Take the very first steps to use the SharePoint Connector for Jira app

• Open the SharePoint Connector for Jira app
• Connect your first folder
• Step 1: Click the "Connect folder" button
• Step 2: Select the storage place where the folder you want to connect is and authenticate
• Step 3: Navigate to where the folder you want to share with your team is
• Step 4: Select the folder you want to connect
• Step 5: Select permissions (optional)
• Step 6: Click the "Connect" button.
• IMPORTANT! Please read.

Open the SharePoint Connector for Jira app

You can install the SharePoint Connector for Jira app from the Atlassian Marketplace, then open it by clicking the SharePoint & OneDrive Tab on Jira’s board. If not visible on the tab, click on the more option and drag it to the visible tab area.

Connect your first folder

You don't need to create an account to use the app. The only thing required is to connect at least one folder to the Jira space so that you can start collaborating with your team and build your single source of truth.

ℹ️ If there's already a folder connected when you first open the app, that means someone in your team already shared a folder, and you can use that one or add more, following the same steps.

Step 1: Click the "Connect folder" button

Step 2: Select the storage place where the folder you want to connect is and authenticate

You can connect a folder stored in SharePoint or OneDrive for Business.

ℹ️ You can connect more places later from the file manager. Learn more

Connecting a SharePoint folder

Learn how to authorize the SharePoint Connector for Jira app to access the content in your SharePoint account so that you can connect a folder.

Instructions:

1. Locate the SharePoint & Onedrive tab on the space board
2. Click on connect folder button.
3. Select SharePoint from the list.
4. Sign in when the screen loads.
5. Press the "Allow" button.
6. You can now browse your SharePoint to connect a folder to your Jira space.

⫶☰ If you have problems connecting your account, please check the SharePoint Permissions Setup

Connecting a OneDrive for Business folder

Learn how to authorize the SharePoint Connector for Jira app to access the content in your OneDrive for Business account so that you can connect a folder.

Instructions:

1. Locate the SharePoint & OneDrive tab on the space board
2. Click on connect folder button.
3. Select OneDrive from the list.
4. Sign in when the screen loads.
5. Press the "Allow" button.
6. You can now browse your SharePoint to connect a folder to your Jira space.
   

⫶☰ If you have problems connecting your account, please check the SharePoint Permissions Setup

Step 3: Navigate to where the folder you want to share with your team is

ℹ️ SharePoint tip: If you can’t see the site where your folder is, you can use the “Find site” or “Connect by URL“ option and enter your SharePoint address.

Step 4: Select the folder you want to connect

Use the checkbox to select the folder you want to connect.

We recommend connecting a folder where you and your team store your documents, but you can start with a new one by clicking the "New folder" button.

ℹ️ Tip: You can select multiple folders.

Step 5: Select permissions (optional)

Click the "Permissions" tab. By default, any folder you connect will be visible and editable by your team. If you want to limit access or block the edit feature, click the dropdown to change the permissions.

ℹ️️ For more information, check the permissions page.

Step 6: Click the "Connect" button

✅ All done. You're ready to use the app. Learn more about the file manager, how to edit documents or Attach files and folders to issues.

⚠️ IMPORTANT! Please read.

The app uses the storage place as the "single source of truth," However, you need to understand that it has some particular behaviors. Like:

• When you share the same file in various Confluence pages or Jira issues, it will show all the updates in the other places when edited in one place.
• Suppose someone deletes the file or folder shared/embedded into an issue from SharePoint and/or OneDrive. In that case, it will no longer be available on Confluence or Jira.
• If someone edits the attached file in the cloud storage via a desktop app, the changes will also be reflected in Confluence and Jira.
• This behavior is excellent to avoid duplicates and multiple untracked versions across platforms. With this app, you can have one file that is the same everywhere. Handle it with care. :)

You can browse the folders shared with a Jira space, preview files, edit documents, and more on the file manager.

• About the file manager
• Managing connected folders
• Refresh folders list
• Connect additional folders
• Sort connected folders
• Filter connected folders
• Folder tag
• Folder permissions
• Disconnect a folder
• Rename connected folder
• Open in original storage
• Copy Link
• Managing connected places
• Connect a place
• Rename a place
• Disconnect a place
• Using the connected folders
• Navigating your folders
• Using your files
• Folder actions
• Wrap up

About the file manager

The file manager is easily accessible from the space(previously called project) board, and it's the cornerstone for all you can do with the SharePoint Connector for Jira app. When you attach files and folders to your work items, you'll also be using the file manager, and it works the same way.

This page covers everything related to using the SharePoint Connector for Jira app, from what you can do with your files and folders to managing connected folders. Let's start with the latter since you always need at least one connected folder to use the app.

Managing connected folders

When you open the SharePoint Connector for Jira app, the first thing you'll see is a list of the connected folders. You can browse and use these folders to collaborate with your team.

SharePoint Connector for jira app home screen:

List of the connected folders to the current Jira project.

1. Refresh folders list button
2. Connect folder button
3. Sort connected folders button
4. Filter connected folders button
5. Folder tag button
6. Folder permissions button
7. Context menu button
8. Disconnect folder option
9. Rename folder option
10. Open in original storage option
11. Copy Link option

Refresh folders list

Use the "Refresh folders list" button to update the connected folders list and access folders your team shared with the latest permissions.

Connect additional folders

In the Getting started page, we covered how to connect your first folder. The empty screen makes it easy to see how to do it, but you can connect as many folders as you need.

Instructions:

1. Click the "Connect folder" button.
   

1. Select the storage place where the folder is, or connect a new one if needed.
   

1. Navigate to where the folder you want to share with your team.
2. Select the folders you want to connect by clicking the checkboxes.
   

1. Optional: Click the "Permissions" tab to set advanced options. By default, your team will be able to see and edit any folder you connect. For more information, check the permissions page.
   

1. Click the "Connect" button.

ℹ️ We recommend connecting a folder where you and your team store your documents, but you can start with a new one by clicking the "New folder" button.

ℹ️ SharePoint tip: If you can’t see the site where your folder is, you can use the Find site Or Connect by URL to locate and link your sharepoint folder.

✅ All done. You can now use your new folder or add more using the same process.

Sort connected folders

The connected folders are ordered alphabetically by default.

You can change this by clicking the "Sort by name" button and selecting a sort of option and the order you prefer. You can sort them by name or added date. The button will always reflect your selection.

Filter connected folders

By default, the file manager shows every folder connected to the space, including folders your teammates connected. Select “Connected by me” to narrow the list to the folders you connected yourself.

This is handy in spaces with a lot of connected folders. Instead of scrolling through the full list, you can jump straight to the folders you work with, and any search or browsing you do runs against that shorter list.

Folder tag

You can add a tag to your connected folders to help you keep them organized and easily accessible.

ℹ️ Anyone who can access the folder can add and edit the tag.

Adding a tag

To add a tag:

1. Click the tag button.
2. Enter a name.
3. Pick a color.
4. Click Save.

✅ All done.

Editing a tag

To edit the tag, click the tag button again. You can change the description and color. When you’re done, click Save.

Removing a tag

To altogether remove a tag:

1. Click the tag button.
2. Click the Remove tag button.
3. Confirm the removal.

✅ All done.

⚠️ This action is undoable, but you can add a tag again anytime.

Folder permissions

You can set permissions for connected folders from the File Manager at any time by clicking the lock icon. For more information, check the permissions page.

Disconnect a folder

It's also possible to disconnect folders you no longer need. Before getting into how to do it, it's relevant to know that you're only breaking the link in the SharePoint app to the original storage when you disconnect a folder. All your content is safe, but any files and folders you or your team attached to Jira Work Items from the disconnected folder also lose the link to the original storage and become unavailable.

⚠️ If you accidentally disconnect a folder, you can connect it again in 30 days to restore the attachments. After this period, it’s no longer possible to restore the existing attachments.

Instructions:

1. Click the context menu button (look for the ··· button) on the right side of the folder you want to disconnect.
2. Click the "Disconnect" option.
3. Confirm by clicking the "Disconnect" button.

