Egnyte's SharePoint Embedded (SPE) Coediting integration addresses key limitations in the current Cloud Storage Partner Program (CSPP+) solution by providing support for critical Microsoft features like @mentions and Sensitivity Labeling.
It has been designed to meet growing customer demands and ensure a consistent and secure coediting experience across Office Online and Office Desktop, while maintaining essential functionality such as Excel sheet linking.
The feature is accessible through Egnyte's WebUI, Desktop App, and Mobile.
Please fill this form to request the enablement of the integration on the domain.
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Key Features
Initial Setup on a New Egnyte Domain
Accessing the Integration for the First Time
Edit Configuration
Co-edit a Document
Sharing from Microsoft Office Apps
Migrating from CSPP+ to SPE Co-editing
Limitations
Key Features
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@mentions: Enables users to directly notify collaborators within the coedited documents.
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Sensitivity Labelling: Allows users to apply Microsoft Purview labels to classify and protect data during coediting.
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Excel Sheet Linking: Ensures that the critical functionality of linking different sheets in Excel during coediting remains intact.
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Cross-Platform Coediting: Supports coediting in both Office Online and Office Desktop, allowing users to collaborate across web and desktop environments without disruption.
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Admin Wizard: A step-by-step guide for administrators to easily set up Sharepoint Embedded Coediting in Microsoft environments. This wizard will streamline the process, reducing the technical burden on admins and making the setup user-friendly.
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Initial Setup on a New Egnyte Domain
- Navigate to Apps & Integrations and search for Microsoft Office Desktop and Online integration. This integration is not compatible with previous versions of Microsoft Office.
In order for the Microsoft Office Desktop and Online tile to appear, users must make sure both Microsoft Office Online tile and Microsoft Office Desktop and Mobile tile are set to Not enabled for domain.
- Hover over on the app tile and click on Enable Integration.
- Click on Start Configuration to begin the configuration.
- Click on Continue to Egnyte Sign in in the setup wizard.
- Continue to login as an Admin User on Egnyte and Allow Access.
- Log in as Microsoft Admin to configure Microsoft tenant which will be used by this integration. Click on Continue to Microsoft Sign In.
- Click on Grant permissions to confirm app level permission required by Microsoft in order to finish tenant configuration.
- Accept Microsoft permissions for Egnyte access to Sharepoint container.
- Click on Create Sharepoint Container to create a container on the client tenant in which files will be stored on Microsoft tenant.
- Choose the Security Preferences. Files that are in the Sharepoint container are controlled by settings on Sharepoint and not by Egnyte permissions. The user can update the settings by clicking Go to Sharepoint Button, otherwise users can go with the standard settings that they have already configured in Sharepoint.
If the user chooses to Go to SharePoint and update their settings it can be found under Polices->Sharing - Review the summary and click on Enable Integration to complete the setup. To make changes, click on Reset Configuration and restart the configuration process.
If the user chooses Reset Configuration, they need to confirm by clicking on Reset Configuration in the confirmation pop-up.
If the configuration is reset, the users need to redo the configuration from step 2 onwards. - Select the group of users for whom the integration needs to be enabled and click on Save.
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Accessing the Integration for the First Time
When the user accesses the integration for the first time, they need to create a user mapping. This process requires manual matching of Egnyte and Microsoft accounts. This provides the ability to keep track of who made changes on the Sharepoint side when the data is saved back to Egnyte.
- Select a file and start a co-editing session.
Users can also hover over the three-dots menu of a file and click on the edit option. - Click on Sign in to Microsoft Account and sign in using Microsoft Admin credentials.
- Click on Continue to be re-directed back to the integration or click on Choose different Microsoft Account to log in using another Microsoft account.
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Edit Configuration
- Navigate to Apps & Integrations and search for Microsoft Office Desktop and Online integration.
- Hover over the app tile and click on Settings.
- Click on Edit Configuration and repeat the steps as mentioned in the initial setup process.
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Co-edit a Document
To co-edit a document, select the document and click on Open with -> Select the appropriate co-editing Microsoft Office Desktop or Co-editing Microsoft Office Online app from the Context menu. Alternatively, hover over the file and select the co-editing app.
The document will then open in the corresponding Office Desktop or Online app (in the example above - Word Online or Word Desktop).
When other user(s) open the same document, they will be able to co-edit in real-time. Even if a file is locked via co-editing, other users opening the file in Office Online/Desktop will be able to join the ongoing co-authoring session.
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Sharing from Microsoft Office Apps
Sharing from the Office Applications (Word, Excel, PowerPoint) are based on the Sharepoint settings within the system and do not abide by Egnyte permissions. These permissions are done outside of Egnyte and are not reflected in Egnyte.
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Migrating from CSPP+ to SPE Co-editing
- CSPP+ and SPE Co-editing cannot interact with each other. A file must not be in a CSPP+ co-editing session before it is launched with SPE Co-editing.
- It is recommended that all users remove Egnyte Add-a-Place from all their Microsoft Office Applications before starting with SPE co-editing.
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Limitations
- Max file size for Word or Excel files is 100MB and 2 GB for PowerPoint files
- File is synced with Egnyte every 3 minutes (during this time preview might be outdated, downloading a file will download older version)