---
title: Sync case files to SharePoint 365
description: Save all case files (templates, reports, forms, photos) from Gluu to your SharePoint structure—automatically and consistently.
url: "https://gluu.biz/documentation/administration-and-integrations/sync-case-files-to-sharepoint-365/"
updated: "2026-09-01"
category: Administration and integrations
tags:
  - "API & Connectors"
  - Compliance
  - Files
  - Projects
---

# Sync case files to SharePoint 365

*Goal: Save all case files (templates, reports, forms, photos) from Gluu to your SharePoint structure—automatically and consistently.*

What you’ll learn...

- Select the SharePoint site and folder to use.
- Define folder/file naming at account level or case template level.
- Start cases and sync files automatically.
- Keep SharePoint and Gluu in sync at all times.

## Before you start

- **Plan:** SharePoint case-file sync requires the API & Connectors add-on.
- **Role:** You need the **Manage account** permission to set the account-wide SharePoint standard. Process owners and editors can configure template-level overrides.
- **Setup:** Your Azure AD Tenant ID must already be configured in Gluu—see [SSO configuration guide](https://gluu.biz/documentation/administration-and-integrations/single-sign-on-sso-configuration-guide/).

## Two levels of setup

- **Account-wide standard** – default for all caseflows.
- **Template-level standard** – override per case template when different sites/folders/naming are required.

### Set your account’s SharePoint standard

1. Click your company name (top right) > **Manage account**.
2. Under General settings, add your **Azure AD tenant ID**.

![General settings panel showing the Azure AD tenant ID field](https://gluu.biz/wp-content/uploads/2025/09/image-145.png?wsr)

**Step 3:** Check connection:

![Connection status showing Azure AD tenant successfully connected](https://gluu.biz/wp-content/uploads/2025/09/image-146.png?wsr)

**Step 4:** Go to **Apps & Integrations** and turn on **Microsoft SharePoint**.

![Apps and Integrations panel with the Microsoft SharePoint toggle turned on](https://gluu.biz/wp-content/uploads/2025/09/image-147.png?wsr)

**Step 5:** Configure folder and naming:

- **Root folder** – SharePoint site/folder where Gluu creates case folders.
- **Case folder naming** – default is *case name* (e.g., “Peter Smith 243567324”).
- **Activity folder naming** – default is *activity name*.
- **File naming** – defaults: forms = “task name – form name”; uploads/photos = task number + sequence.

![Folder and file naming settings for root folder, case folder, activity folder and file naming](https://gluu.biz/wp-content/uploads/2025/09/image-148.png?wsr)

Review the preview of the folder structure, then **Save**.

[![Preview of the SharePoint folder structure before saving](https://gluu.biz/wp-content/uploads/2025/09/130_image.png)](https://gluu.biz/wp-content/uploads/2025/09/130_image.png)

You're done once the preview shows the folder structure you expect and you've saved it.

### Set process-specific standards

1. Open the process > **Cases** > **Case Templates**.
2. Enable edit mode and select a case template.
3. Under **Synchronize**, turn on **Allow sync with SharePoint/OneDrive**.
4. (Optional) Add extra folders within the case folder.

![Case template Synchronize settings with Allow sync with SharePoint/OneDrive turned on](https://gluu.biz/wp-content/uploads/2025/09/image-149.png?wsr)

Then, for any activity in the case:

- Adjust activity folder name, select files to export, and add extra folders if needed.

![Activity-level folder name and file export selection](https://gluu.biz/wp-content/uploads/2025/09/image-150.png?wsr)

All new cases from this template will mirror your SharePoint structure.

You're done once the template's cases preview shows the SharePoint folders and files you configured.

## Running cases

When a user [starts a case](https://gluu.biz/documentation/executing-tasks-cases/manage-advanced-cases/), files are saved to SharePoint automatically. If SharePoint is temporarily unavailable, click the SharePoint icon on the case to sync now and open the case folder.

![SharePoint icon on a case used to sync now and open the case folder](https://gluu.biz/wp-content/uploads/2025/09/image-151-1140x513.png?wsr)

![Case folder opened in SharePoint showing synced files](https://gluu.biz/wp-content/uploads/2025/09/image-152.png?wsr)

You're done once the case folder opens in SharePoint with the synced files.

## FAQ – Syncing case files to SharePoint

 **What plan or add-on do I need to sync case files to SharePoint?**

SharePoint case-file sync requires the API & Connectors add-on. It isn't included in the Core, Essential, or Advanced plan on its own.

  **What's the difference between the account-wide and template-level SharePoint setup?**

The account-wide standard is the default SharePoint site, folder structure, and naming used by all case flows. A template-level standard overrides that default for a specific case template when it needs a different site, folder, or naming pattern.

  **Who can configure SharePoint sync for the whole account?**

You need the Manage account permission to set the account-wide SharePoint standard, including the Azure AD tenant ID and root folder. Process owners and editors can configure template-level overrides on their own case templates.

  **What happens if SharePoint is temporarily unavailable when a case starts?**

Files are saved to SharePoint automatically once it's reachable again. If SharePoint is temporarily unavailable, click the SharePoint icon on the case to sync now and open the case folder.

  **Can I control how case and activity folders are named in SharePoint?**

Yes. You can set the root folder, case folder naming (default: case name), activity folder naming (default: activity name), and file naming (forms default to "task name – form name"; uploads and photos default to task number plus sequence).