✅ All done. Your folder is safe and sound, but your team can't use it anymore in the SharePoint Connector app.

ℹ️ Keep in mind that you can only disconnect the folders you added.

Rename connected folder

Instructions:

1. Click the context menu of the connected folder you want to rename.
2. Click the "Rename" option.
3. Enter the new name in the dialog window.
4. Click the "Save" button. All done.

ℹ️ When you change the name of a folder, it's updated in the connected storage, too.

⚠️ Changing the name of connected folders from Dropbox and Egnyte breaks existing attachments.

Open in original storage

1. Click the context menu of the connected folder you want to open.
2. Click the “Open in [Storage]” option.

The folder opens in a few seconds on the original storage site.

Copy Link

This option lets you copy the link of the folder/file on the remote location.

Managing connected places

While using the SharePoint Connector for Jira app, you can connect folders stored in SharePoint (Multiple sites). You only need to authorize the app to access that storage place first. You're in control of your storage places: only you can see the places you allowed, and you, and only you, can disconnect them.

You can view your connected places when you connect a new folder or from the settings page.

Connect folder dialog:

List of your connected places.

1. Connect place button
2. Context menu button
3. Rename place option
4. Disconnect place option

Connect a place

Instructions:

1. Click on the "Connect folder" button from the list of connected folders.
   
   
2. If you have connected places before, they will appear on the list. Click the "Connect place" button (1). If you haven't, you'll see a list of all the places you can connect directly.
   
   
3. Select the storage place you want to connect and authenticate from different SharePoint/OneDirve sites.

ℹ️ You can connect several accounts of the same service.

Connecting a SharePoint folder

SharePoint Permissions Setup

Connecting an OneDrive for Business folder

SharePoint Permissions Setup

✅ It's all done. Your new place is now connected. You can browse it to connect a folder or return to the file manager.

Rename a place

You can connect several accounts from the same service, and by default, we add a number at the end when you do it to differentiate them. To help you keep things organized, you can rename your places to something more meaningful to you.

Instructions:

1. Click on the "Connect folder" button from the list of connected folders.
2. Click the context menu button on the right side of the place you want to rename.
3. Click the "Rename" option.
4. Enter the new name and click save.

✅ That's it. It just takes a few moments to update the name, and it's ready to use.

ℹ️️ You can also rename and manage your places from the settings page.

Disconnect a place

When disconnecting a place in the SharePoint Connector Automation app, you must understand that you solely sever the link to the original storage rather than deleting any data. All your content is safe, but any folders you have connected from that place will also be disconnected. Consequently, files and folders you or your team attached to Confluence pages from the disconnected folders also lose the original storage link and become unavailable.

⚠️ If you accidentally disconnect a place, you can connect it again in 30 days to restore the connected folders and attachments. After this period, it’s no longer possible to restore the existing attachments.

Instructions:

1. Click on the "Connect folder" button from the list of connected folders.
2. Click the context menu button on the right side of the place you want to disconnect.
3. Click the "Disconnect" option.
4. Confirm by clicking the "Disconnect" button.

✅ All done. Your storage place is safe and sound but no longer accessible in the SharePoint Connector app.

ℹ️ You can also disconnect and manage your places from the settings page.

Using the connected folders

Now that we know how to connect folders, it's time to learn how to make the most of the SharePoint Connector for Jira app. This section will cover what you can do with files and folders and how to add content to your connected folder.

Navigating your folders

Click a connected folder to view its content. The navigation is at the top, your content is in the center, and extra options are to the right.

1. Current folder name
2. Path: you can click in any section to return there
3. Back button: return to the previous folder
4. Search field
5. Content area
6. New folder button
7. Upload file button
8. New document button
9. Sort button

If your window is too narrow, the right section is hidden, but all the options are available in the context menu next to the navigation.

Using your files

1. Preview click area
2. Edit button
3. Preview button
4. Context menu
5. Attach to Work Item
6. Download file
7. Rename file
8. Open in [Storage]
9. Delete file

Preview files

You can preview the content of your files by clicking the name of the file you want or the preview button. You can preview images, PDFs, Microsoft Office, and Google Docs files. For more details, check the preview and edit documents page.

Edit documents

You can edit Microsoft Office files from the file manager by clicking the Edit button. A new tab opens with the corresponding Microsoft Office 365 editor, and it's ready for editing. It supports real-time collaboration. There's an autosave feature, so when you finish, just close the tab.

If you're using Google Drive, you can edit Google Docs files the same way. Just click the edit button. Google Docs also supports real-time collaboration and autosave.

You can edit PDF files with the advanced version of the SharePoint Connector Automation app.

ℹ️ The edit option is also available when previewing the file (check Preview files on Jira Cloud) and when you attach the document to an Work Item.

For more details, check the Edit documents on Jira Cloud page.

Attach a file to a Work Item

In Jira, you can attach files and folders to your Work Items directly from the file manager.

Instructions:

1. Open the context menu of the file to attach.
2. Click the "Attach to Work Item" option.
   

1. Select the Work Item where you want to attach the file or folder. You can use the search field to look for a particular Work Item or even use the JQL search.
   

1. Click the "Attach" button.

✅ All done. Your file is now attached to the Work Item. Click the "View Work Item" button to jump to the Work Item page.

ℹ️ You need to add the app to the Work Item page to view the attached files and folders from the file manager.

Download a file

1. Click the context menu of the file you want to download.
2. Click the "Download" option.

Your browser will open a new tab to download the file automatically. Depending on the browser you're using, the tab closes itself when the download starts, or it might ask you permission to download the file (noticeably Safari browser), requiring that you click the "Allow" button.

Depending on its size, the file will be available in your default download folder after a few moments.

The download option is also available in preview mode (check Preview files on Jira Cloud) and files attached to Work Items.

Rename a file

1. Click the context menu of the file you want to rename.
2. Click the "Rename" option.
3. Enter the new name in the dialog window.
4. Click the "Save" button. All done.

ℹ️ When you change the name of a file, it's updated in the connected storage too.

Open in SharePoint

1. Click the context menu of the file you want to open.
2. Click the “Open in [Storage]” option.

The file opens in a few seconds on the original storage site.

Delete a file

1. Click the context menu of the file you want to delete.
2. Click the "Delete" option.
3. Click the "Delete" button in the confirmation dialog. All done.

⚠️ When you delete a file, it's also removed from the connected storage place. This action is undoable in the SharePoint Connector app.

Upload a file

Via drag and drop

You can drag a file from a local folder and drop it in the folder you have open in the SharePoint Connector app to upload it there. Doing this will save the file in the storage place containing the connected folder, helping you build your single source of truth.

Via file picker

1. Click the "Upload file" button on the right or at the bottom of the open folder.
2. Look for the file you want to upload in the file picker.
3. Select the file and confirm.

Depending on the size of the file, it may take a few moments for it to become available in the app.

ℹ️ The upload option is also available when you attach a folder to an Work Item. You can drag and drop a file there to upload it.

Creating new documents

With the SharePoint Connector app, you can create documents where needed. They are always ready for real-time collaboration, with no file locks, and saved back to the storage place containing the connected folder, avoiding duplicates.

For Microsoft Office Documents:

1. Click the "New Document" button.
2. Select the kind of document you want.
3. Type a name for your document and click the "Create" button.

After a few moments, your document appears in the folder, and you can edit it.

You can close the tab when you finish your edits. Your new document will show in your folder when you reload the page.

ℹ️ You can create Microsoft Office documents in any connected folder, but Google Documents are only available for connected folders from Google Drive.

Folder actions

1. Preview click area
2. Context menu
3. Attach to Work Item
4. Rename folder
5. Open in SharePoint
6. Delete folder

View the content of a folder

You can see the content of a folder by clicking on it. You can also click folders inside to view the content or click the back button to return to the previous one.

Attach a folder to an Work Item

In Jira, you can attach files and folders to your Work Items directly from the file manager.

