Contract Collaboration using Microsoft SharePoint

You can now collaborate on contract terms using Microsoft SharePoint from the Microsoft Word Add-in. This feature lets contract managers, legal users, and internal stakeholders review and update a shared contract terms document in SharePoint instead of exchanging multiple document copies over email.

When collaboration is started, the contract terms document is uploaded to the configured SharePoint site. A contract-specific folder is created in SharePoint, and the contract terms file is placed in that folder. The SharePoint-hosted document becomes the working copy for collaboration, allowing users to review, comment, and edit the same file based on their assigned access. This improves collaboration by helping teams work from a single shared document, reducing version conflicts, avoiding manual consolidation of feedback, and improving visibility into comments and changes.

Key Features

With Microsoft SharePoint contract collaboration, contract managers, legal users, and internal stakeholders can work together on a shared contract terms document from the Microsoft Word Add-in.

This capability includes:

SharePoint-based collaboration for contract terms: Start collaboration from the Word Add-in and work on a shared contract terms document in Microsoft SharePoint.
Automatic SharePoint folder and file setup: When collaboration starts, the application programatically creates a contract-specific folder in the configured SharePoint site and stores the contract terms file in that folder.
Single shared working copy: The SharePoint-hosted document becomes the working copy for collaboration, helping users avoid multiple local copies and email-based document exchanges.
Contract contacts as collaborators: Internal contract contacts are included as collaborators, with SharePoint access defaulted from their contract access.
Independent SharePoint access control: The collaboration initiator can update each collaborator’s SharePoint access, such as Can edit, Can view, or No access. These changes apply only to the SharePoint folder or file and don’t change contract access in the application.
Microsoft Word collaboration tools: Collaborators can use Microsoft Word capabilities such as coauthoring, comments, assigned tasks, reviewing, and tracked changes.
Email notifications for collaborators: Collaborators can receive Microsoft notifications when they’re invited to access or review the shared folder or document.
Manage access during collaboration: The collaboration initiator can manage collaborator access after the collaboration session has started.
Upload final terms back to the application: When review is complete, the lock owner can leverage word add-in capabilities and upload the final reviewed contract terms back to the application.

How It Works

Open Microsoft Word and launch the Contracts Word Add-in.
Connect to the application
- Click on Connect to Login
Enter your Fusion application credentials
- Application login from Word Add-in
Download the contract terms
- From the Word Add-in, search for and download the contract terms for which you want to start collaboration.
  - Download Terms from Add-in
Start collaboration from Microsoft Word -
- Open the contract terms in Microsoft Word and use the Word Add-in to start collaboration. From the add-in, open the actions menu and select Collaborate.
- Click on Collaborate
A Microsoft sign-in window appears. Enter your Microsoft account credentials to continue
- Sign in to Microsoft
Review collaboration details
- The Collaborate drawer shows the SharePoint collaboration details, such as the collaboration platform, site, folder, file name, and collaborators. The listed collaborators are the internal contacts on the contract. Their SharePoint access is defaulted based on their contract access.
- Collaborate Drawer Details
Adjust collaborator access, if needed
- Before starting collaboration, the initiator can update each collaborator’s SharePoint access to Can edit, Can view, or No access. These changes apply only to the SharePoint collaboration location. They don’t change the user’s contract access in application.
- Collaborators Access Change
Start the collaboration session
- After reviewing the details and access, the initiator clicks Collaborate. The application opens the contract terms in Microsoft SharePoint. In the background, it creates the contract-specific folder in the configured SharePoint site and posts the contract terms file to that folder.
- Terms opening as SharePoint File
Collaborate on the shared document
- The SharePoint-hosted file becomes the working copy for collaboration. Collaborators work on the same contract terms document instead of exchanging separate copies over email. Users can use Microsoft Word capabilities such as comments, assigned tasks, coauthoring, and tracked changes to review and update the terms.
- SharePoint File
- Contract Terms Tab during Collaboration
- Contract Terms Actions During Collaboration
  - When contract terms are in collaboration, the Contract Terms tab shows the collaboration status and the available actions for the contract terms document.
    1. Unlock Terms
    2. Edit in Microsoft Word
    3. Upload Contract
    4. Actions in Redwood during Collaboration
Notify collaborators
- Collaborators receive Microsoft notifications when they’re invited to access the shared folder or when they’re mentioned or assigned a task in the document. They can open the document from the notification and complete their review.
- Collaborators getting the email notification to collaborate
Review changes in one place
- Because everyone works on the same SharePoint-hosted document, comments, edits, and task updates are visible in one place. This helps the contract owner and reviewers validate updates without manually consolidating feedback from multiple files.
- Collaborator commenting to review a clause
- Email received to review the comments
- Collaborator reviewing and making the changes
- Initiator can verify the changes made
Manage access during collaboration
- After collaboration starts, the initiator can use Manage Access from the Word Add-in to review or update collaborator SharePoint access. Any changes made here continue to apply only to the SharePoint collaboration folder or file and don’t affect the users’ contract access.
- Manage Access Action
- Manage Access Details
Upload final terms
- When the review is complete, the lock owner uploads the final contract terms back to the application from the Word Add-in. This updates the contract terms in the application with the reviewed version.
- Uploaded Terms under Documents section

