the service account has the necessary permissions to create and manage documents in QorusDocs based on website data.
Why it’s needed: This integration automates the transfer of data from a website to QorusDocs, streamlining content creation and reducing the need for manual entry. It is particularly useful for scenarios like capturing leads, requests, or registrations from the website and using that data to generate documents or update records in QorusDocs or SharePoint.
Final Steps
1. Document Credentials and Permissions
Action:
- Store the service account credentials in a secure system, such as a password manager.
- Document the permissions assigned to the service account for both required (Power Automate for SharePoint) and optional (QorusDocs, CRM, website) integrations.
Why it’s needed: Proper documentation and secure storage of credentials are essential for ensuring that only authorized personnel can access and modify the service account settings in the future.
2. Review and Maintain Permissions
Action: Periodically review the service account’s access levels to ensure that it only retains the minimum necessary permissions for each task. Revoke any unnecessary permissions to maintain security.
Why it’s needed: Regular reviews ensure that the service account remains compliant with security best practices, minimizing exposure to potential risks.
Conclusion
By following this guide, you will have successfully created a Microsoft Service Account to manage two distinct tasks: (1) deploying required Power Automate solutions to keep content in SharePoint Online up to date and (2) optionally integrating external systems like QorusDocs with CRM or a website using Microsoft Logic Apps or other workflow engines. If your project involves migrating from QorusDocs Breeze Proposals to QorusDocs, you will have the additional capability of managing Term Sets in the SharePoint Term Store by assigning the service account as a Group Manager. Each of these tasks is independent and should be configured separately to ensure security and optimal performance.
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