Instructions:

1. Open the context menu of the folder to attach.
2. Click the "Attach to Work Item" option.
   
   
3. Select the Work Item where you want to attach the file or folder. You can use the search field to look for a particular Work Item or even use the JQL search.
   
   
4. Click the "Attach" button.

✅ All done. Your folder is now attached to the Work Item. Click the "View Work Item" button to jump to the Work Item page.

ℹ️ You need to add the app to the Work Item page to view the attached files and folders from the file manager.

Rename a folder

Instructions:

1. Click the context menu of the folder you want to rename.
2. Click the "Rename" option.
3. Enter the new name in the dialog window.
4. Click the "Save" button. All done.

ℹ️ When you change the name of a folder, it's updated in the connected storage too.

Open in original storage

1. Click the context menu of the folder you want to open.
2. Click the “Open in [Storage]” option.

The folder opens in a few seconds on the original storage site.

Delete a folder

Instructions:

1. Click the context menu of the folder you want to delete.
2. Click the "Delete" option.
3. Click the "Delete" button in the confirmation dialog. All done.

⚠️ When you delete a folder, it's also removed from the connected storage. This action is undoable in the SharePoint Connector app.

Create a folder

To help you keep things organized, you can create new folders whenever needed.

Instructions:

1. Click the "New Folder" button on the right side (or from the context menu in narrow views).
2. Enter the name in the dialog window.
3. Click the "Save" button.

After a few moments, the view reloads, and your new folder will be listed and ready to use.

Sort

The content of your folders is ordered alphabetically by default.

You can change this by clicking the "Sort by name" button and selecting a sort of option and the order you prefer. You can sort content by name, type, modified date, and file size. The button will always reflect your selection.

Wrap up

Now you know all that you need to use the file manager. You can now learn more about previewing files, editing documents, or attaching files and folders to Jira Cloud Work Items.

If you still have questions about the topics covered on this page, visit our support portal and send them to us. Our team is always happy to help.

Learn how to preview files in Jira with the SharePoint Connector for Jira app.

• About the preview
• Preview files on the SharePoint Connector for Jira file manager
• Documents preview in full-screen
• PDF documents preview in full-screen
• Images preview in full-screen
• Preview files and folders on your Work Items
• Upload a file to an attached folder
• Supported file formats for preview
• Wrap up

About the preview

On this page, we'll cover the different ways to preview your files on the SharePoint Connector for Jira app, expanding on the topics on the page about the file manager.

The app lets you preview files in the file manager and the attached files and folders in Jira. It supports the most common Office file formats, PDFs, and popular image formats.

This way, your Jira Work Items can easily serve as your one source of truth, with content that is always accessible and updated.

Preview files on the SharePoint Connector for Jira file manager

When using the File Manager, you can preview your files' content by clicking the “Preview” button to open the preview. The options available vary slightly depending on the kind of file.

Documents preview in full-screen

1. Edit mode
2. Download Document
3. Open in [Storage]
4. Close Preview

PDF documents preview in full-screen

1. Edit the pdf file.
2. Download
3. Open in [Storage]

Images preview in full-screen

1. Return to the file manager
2. Download
3. Open in [Storage]

Preview files and folders on your Work Items

Click on the SharePoint Connector for Jira app by expanding the view app actions button on the work item to see the SharePoint Connector for Jira section.

Using the SharePoint Connector for Jira app, you can attach files and folders to your Jira Work Item preview.

1. Disclosure button
2. Document info
3. Header options
4. Preview
5. Sort options
6. Context options

The full-screen preview for the files attached works the same way as described for the file manager. Click the preview icon and the full screen review will open.

You can expand attached folders similarly to see their content quickly and even navigate sub-folders. You can also preview the files' contents inside the attached folder by clicking on the preview icon.

Upload a file to an attached folder

When you have an attached folder on your work item, you can drag and drop a file from a local folder to upload it there. Doing this will save the file in the storage location containing the connected folder, helping you build your single source of truth.

ℹ️ Depending on the size of the file, it may take a few moments for it to become available in the app.

Supported file formats for preview

• Images: GIF, JPG, JPEG, and PNG
• PDF documents (including password-protected files)
• Microsoft Office documents: DOC, DOCX, DOCM, XLS, XLSX, XLSM, XLSB, PPT, PPTX, PPTM, PPS, PPSX and PPSM
• Microsoft Office templates: DOT, DOTX, DOTM, POT, POTX, and POTM
• Microsoft Visio files: VDW, VSD, VSDX - (Requires “Mirror Storage Permissions” turned ON)
• Open Office documents: ODT, ODS, and ODP
• Google documents, sheets, and slides
• Rich text documents (RTF)
• Videos: MP4, MOV, and WEBM¹

^{ℹ️ 1} Partial support for WEBM, some browsers like Safari don’t support it.

Wrap up

That's all about previewing files. Did you know you can edit documents attached to your pages or create new documents in the file manager?

If you still have questions about the topics covered on this page, visit our support portal and send them to us. Our team is always happy to help.

Learn how to edit documents on Jira with the SharePoint Connector for Jira app.

• About the edit
• Editing a Microsoft or OpenOffice file
• Real-time collaboration
• Editing a PDF document
• Real-time collaboration for PDF files
• Supported file formats for editing
• Wrap up

About the edit

We'll cover the different ways to edit your documents on Jira using the SharePoint Connector for Jira app, expanding on the topics presented on the page about the file manager.

While some files are preview-only, when it comes to Office files, you can also edit the most popular formats right inside Jira. You can edit documents on the file manager and issues in which you attached files and folders without downloading to edit and re-uploading multiple copies or locking other people out while editing the document.

ℹ️ With the Advanced Edition of the app, PDF files are supported for editing. Explained in detail here: Edit documents [SP-JC] | Editing a PDF document

This way, it's easy to use your Jira issues as your one source of truth, with content always accessible, updated, and editable.

Editing a Microsoft or OpenOffice file

You can edit an Office file from the file manager, including the full-screen preview, and when it’s attached to your pages.

Regardless of the context, you can edit Office files by clicking the Edit button. A new tab opens, where the appropriate editor opens, and you can edit your file in a few seconds.

You and your team can work together when editing a Microsoft Office document, spreadsheet, or presentation. The Microsoft 365 editor supports real-time collaboration, so there are no file lockdowns. There's also an autosave feature, so you can close the tab when you finish.

OpenOffice files work the same way as Microsoft Office files, using the Microsoft 365 editor, and support real-time collaboration.

Real-time collaboration

As mentioned before, Microsoft Office files support real-time collaboration.

You can start editing a document attached to a page or from the file manager. The editor seamlessly creates a collaboration session when another person clicks to edit the same document. You can continue to edit the document as before and leave it anytime by closing the browser tab.

Editing a PDF document

With the Advanced edition of the SharePoint Connector for Jira app, you can edit PDF files added to the folder by clicking the “Edit” button (also available in the full-screen preview) and edit the documents in a few seconds.

When editing a PDF file, you and your team can work together, as the editor supports real-time collaboration, so there are no file lockdowns. There's also an autosave feature, so you can close the tab when you finish.

Real-time collaboration for PDF files

As mentioned before, PDF Documents support real-time collaboration, and it's effortless to use.

Start editing a PDF file attached to a work item. When another person clicks to edit the same file, the editor seamlessly creates a collaboration session. You can continue to edit the file as before and leave it anytime by closing the browser tab.

Supported file formats for editing

• Microsoft Office documents: DOC, DOCX, DOCM, XLS, XLSX, XLSM, XLSB, PPT, PPTX, and PPSX
• Microsoft Office templates: DOT, DOTX, DOTM, POT, POTX, and POTM
• Open Office documents: ODT, ODS, and ODP
• PDF

Wrap up

That's all for editing documents. Did you know you can also create new documents in the file manager?

If you still have questions about the topics covered on this page, visit our support portal and send them to us. Our team is always happy to help.

Learn how to attach files and folders to your work items with the SharePoint Connector for Jira app.