Note: When collaboration starts, the application automatically creates the required SharePoint folder and stores the contract terms file in the configured SharePoint site. If collaboration is initiated again for the same contract after uploading, the previous collaboration file is moved to an Archive folder for audit and reference, and the new contract terms file becomes the active working copy.

Folder Created in configured SharePoint Site

Terms posted in SharePoint Folder under the configured Site

Archive Folder for preserving past collaboration Files

Past Collaboration Files under Archive Folder

Faster contract reviews: Stakeholders can review and update the same SharePoint-hosted contract terms file, reducing delays caused by sending files back and forth over email.
Fewer version conflicts: Collaboration happens on a single shared working copy, so teams don’t need to manually compare or consolidate changes from multiple document versions.
Improved visibility and coordination: Comments, edits, assigned tasks, and tracked changes are captured in one place, making it easier for reviewers to see the latest updates and respond quickly.

Steps to enable and configure

Step 1:

Configure the Microsoft Azure Application

Register the Application

As an Azure administrator, sign in to the Microsoft Entra admin center: https://entra.microsoft.com/#home

On the home page, search for App registrations.
Click App registrations.
Click New registration.
- Click on New Registration from App Registrations
On the Register an application page, enter a name for the application.
- Enter Application Name
For Supported account types, make sure Single tenant only - MSFT is selected.
Skip Redirect URI for now.
Click Register.
After registration, you’re redirected to the Overview page.
Copy these values for later use:
- Application (client) ID
- Directory (tenant) ID
- Overview Tab after Registration

Add Redirect URIs

The redirect URI is needed to redirect the Word Add-in to the appropriate page after the required details are fetched from the Microsoft response during sign-in.

In the navigation pane, click Authentication (Preview).
Click Add Redirect URI.
- Click on Add Redirect URI from Authentication (Preview)
On the Configure platforms page, click Web.
- Click on Web
In the Redirect URIs section of the Configure Web window, add the required URI.
- Format: https://<host>/fscmUI/o365Contracts/web/msAuthCodeRedirect.html
- Configure Redirect URI
Click Configure.
Click Cancel on the drawer to return to the main page.
- Click on Cancel
Click Settings.
- Checkmark ID Tokens and Enable Allow Public client flows from Settings tab
Make sure ID tokens (used for implicit and hybrid flows) is selected.
Allow public client flows is enabled
Click Save.

Specify Client Secret and Expiry

In the navigation pane, click Certificates & secrets.
On the Certificates & secrets page, in the Client secrets section, click New client secret.
- Go to Client Secrets from Certificates & Secrets
In the Add a client secret window, enter this description: Eg: Contract Addin client secret
- Click on New client secret and add description, expiry details
Select a duration for the client secret expiration. Recommended duration: 24 months
If you select Custom, enter the start and end dates. The dates must be within a 24-month time span.
Click Add.
Copy the generated string from the Value field. This is the Client Secret Value. Save it for later use.
- Note: Copy the client secret value immediately after it is generated. This value is visible only once. If you view it later, it appears as a masked entry and can’t be retrieved.
Copy the Client Secret Expires date. Save this date for later use.
- Copy and Save Expiry date and value

Add API Permissions

In the navigation pane, click API permissions.
Click Add a permission.
- Click on Add a Permission from API Permissions
On the Request API permissions page, on the Microsoft APIs tab, select Microsoft Graph.
- Click on Microsoft Graph
Click Delegated permissions.
- Select Delegated Permissions
Add these permissions:

Permissions to be added

Permission	Description
openid	Sign users in
email	View users' email address
profile	View users' basic profile
Sites.ReadWrite.All	Edit or delete items in all site collections
Files.ReadWrite	Have full access to user files

Search and Add the required permissions

Remove User.read permission if it is added by default

Click Add Permissions.
- Review the added permissions
On the API permissions page, in the Configured permissions section, click Grant admin consent.
- Click on Grant admin consent for MSFT
- Make sure the status for each permission is getting updated to Granted for MSFT

Step 2:

Enable the Contract Collaboration Opt-in

Go to Setup and Maintenance.
Click Change Feature Opt In.
- Change Feature Opt-in
On the Opt In : Enterprise Contracts page, click the edit icon for Enterprise Contracts.
- Enterprise Contracts Features
In the feature list, locate Contract Collaboration.
- Checkmark Contract Collaboration Opt-in
Select the Enable check box for Contract Collaboration.
Click Done.

