This article serves to provide a checklist of IT software and access requirements that need to be met for your organization to successfully implement and run QorusDocs for SharePoint Online.
End User Software Requirements
- Windows 8.1 or higher
- Chrome, Firefox, Safari, Edge or Internet Explorer 11.
- Desktop installations of one or more of the following Microsoft Office applications (minimum build required: 16.0.6965.x or 6965.x, or higher):
- Word 2016, 2019 or 365 to use QorusDocs for Word
- Outlook 2016, 2019 or 365 to use QorusDocs for Outlook (Your mailbox needs to be hosted on Exchange Online if you wish to make use of the Outlook add-in.)
- PowerPoint 2016, 2019 or 365 to use QorusDocs for PowerPoint
- Excel 2016, 2019 or 365 to use QorusDocs for Excel
- Installation of the QorusDocs add-ins (Access to Microsoft Store or centrally deploying the add-ins which is the preferred method.)
- Admin approval to log into QorusDocs (QorusDocs Authorization required.)
- Approval to enable the Microsoft Teams connector (If you wish to utilize Teams for collaboration.)
- Installation of the QorusDocs add-ins (Access to Microsoft Store or centrally deploying the add-ins which is the preferred method)
- Power BI Pro desktop license (For users who wish to manage the QorusDocs reports.)
Organization Software Requirements
- SharePoint Online (If your organization does not have SharePoint Online, QorusDocs can set up an instance for you.) You have the option of setting up a dedicated SharePoint Online (SPO) site collection for QorusDocs or utilizing sites that already contain your organization's content. Your Implementation Specialist will explain the pros and cons of both options and will guide you to make the best decision.
- If the Salesforce Connector has been purchased, please note that QorusDocs only supports the Lightning version.
- Power Automate with a ‘Per User Plan’ at minimum.
Implementation & Power Automate Access Requirements
- The site(s) that will be utilized for QorusDocs will need to be setup to allow the QorusDocs Implementation Team temporary "Site Owner" access. Your Implementation Specialist will give you the named individuals that need this access and they will need to be created as users on your organization's Active Directory (under your organization's domain).
- All of the individuals at your organization that will be involved in the implementation will also require "Site Owner" access to the site(s) setup in step 1 above.
- A new group in your SPO Term Store called "QorusDocs" must be created. The users added in step 1 and 2 above must be given "Group Manager" access to this group.
- Setup a M365 licensed service account that is generic enough to trigger emails from it using Power Automate (Outlook Connector). We refer to this account as the "Service Account". The account name could be something like "proposals@[your domain]" or "qorusdocs@[your domain]". It is your choice what this account will be called, but the important thing is that it should make sense to your end-users (Subject Matter Experts and Content Managers) as they will receive an email from this address, notifying them of content that is up for review or approval.
- This account should preferably have the password reset option disabled to ensure that there is no disruption to your content management flows.
- It should also have access to Power Automate with a ‘Per User Plan’ at minimum.
- Add the service account as a ‘Site Owner’ to the site(s) where your content will be stored.
The Service Account is required for a number of reasons:
- This account will serve as the owner of your Content Management Flows. Without this account, we would have to use a named user's account as the owner. If this named user had to leave your organization or move departments and lose access, the Management Flows will be decommissioned and disabled, which will cause the content refresh activities to stop.
- This account will be used to email SMEs and Content Managers when content is up for review or approval.
- Changes that are made to content properties in SharePoint Online (by the content management flows) will be tracked against this account.
Consent & User Access
There are three, one-time only, access-related steps that need to be completed for all users to have the correct access to the QorusDocs solution.
1. Consent for QorusDocs to Access Your Organization's User Profile Data
QorusDocs enables your organization to utilize the Microsoft identity platform to allow users to sign in with their work account and access your organization's data, through the QorusDocs solutions.
Before any application can access your organization's user profile data, a user must consent to the application to do so.
When your users first access the QorusDocs application, they will be required to accept the request for QorusDocs to access their profile information, so that QorusDocs knows who they are, and what they have access to. They will not be asked to do this again, once complete.
2. Consent for QorusDocs to Access Your Organization's SharePoint Online Environment
When the first QorusDocs SharePoint Online (SPO) Content Source is created, the user will be asked to consent to the QorusDocs application gaining access to your organization's SPO environment. This only needs to be done once and will give consent to the QorusDocs application, to access content data across all site collections in the organization.
It is important to note that this does not give access to any users of QorusDocs, to view, edit, add to or delete ALL of your organization's SPO content and data; the permissions of each user are maintained as per your existing permission structure.
Each user that creates a content source will be required to give consent when they create their first one. It is recommended that an administrator, with the correct level of access, creates the first content source, and consents on behalf of your organization, to avoid all users needing to complete this step.
3. User Authentication
The last layer of security is to ensure that the user accessing the QorusDocs solution has the correct permissions to read and write the content and data that is being exposed through the content sources (in accordance with their access rights assigned in SPO).
When a user first logs in, they will see a "Lock" icon next to all the SPO content sources.
Clicking on the Lock icon will authenticate that user, giving them access to all content sources that they have permission to in your organization, and the lock icon will disappear.
This is a step that must be done by every user, once. An administrator cannot do this on behalf of the organization.