• About the SharePoint Connector for Jira app
• Adding the SharePoint Connector for Jira app to the work item
• Selecting the files and folders to attach
• Attaching files and folders from the file manager
• Customizing the layout
• Attachment header
• Preview height
• Preview width
• Preview default visibility
• Removing attached files and folders
• Hiding the app
• Wrap up

About the SharePoint Connector for Jira app

With the SharePoint Connector for Jira app, you can attach files and folders to your work items to share knowledge with your team.

On this page, we’ll show you how to do just that, from the work item view/issue view and the file manager, helping you and your team keep all the information updated and in one place. If you want to attach files and folders for your customers using JSM, check the Attach files and folders for customers

page.

Adding the SharePoint Connector for Jira app to the work item

By default, Jira hides installed apps. So, the first step is to add the SharePoint Connector for Jira app to your work item.

The app will load below the work item description and always appear when you return to that work item (but you can hide it again).

Selecting the files and folders to attach

Instructions:

1. Click the “Configure” button.
   
2. Browse your connected folders in the SharePoint Connector dialog. If you haven't connected any folders, you can do so now. You can connect more folders from the context menu.
   
   
3. Click the checkbox to select the files and folders you want to attach. They will appear in the live preview pane on the right side.
4. In Live Preview, you have an “Edit tag” button for files and folders. Select it to add a tag to any item, or to change or remove a tag you added earlier.
5. Optional: click the “Layout” tab to customize how attachments look on your page.
   
6. Click the “Insert” button.

✅ All done. Your attached files and folders are now visible on the work item.

Attaching files and folders from the file manager

In Jira, you can attach files and folders to your work items directly from the file manager, accessible from your Jira Space board.

Instructions:

1. In the file manager, navigate your connected folders until you can see the file or folder you want to attach to a work item.
2. Open the context menu of the file or folder to attach.
   
   
3. Click the "Attach to work item" option.
   
   
4. Select the work item where you want to attach the file or folder. You can use the search field to look for a particular work item or even use the JQL search.
   
5. Click the "Attach" button.

✅ All done. Your file or folder is now attached to the work item. Click the "View work item" button to jump to the work item page.

ℹ️ You need to add the app to the work item page to view the attached files and folders from the file manager.

Customizing the layout

By default, the files and folders attached to Jira work items use a regular header and appear in the collapsed view to use less space on the screen. It’s easy to preview the file by clicking the arrow to open the expanded view, which uses the width of the page and is 464px tall.

The Admin can set different defaults, and you can customize individual work items.

You can set different layout settings when attaching files and folders to your work item or by clicking the “Layout” button when you already have something attached. You can preview the changes in the “Live Preview” panel. When you save the changes, you’ll see the new layout applied to your work item page.

In “Live Preview“, you have an “Edit tag” button for files and folders. Select it to add a tag to any item, or to change or remove a tag you added earlier.

A tag is a short label that sits next to the file or folder. It gives an item context that its name alone does not carry, for example Approved, Draft, Invoices, or a client or team name.

You can also edit the layout of attached files and folders by clicking the “Layout” button in the app.

Attachment header

Select the size for the header of the attachment:

• Regular: The standard size for the header of attached files and folders. It shows a big icon and additional details;
• Compact: Uses a smaller icon and only indicates the name of the file or folder;
• Hidden for files: Completely hides the file header and forces the expanded preview option. Moving the mouse over the file will show a compact header.

Preview height

Select the height for the preview:

• Regular: The standard height for previews (464px);
• Custom: Define a value for the height of the preview area.

Preview width

Select the width for the preview:

• Regular: The standard width for previews (800px);
• Custom: Define a value for the width of the preview area.

Preview default visibility

Select the behavior for the preview:

• Collapsed: The standard option that hides the preview;
• Expanded: Automatically shows the preview of files and folders. This option is required when selecting the “Hidden for files” header.

Removing attached files and folders

You can remove specific files and folders attached to a work item at any time.

Instructions:

1. Click the “Configure” button.
2. Click the “Unlink” button on the files and folders you want to remove.
3. Click the “Insert” button to end the management mode.

✅ It's all done. Your files and folders are safe and sound in your storage place, but they are no longer connected to the work item.

⚠️ This action is undoable, but you can attach the files and folders again.

Hiding the app

You can also hide the entire app on the work item page while keeping all the files and folders attached.

Instructions:

1. Click the context menu in the top right corner.
2. Click the “Remove” option.

✅ All done. Your files and folders are still attached to the work item but not visible. To show them again, click on the view app actions button and select SharePoint & OneDrive.

Wrap up

Now you know how to attach files and folders to your work items. Don’t forget you can also attach files and folders for your customers (Jira Service Management projects only).

If you still have questions about the topics covered on this page, visit our support portal and send them to us. Our team is always happy to help.

Learn how to attach files and folders to your customers (JSM) using the SharePoint Connector for Jira app.

• About the SharePoint Connector for Jira app on Jira Service Management
• Attaching files and folders for customers from the work item view
• Adding the SharePoint Connector for Jira app to the work item
• Selecting the files and folders to attach for the customer
• Setting permissions
• Attaching files and folders for customers from the file manager
• Selecting the files and folders to attach for the customer
• Setting permissions
• Removing attached files and folders for customers
• Hiding the app
• Wrap up

About the SharePoint Connector for Jira app on Jira Service Management

The SharePoint Connector for Jira app on Jira Service Management spaces works the same way as in the regular Jira spaces, with some extra features. You can attach files and folders to share knowledge with your team, and now you can also do it for your customers.

ℹ️ This feature is ONLY available in the Advanced version of the SharePoint Connector for Jira app.

ℹ️ The “Customer Access for Jira Service Management“ should be enabled from the app admin settings for the customer to be able to see the app section on the portal.

This page will show you how to do just that from the work item view and the file manager while setting the appropriate permissions. This will help you and your team keep all the information updated and in one place. If you only want to attach files and folders for your team, check the Attaching files and folders to work items page.

Attaching files and folders for customers from the work item view

Adding the SharePoint Connector for Jira app to the work item

By default, Jira hides installed apps. So, the first step is to add the SharePoint Connector for Jira app to your work item.

Instructions:

Click the “SharePoint & OneDrive (Customer)” button below the work item summary.

✅ And that's it. The app will load below the work item description and always appear when you return to that work item (but you can hide it again).

ℹ️ Remember to add the app to the work item when you attach files and folders from the file manager.

Selecting the files and folders to attach for the customer

With the app in place, you can now start attaching files and folders. Click on the Configure button and get started.

Instructions:

1. Click the "Configure" button under “SharePoint & OneDrive (Customer)”.
   
   
2. Browse your connected folders in the SharePoint Connector dialog. If you haven't connected any folders, you can do that so now. You can also connect more folders from the context menu.
   
3. Click the checkbox to select the files and folders you want to attach. They will appear in the live preview pane on the right side.
   
4. In Live Preview, you have an “Edit tag” button for files and folders. Select it to add a tag to any item, or to change or remove a tag you added earlier.
   
   
5. You can now click the "Customer Permissions" tab or the "Insert" button if you don't need to grant any permissions.

ℹ️ Customers can't download or edit files attached to the work item by default.

Setting permissions

Instructions:

• In the Configure Customer Files window, click on Customer Permissions.
• Click the toggle buttons under “Customers can“ to grant additional permissions to customers.

✅ All done. Your attached files and folders are now visible on the work item page and the customer portal.

ℹ️ The attached files and folders for customers have a white background. In contrast, the files and folders shared with the team have a light yellow background to help you distinguish them, the same way Jira differentiates messages for the customer and internal notes.

Attaching files and folders for customers from the file manager

In Jira Service Management, you can attach files and folders to your work items directly from the SharePoint & OneDrive file manager, accessible from the sidebar, whether for your team or customers.

Selecting the files and folders to attach for the customer

Instructions:

1. In the SharePoint & OneDrive file manager, navigate your connected folders until you can see the file or folder you want to attach to a work item.
   
   
2. Open the context menu of the file or folder to attach.
3. Click the "Attach for customer" option.
   
   
4. Select the work item where you want to attach the file or folder. You can use the search field to look for a particular work item or even use the JQL search.
   
5. You can now click the "Customer Permissions" tab or the "Insert" button if you don't need to grant any permissions.

ℹ️ Customers can't download or edit files attached to the work item by default.

Setting permissions

Instructions:

1. In the Attach to work item dialog, click the "Customer Permissions" tab.
2. Click the toggle buttons to grant additional permissions to customers.
3. If you already selected the work item, click the "Attach" button. Otherwise, click the "Work Items" tab to choose one.

✅ All done. Your attached file or folder is now visible on the customer portal.

ℹ️️ The attached files and folders for customers have a white background. In contrast, the ones shared with the team have a light yellow background to help you distinguish them the same way Jira differentiates messages for the customer and internal notes.

ℹ️ You need to add the app to the work item page to view the attached files and folders from the file manager.

Removing attached files and folders for customers

You can remove specific files and folders attached to a work item at any time.

Instructions:

1. Click the "Configure" button.
2. Click the "Unlink" button on the files and folders you want to remove.
3. Click the "Insert" button.

✅ All done. Your files and folders are safe and sound in your storage place but no longer connected to the work item.

⚠️ This action is undoable, but you can attach the files and folders again.

Hiding the app

You can also hide the entire app on the work item page while keeping all the files and folders attached. Files and folders attached for customers are always visible in the customer portal.

Instructions:

1. Click the context menu in the top right corner.
2. Click the "Remove" option.

✅ All done. Your files and folders are still attached to the work item but not visible. To show them again, add the app back.

Wrap up

Now you know how to attach files and folders for your customers. Remember that you can also attach files and folders just for your team.

If you still have questions about attaching files and folders to your work items, visit our support portal and send us your questions. Our team is always happy to help.

Learn how to set permissions for connected folders.

• About permissions
• Setting folder permissions
• Option 1: Anyone can view and edit (default option)
• Option 2: Editing restricted
• Option 3: Viewing and editing restricted
• Granting permissions to specific people, groups, and roles
• Updating permissions
• How permissions work
• Permissions override
• Wrap up

About permissions

You can set different permissions to the connected folders to tailor the app experience to your team's needs. You can decide whether other people can view the folders you connect to and whether they can edit the content or download files. If you are familiar with Jira's permissions for issues, you'll feel right at home.

Setting folder permissions

You can set permissions when connecting a folder in the "Permissions" tab or from the File Manager at any moment by clicking the lock icon.

The "Permissions" tab shows the current settings and how they affect your connected folder.

There are three main options that you can select from the drop-down menu:

Option 1: Anyone can view and edit (default option)

It is the default option, which means everyone with access to the Jira Project can view and edit the content of the connected folder.

Option 2: Editing restricted

Everyone can view the folder and its content, but only the person who attached it (the owner) can edit it. The owner can also grant permission to download files or edit documents to specific people, groups, and roles.

Option 3: Viewing and editing restricted

Everyone has no access to the folder; only the owner can view it and edit its content. Only people, groups, or roles added by the owner will have permission to view the folder or edit its content.

Granting permissions to specific people, groups, and roles

1. Select the "Editing restricted" or "Viewing and editing restricted" option from the combo box. New fields appear, and a list of the current permissions shows what "Everyone" and the owner can do with the folder:
2. Click the input box to start typing a name, group, or role, or select one directly from the menu.
3. Select the permissions to grant (only download or edit, that includes download).
4. Click the "Add" button.

The list will be updated to include the new addition. You can add as many entries as you need and click the "Connect" button (when connecting a folder) or the "Apply" button (when editing permissions).

Updating permissions

The permissions modal allows you to change any person's permissions, group, or role. The connected folder owner can change the permissions anytime by returning to the permissions modal. The owner can add more people and groups or revoke granted permissions by clicking the "Remove" button.

How permissions work

Please keep in mind that permissions are additive. If a person can only view a folder as an individual and is part of a group that can edit, this person will be able to edit the folder, as SharePoint Connector for Jira combines all the permissions.

ℹ️ Files and folders attached to a work item will only be visible to people with appropriate permission for the folder.

⚠️ When you use the SharePoint Connector for Jira app to attach files and folders to a work item, the app uses the connected folder's permissions at that moment. If you change the folder's permissions, the folders will not get the updated permissions. You must attach them again if you need them to use the new permissions.

Permissions override

The SharePoint Connector for Jira app simplifies access to shared content by default, favoring ease of use with simplified permissions. This default overrides file permissions set in SharePoint or OneDrive. The original storages are unchanged and keep the permissions set.

Admins can require users to authenticate with an account with access to the connected folders to respect the set permissions in the storage. Use the "Mirror storage permissions" setting with folder permissions to control better how files are shared, viewed, and edited.

ℹ️ NOTE: When “Mirror Storage Permissions” is enabled, access to files follows the permissions set in your SharePoint.

However, Jira's permission scheme always takes final precedence. If a user doesn't have access to a Jira space or work item, they won't be able to see or interact with the files attached to it, regardless of their cloud permissions in SharePoint or OneDrive.
In short, cloud storage permissions control what files are accessible, but Jira decides who can see them.

Wrap up

Now you know how to set permissions for the folders you connect to your projects. Don't forget you can connect more folders from the file manager.

If you still have questions about the topics covered on this page, visit our support portal and send them to us. Our team is always happy to help.

Project managers can adjust the SharePoint Connector for Jira space settings to the team’s needs.

• About the SharePoint & OneDrive Connector Space settings
• SharePoint & OneDrive availability
• Connected folders logs
  
• Wrap-up

About the SharePoint & OneDrive Connector Space settings

Project managers/Space Manager can find the space settings in the “Apps” section of the space settings, accessible from the space sidebar or menu in Jira.

SharePoint & OneDrive availability

The SharePoint & OneDrive app is available by default for every space. Project managers/Space Managers can deactivate it in the space settings if it isn’t required in that space.

To deactivate the SharePoint Connector for Jira app, click the toggle to turn it off. You can reactivate it anytime by clicking the toggle again to turn it on.

ℹ️ Changing this setting saves automatically and applies immediately.

Connected folders logs

If you're having issues with a connected folder, you can check the “Connected folders log” at any time. The log will give you details on when a user connected it or if someone disconnected it.

Wrap-up

On this page, you learned about all the Project settings available.

If you still have questions about the topics covered on this page, visit our support portal and send them to us. Our team is always happy to help.

Adjust the SharePoint & OneDrive Connector app settings to your needs.

• About the SharePoint & OneDrive settings
• Manage your connected places
• Rename a place
• Disconnect a place
• Help
• Wrap-up

About the SharePoint & OneDrive settings

The SharePoint Connector for Jira app settings are accessible from the file manager by clicking the SharePoint & OneDrive tab available on the space board.

Manage your connected places

You can manage your connected places from the "Accounts" tab inside the SharePoint & OneDrive settings. You're in control of your storage places: only you can see the places you are allowed, and you, and only you, can disconnect them.

Accounts tab:

List of your connected places.

1. Context menu button
2. Rename place option
3. Disconnect place option

Rename a place

You can connect several accounts from the same service, and by default, we add a number at the end when you do it to differentiate them. To help you keep things organized, you can rename your places to something more meaningful to you.

Instructions:

1. Click the context menu button on the right side of the place you want to rename.
2. Click the "Rename" option.
3. Enter the new name and click Save.

✅ That's it. Updating the name just takes a few moments, and it's ready to use.

ℹ️ You can also rename and manage your places from the "Connect a Folder" dialog.

Disconnect a place

Before getting into how to do it, it's relevant to know that you're only breaking the link in the SharePoint Connector for Jira app to the original storage when you disconnect a place. All your content is safe, but any folders you have connected from that place will also be disconnected. Consequently, files and folders that you or your team attached to Jira work items from the disconnected folders also lose the link to the original storage and become unavailable.

⚠️ If you accidentally disconnect a place, you can connect it again within 30 days to restore the connected folders and attachments. After this period, it’s no longer possible to restore the existing attachments.

Instructions:

1. Click the context menu button on the right side of the place you want to disconnect.
2. Click the "Disconnect" option.
3. Confirm by clicking the "Disconnect" button.

✅ All done. Your storage place is safe and sound but no longer accessible in the SharePoint Connector for Jira app.

ℹ️ You can also disconnect and manage your places from the "Connect a Folder" dialog.

Help

The Help tab contains a brief description of the app, information about the team that developed it, and links to learn more.

You also find the links to contact the support team and to this documentation.

Wrap-up

On this page, you learned about all the settings available at the moment. As we introduce new features, we'll add additional settings so you can further customize your experience.

If you still have questions about the topics covered on this page, visit our support portal and send them to us. Our team is always happy to help.

Learn how to use advanced features included in the SharePoint Connector for Jira app.

• SharePoint Connector for Jira Custom Field
• Wrap-up

SharePoint Connector for Jira Custom Field

The SharePoint Connector for Jira app now includes a custom field to call with JQL to search for issues or apply workflow rules using the following queries.

To find issues with no items attached:

"Sharepoint & OneDrive attachments" = "false"

To find issues with items attached:

"Sharepoint & OneDrive attachments" = "true"

To find issues with no items attached or that never had any SharePoint items attached:

"Sharepoint & OneDrive attachments" is EMPTY OR "Sharepoint & OneDrive attachments" = "false"

⚠️ IMPORTANT: Only attachments added after v1.2.15-AC (mid-October 2022 release) appear in the JQL search.

Wrap-up

Those are all the advanced features included until now.

You can check our public roadmap to see what’s coming next. If you can’t find the feature you’re looking for, you can create a feature request. We’re always looking for ways to improve our apps.

Administrators can adjust how the SharePoint Connector for Jira app works to meet your team's needs and comply with company policies.

• About the Administrator Settings
• Allowed storage places
• Turn off a storage place for all users
• What happens to places the users connected before the Admin turns them off?
• Turn on again a storage place for all users
• Mirror Storage Permissions
• What changes
• Applying "Mirror storage permissions"
• Deactivating "Mirror storage permissions”
• Customer Access for Jira Service Management
• Attachments layout options
• Attachment header
• Preview width
• Preview height
• Preview default visibility
• Allowed users and groups
• Option 1: Everyone can use the app (default option)
• Option 2: Everyone can use the app; only selected users and groups can connect folders
• Option 3: Only selected users and groups can use the app and connect folders
• Allowed spaces
• Option 1: All spaces can use the app (default option)
• Option 2: Only selected spaces can use the app
• Option 3: The selected spaces can’t use the app
• Wrap-up

About the Administrator Settings

As the name implies, these settings are only visible to users with Administrator privileges. All the settings on this page are accessible by entering the “Apps” section in Jira settings and then clicking the "SharePoint & OneDrive Settings" link on the sidebar.

Allowed storage places

By default, users can connect folders from all the storage places supported by the SharePoint Connector for Jira app.

Administrators can easily restrict specific storage places to ensure that the SharePoint Connector for Jira use aligns with company policies. Click on the Manage button next to Select Storage Locations Users Can Access.

Turn off a storage place for all users

1. Click the "Storage Places" section on the SharePoint & OneDrive Settings page;
2. Click the switch on the storage places you want to turn off;
3. The switch changes, indicating users can no longer connect folders from that storage place.

ℹ️  Changes to these settings are saved automatically and applied immediately.

⚠️ What happens to places the users connected before the Admin turns them off?

If a user connected a folder from a storage place that the Admin later turns off, it becomes blocked inside the SharePoint Connector for Jira app. All connected folders from that place are blocked too, and if there are attached folders and files from a blocked storage place, the content won't be visible, and they'll display a warning mentioning the Admin blocked the access.

Turn on again a storage place for all users

1. Click the "Storage Places" section on the SharePoint & OneDrive Settings page;
2. Click the switch on the storage place you want to turn on again;
3. The switch changes, indicating users can connect folders from that place again.

ℹ️ Changes to these settings are saved automatically and applied immediately.

Mirror Storage Permissions

The SharePoint Connector for Jira app simplifies the authentication by default, favoring ease of use with simplified permissions. Admins can require users to authenticate with an account with access to connected folders to better control how files are shared, viewed, and edited.

What changes

Remember that this option requires users to sign in to each connected folder to view and edit the files so the correct permissions are applied for each user. Learn more

Applying "Mirror storage permissions"

1. Navigate to the Authentication section on the SharePoint & OneDrive Settings page.
2. Click the toggle to turn on the option “Mirror storage permissions.”

ℹ️ Changes to these settings are saved automatically and applied immediately.

Deactivating "Mirror storage permissions”

1. Navigate to the Authentication section on the SharePoint & OneDrive Settings page.
2. Click the toggle to turn off the option “Mirror storage permissions.”

ℹ️ Changing this setting saves automatically and applies immediately.

Customer Access for Jira Service Management

This is part of the Advanced version of the App which supports JSM agents to share files and folders directly with customers.

When enabled, customers can access shared content using agent tokens or a designated service account for automation via customer portal.

Customer permissions defaults

This can be configured from the JSM space setting to allow/restrict the customers to edit and download attachments.

Attachments layout options

By default, the files and folders attached to Jira issues use a regular header and appear in the collapsed view to use less space on the screen. It’s easy to preview the file by clicking the arrow to open the expanded view, which uses the width of the page and is 464px tall by default, or clicking the file name (or preview button) to open the full-screen preview.

The Admin can set different defaults for new issues in the Admin settings section dedicated to the preview options.

Attachment header

Select the default size for the header of attachments:

• Regular: The standard size for the header of attached files and folders. It shows a big icon and additional details;
• Compact: Uses a smaller icon and only shows the name of the file or folder;
• Hidden for files: Completely hides the file header and forces the expanded preview option. Moving the mouse over the file will show a compact header.

Preview width

Select the default width for the preview:

• Regular: The standard width for previews (800px);
• Custom: Define a value for the width of the preview area.

Preview height

Select the default height for the preview:

• Regular: The standard height for previews (464px);
• Custom: Define a value for the height of the preview area.

Preview default visibility

Select the default behavior for the preview:

• Collapsed: The standard option that hides the preview;
• Expanded: Automatically shows the preview of files and folders. This option is required when selecting the “Hidden for files” header.

ℹ️ Changes to these settings are saved automatically and applied immediately.

Allowed users and groups

By default, all users and groups can use the SharePoint Connector for Jira app. It’s accessible with a link on the space sidebar.

However, an Admin can specify which users and groups can use the SharePoint Connector for Jira app.

The current settings are in the "Users & Groups" section. There are three main options that you can select from the drop-down menu:

Option 1: Everyone can use the app (default option)

All users and groups can access the SharePoint Connector for Jira app using the default option.

Option 2: Everyone can use the app; only selected users and groups can connect folders

Select this option if everyone should be able to use the SharePoint Connector for Jira app, but only some users and groups can connect folders.

Adding a user or group:

Click the “Add User/Group” button, start typing to select a name, and click the “Add” button. The user or group gets access to connect folders immediately.

Removing a user or group:

Search for the user or group you want to remove, click the “Remove” button, and confirm. The option to connect folders will be hidden from the user or group immediately.

Option 3: Only selected users and groups can use the app and connect folders

Select this option if you only want some users and groups to use the SharePoint Connector for Jira app, and specify who can connect folders.

Adding a user or group:

Click the “Add User/Group” button, start typing to select a name, and click the “Add” button again. The user or group will have immediate access to the app.

Connect folder permission:

Use the toggle button to determine if a user or group can connect folders.

Removing a user or group:

Search for the user or group you want to remove, click the “Remove” button, and confirm. The app will be blocked for that user or group immediately.

Allowed spaces

The SharePoint Connector for Jira app can be used on all spaces by default. It’s accessible through a link in the space sidebar and a button on the issues to attach files and folders.

However, an Admin can specify which Jira spaces can use the SharePoint Connector for Jira app. The file manager and the attach button are hidden when a space doesn’t have permission to use the app.

In the "Spaces" section, you can see the current settings. There are three main options that you can select from the drop-down menu:

Option 1: All spaces can use the app (default option)

This is the default option, meaning every space can access the SharePoint Connector for Jira app.

Option 2: Only selected spaces can use the app

Select this option if you only want to allow the SharePoint Connector for Jira app for some spaces.

Adding a space:

Click the “Add Space” button, start typing to select a space, and click the “Add” button. The spae gets access to the app immediately.

Removing a space:

Search for the space you want to remove, click the “Remove” button, and confirm. The app is hidden from the space immediately.

Option 3: The selected spaces can’t use the app

Select this option if you only want to hide the SharePoint Connector for Jira app for some spaces.

Adding a space:

Click the “Add space” button, start typing to select a space, and click the “Add” button. The app is hidden from the space immediately.

Removing a space:

Search for the space you want to remove, click the “Remove” button, and confirm. The space will immediately gain access to the app.

⚠️ Blocking the SharePoint Connector for Jira app for a space already using it hides the file manager link and all the attached files and folders to work items. The attachments will be there if the app is allowed again.

ℹ️ Space owners can also toggle on/off the SharePoint Connector for Jira app in the Space Settings, as long as the Admin allows it.

Wrap-up

On this page, you learned about all the Admin settings currently available.

If you still have questions or require help with other global settings, visit our support portal to send us your questions or feature requests. Our team is always happy to help.

When the "Mirror storage permissions" option is active, users must authenticate to each folder connected by other users to browse folders and preview and edit documents. This applies to the file manager and the work item view too.

Connected folders in the File manager

The connected folders will show an "Authenticate" button for every folder that the user hasn't connected yet, and they won't be able to open the folder or make changes until they do.

Authenticating a folder

1. Click the "Authenticate" button.
2. If at least one account is connected from the same storage place, a modal opens where you can choose one or connect to a new place. If there isn't any suitable account connected, the sign-in screen for that account is shown directly.
3. If the account selected has access to the folder, a confirmation will be shown.

✅ All done. You can now use the folder according to the permissions set for it.

⚠️ If the account selected doesn't have access to the folder, an error will be shown with the option to connect to a different account.

De-authenticating a folder

After authenticating to a folder with an account, it's possible to remove the access if needed (e.g., authenticating with a different account).

1. Click the "···" button
2. Click the "Sign out" option
3. A modal will appear. Click "Sign out" to confirm.

✅ All done. To view the folder's content, you'll need to authenticate again.

Sharepoint Connector on Work Items

The attached files and folders on work items will show an "Authenticate" button for every item that the user hasn't connected yet. They won't be able to open folders or view and edit files until they do.

Authenticating a folder/file

1. Click the "Authenticate" button.
2. If at least one account is connected from the same storage place, a modal opens where you can choose one or connect to a new place. If no suitable account is connected, the sign-in screen for that account is shown directly.
3. A confirmation will be shown if the account selected has access to the folder/file.

✅ All done. You can now use the folder/file according to the permissions set for it.

⚠️ If the account selected doesn't have access to the folder, an error will be shown with the option to connect to a different account.

De-authenticating a folder

After authenticating to a folder/file with an account, you can remove the access if needed (e.g., by authenticating with a different account).

1. Click the "···" button
2. Click the "Sign out" option
3. A modal will appear. Click "Sign out" to confirm.

✅ All done. To view the folder's content or file, you'll need to authenticate again.

• Introduction to SharePoint folder automation
• 1. Create Folder
• 2. Connect a folder
• 3. Connect a customer folder
• 4. Connect folder to a space
• 5. Copy file
• 6. Upload all attachments to folder
• Wrap up
• Best Practices and Safety

Introduction to SharePoint folder automation

This section is the foundation for folder automation, giving you the power to tailor file management to your business needs using ikuTeam's automation actions. Combine these actions with any Jira condition, like "if/else" or "work item field conditions," to get the most out of your automation flow.

Every action here can be configured at the space level or globally, depending on the trigger you choose.

Let's walk through each ikuTeam action and how to set it up within an existing automation flow.

1. Create Folder

When to use this

Great for teams that want every new work item to start with a structured storage location already in place, think design teams, client projects, or anything that needs predictable, ready-made documentation from day one.

How to set it up

• Search for the “Create folder“ action
  

• Click on “Connect” to set your folder in your cloud storage to define where your automated sub-folders will be created.
  

• Authenticate with your file storage service and select the folder that will act as the root for the folders your automation creates.
• Prefer to start fresh? Use the "New Folder" button to create one on the spot, then connect it.
  

• Once your root folder is selected, fill in the "Folder name" field with a valid smart value, so every new folder created stays unique and easy to identify.
  
• Save the flow, and your automation is ready to create a folder automatically on every successful run.

2. Connect a folder

When to use this

Your team already has a working folder structure, and you just want to see it in Jira, no need to recreate anything.

How to set it up

• Search for the “Connect a folder“ action
  
• Click "Connect" and choose the folder you want linked to the newly created work item (or to any work item matching the condition you've set).
  
• Prefer to start fresh? Use the "New Folder" button to create one on the spot, then connect it.
  
• Save the flow, and your automation is ready to connect the selected folder automatically on every successful run.

3. Connect a customer folder

When to use this

Built for service teams and client-facing spaces (JSM) that need a clear, dependable line between what customers can see and what stays internal.

ℹ️ This action is only available in the advanced version of SharePoint Connector, which lets agents share folders directly with customers in Jira Service Management.

How to set it up

• Search for "Connect a customer folder" and click "Connect."
  
• Navigate to the folder you want to make available to customers.
  
• Prefer to start fresh? Use the "New Folder" button to create one on the spot, then connect it.
• If a previous step in your flow already created a folder, select "Use folder from previous step" instead.
  
• Save the flow, and your automation is ready to connect the selected customer folder automatically on every successful run.

4. Connect folder to a space

When to use this

Ideal for cross-functional teams sharing a common set of resources, brand assets, SOPs, shared references, where consistency matters more than customizing per issue.

How to set it up

• Search for "Connect folder to space."
  
• Navigate to the folder you want connected at the space's file manager level, or create a new one.
  
• Save the flow, and your automation is ready to add the selected folder to the file manager automatically.

5. Copy file

When to use this

Useful when duplication is exactly the point, not a problem. Think pushing an approved template into a new project folder, or copying a finished deliverable from your internal workspace into client-facing storage.

How to set it up

• Search for the "Copy file" action once your trigger is finalized.
• Select the source file with "Select File."
• Select the destination folder with "Connect."
• Prefer to start fresh? Use the "New Folder" button to create one on the spot, then connect it.
  
• Save the flow, and your automation is ready to copy the selected file to the chosen remote storage location automatically.

6. Upload all attachments to folder

When to use this

Perfect for cleaning up legacy attachments, or closing the loop at the end of a workflow so nothing stays stranded as a static Jira file.

How to set it up

• Search for "Upload all attachments to folder" once your trigger is finalized.
  
• Click "Connect" to set the cloud storage folder where the work item's attachments will be uploaded.
  
• Prefer to start fresh? Use the "New Folder" button to create one on the spot, then connect it.
  
• If a folder action already exists in a previous step, select "Use folder from previous step" instead. This is the best approach when you want a dedicated folder per work item, which makes auditing attachments later much easier.
• ⚠️ Select "Delete attachments from work item after uploading to cloud" if you want the originals removed once they're uploaded..
• "Use custom filename suffix": when a file with the same name already exists, the behavior depends on your cloud provider (the file may be duplicated, overwritten, or the upload may fail).
• Save the flow, and your automation is ready to copy the work item's attachments to your chosen storage location automatically.

Wrap up

This is what advanced file automation looks like with ikuTeam: not more tools to manage, just the ones you already use, working quietly together so your team can focus on the work that matters.

⚠️ Best Practices and Safety

• Test first. We always recommend running new automation rules in a sandbox or staging environment before enabling them in production. It's the easiest way to confirm the folder structure fits your team's needs.
• Check the audit log. If folders aren't appearing as expected, the Audit Log is the best place to find out why. It gives you a step-by-step history of every time your automation rule ran, or didn't.
• Use consistent naming. Using the issue Key as the folder name helps avoid confusion when multiple work items share similar titles.

• What is the SharePoint Agent?
• Setting up the SharePoint Agent
• Before you start
• What it can do for you
• Try it yourself (Sample Prompts)

What is the SharePoint Agent?

The SharePoint Agent is an AI extension built into the SharePoint Connector for Jira, working alongside Atlassian Rovo to connect your Jira workspace directly to SharePoint.

Instead of opening and reading through every attached or linked file yourself, the agent lets Atlassian Rovo read and index the content of your documents. It's built on Atlassian's Forge platform, so your data stays securely within the Atlassian ecosystem throughout.

Setting up the SharePoint Agent

To use Atlassian Rovo, you'll need to be an Organization Admin, and your site will need to be on a Premium or Enterprise plan.

Before you start

1. Enable Atlassian Rovo. Follow Atlassian's Get started with Atlassian Rovo guide to turn on the feature for your site.
2. Find Rovo Chat. Once it's enabled, you'll see the Ask Rovo button next to the notification icon in your Jira instance.
   
3. Select the agent. Open Rovo Chat, switch to the SharePoint Agent , and you're ready to start getting insights about the files on your work item.
   

What it can do for you

• Summarize documents. Get a summary of long Word, Excel, PowerPoint, or PDF files without opening them.
• Cross-platform intelligence. Ask questions about files in SharePoint without ever leaving Atlassian.
• Search inside files. Find specific content within your SharePoint files, not just by file name.
• Secure by design. Everything runs on Atlassian's secure Forge infrastructure, so your data stays where it should.

ℹ️ We're just getting started. More file features are on the way, so keep an eye out for what's next.

Try it yourself (Sample Prompts)

You can talk to the agent just like you'd talk to a teammate. A few ideas to get you started:

• "What are the files attached to this work item?"
• "Are there any duplicate files in this space?"
• "Summarize the file 'TestCases.xlsx'."
• "What are the key takeaways from the PDF attached here?"

We're just getting started. More file features are on the way, so keep an eye out for what's next.

Problem:

Setting up the SharePoint Connector for Jira the first time involves one important step: getting sign-off from your organization's SharePoint or Azure admin. If that step hasn't happened yet, you might see an "Approval Required" prompt or run into authentication errors when trying to connect. That's expected, and it's easy to fix.

Application:

• Atlassian Platform: Jira Cloud
• Product: SharePoint Connector for Jira
• Environment: Cloud

How to fix it:

1. Get the one-time admin approval

Before anyone in your organization can use the app, someone with the right authority needs to approve it once, for everyone.

• Who needs to do this: A SharePoint or Azure Global Administrator.
• What they'll do: Sign in with their own account from within Jira and approve the app's access request. This is a one-time step for the whole organization.
• Good to know: This person doesn't need to be a Jira Administrator, they just need the authority to approve app permissions at the SharePoint tenant level (in other words, for your whole organization's SharePoint, not just one site or folder).

2. Choose the right permission level

We recommend granting Full Control when approving the app.

• Here's why: Full Control lets the app edit and upload files, and correctly mirror each person's existing SharePoint permissions inside Jira. Without it, some actions, like editing a file directly from Jira instead of switching over to SharePoint, won't work as expected.
• If you turn on "Mirror storage permissions" in the app settings, the connector will respect each user's own SharePoint access exactly as it's already set up. Nothing changes on the SharePoint side.

3. After approval, everyone else is set

If authentication problems continue after approval, here's where to look:

• Every other person on your team can sign in with their own individual SharePoint account.
• No further admin steps are needed; people can start using the connector right away.

4. Still running into issues?

If authentication issues persist after granting permissions:

• Double-check that your SharePoint/Azure admin completed the approval step. Our Authentication and Permission Setup guide walks through it step by step.
• Confirm the "Mirror storage permissions" setting matches what your organization's security policy expects.

SharePoint Connectors for Jira is designed for highly regulated environments. The app utilize a delegated access model, performing operations exclusively through each user’s specific permissions.

Under our Atlassian Forge architecture, user OAuth tokens are stored securely within Atlassian’s native infrastructure rather than the browser. This transition reinforces our Zero-Persistence guarantee: because ikuTeam never stores your data or credentials on our own servers, your information remains protected even in the unlikely event of a security incident affecting our external systems.

Note for SharePoint/OneDrive Users: If you receive a “Need admin approval” prompt during connection, please contact your SharePoint or Azure Administrator to authorize the app’s use for your organization.

Authorize the SharePoint Connector for Jira app to be used on SharePoint from Jira:

1. The SharePoint/Azure admin should go to Jira, open the SharePoint Connector for Jira app, and connect to SharePoint.
2. Sign in as a Microsoft Office 365 admin to connect the app. Authorize the app on behalf of the organization. This needs to be done just one time.
3. Now, any user will be able to use the SharePoint Connector for Jira. Read/Write permissions are based on each user’s permissions.
   
   

The SharePoint Connector for Jira app use the following permissions on behalf of the user to make the files and folders accessible on Jira and Confluence via OAuth 2.0. The apps alone do not have any read or write permissions, even after authorization. The apps use each user’s access token to access content in SharePoint from Jira.

SharePoint permissions on Jira

Ensure that “Mirror Storage Permissions” are ON in the SharePoint Connector for Jira app in Jira Admin Settings. Learn more.

Also, check here for more details about what changes if you change this setting.

Problem Statement:

When a file is uploaded to Jira and added to SharePoint via the SharePoint Connector for Jira app, subsequent edits made through the Jira Service Management (JSM) Customer Portal do not appear in the SharePoint document version history as expected. Specifically, users were unable to see detailed version logs or the identity of editors in SharePoint, similar to the standard check-in/check-out process. The concern is whether the connector supports version tracking for files edited via Jira, and how SharePoint permissions settings affect this behavior.

Application

• Atlassian Platform: Jira Cloud
• Product: SharePoint Connector for Jira
• Environment: Cloud

Solution

1. Version History Behavior
• The SharePoint Connector for Jira does support version history in SharePoint for files uploaded and edited via Jira or Confluence.
• The visibility and detail of version history in SharePoint depend on the "Replicate Permissions" setting in the connector configuration.
2. Replicate Permissions Setting
• Replicate Permissions ON:
• Each edit to a file is logged in SharePoint with the actual user’s name (if the user has a SharePoint account).
• The SharePoint version history will show who edited each version.
• Replicate Permissions OFF:
• All edits are logged as being made by the SharePoint user who connected the base folder to Jira/Confluence.
• Version history will still show multiple versions, but all changes will appear as if made by a single user (the connector account).
• This mode allows users without SharePoint accounts to edit files, but individual user actions are not tracked in SharePoint.
3. Troubleshooting Steps
• If version history is not visible in SharePoint:
• Confirm that SharePoint versioning is enabled in the target document library.
• Check the "Replicate Permissions" setting in the SharePoint Connector for Jira configuration.
• If "Replicate Permissions" is OFF, expect all edits to be attributed to the connector account.
• If "Replicate Permissions" is ON and user edits are still not tracked, review SharePoint library permissions and connector setup.
4. Best Practice Recommendation
• Enable "Replicate Permissions" if you require detailed version history with individual user attribution in SharePoint.
• Ensure SharePoint library versioning is enabled for full tracking.

References

• For visual guidance, refer to the screenshots provided in the ticket for SharePoint version history menu options.