Step 3:

Setup the Integration in Application Composer

Sign in to the Sales application.
Navigate to Configuration > Application Composer.
Navigate to Word Add-in Registration.
- Word Add-in Registration from Application Composer

Enter the values captured from the Azure Portal setup:

Enter the values from Azure Portal Setup

Field	Value to Enter
Application (client) ID	Enter the Application Client ID copied from Azure.
Client Secret Value	Enter the client secret value generated in Azure.
Primary Microsoft Domain	Enter the primary Microsoft domain for the tenant.
Directory (tenant) ID	Enter the Directory Tenant ID copied from Azure.
Client Secret Expires	Enter the client secret expiration date copied from Azure.
Alternate Microsoft Domains	Optional and not needed for now.
Scope	openid email profile Sites.ReadWrite.All Files.ReadWrite
Microsoft Login Domain	https://login.microsoftonline.com
Primary SharePoint Domain	https://<Tenant-Name>.sharepoint.com Example: https://wftmh.sharepoint.com

Configuration in Application Composer
Save your changes.

Step 4:

Create a SharePoint Site for Contract Collaboration

Before you configure the SharePoint Site URL in Contracts application, create a Microsoft SharePoint site where contract terms files will be stored during collaboration.

Sign in to Microsoft SharePoint with an admin account that has permission to create sites.
- Microsoft SharePoint Login
On the SharePoint home page, click Create.
- Click on Create
In the Create panel, select Site.
- Select Site
On the Create a site: Select the site type page, select Team site.
- Select Team Site
On the Select a template page, select Standard team.
- Select Standard Team
On the Preview and use ‘Standard team’ template page, click Use template.
- Click on Use Template
On the Give your site a name page, enter the site details:
- Site name: Enter a name for the site, Eg: Contracts or Enterprise Contracts
- Site description: Optionally enter a description.
- Group email address: Optionally review or update the generated group email address.
- Site address: Optionally review or update the generated site address.
- Site Details
Click Next.
On the Set language and other options page, select the privacy and language options:
- Privacy settings: Select Private - only members can access this site.
- Select a language: Select the site language.
- Privacy and Language Settings
Click Create site.
On the Add site owners and members page, add site members only if required.
- You can skip adding members at this stage.
- Skip adding Members
Click Finish.
After the site is created, open the site
- SharePoint Site
Copy the site URL from the browser address bar. You’ll use this URL when configuring SharePoint Site URL in Enterprise Contracts application at Contract Type or Business Function Level.

Step 5:

Configure SharePoint Collaboration Setup

After you enable the Contract Collaboration opt-in, you can configure the Microsoft SharePoint site used for contract terms collaboration.

You can configure SharePoint collaboration at either of these levels:

Contract Type
Business Function

Contract Type setup takes precedence over Business Function setup. If a SharePoint site is configured for the contract type, that site is used. If it isn’t configured for the contract type, the application uses the SharePoint site configured for the applicable business unit and business function. If SharePoint isn’t configured at either level, users can’t start collaboration from the Word Add-in.

Configure the SharePoint Site URL for a Contract Type
1. Go to Setup and Maintenance.
2. In the Search Tasks field, search for Manage Contract Types.
  - Manage Contract Types Selection
3. Click Manage Contract Types.
4. Search for and select the contract type where you want to configure SharePoint collaboration.
5. In the Contract Type Options section, go to the Advanced Authoring Options tab.
6. Make sure Enable terms authoring is selected.
  - SharePoint URL at Contract Type level
7. In the Collaboration Platform field, select Microsoft SharePoint.
8. In the SharePoint Site URL field, enter the SharePoint site URL.
  1. Example: https://your-company.sharepoint.com/sites/Site-Name
  2. The SharePoint Site URL must:
    - Start with https://
    - Contain sharepoint.com t
    - Use a valid SharePoint site format, such as: https://<tenant>.sharepoint.com/sites/<site-name>
    - If the URL is missing or incorrectly formatted, the application displays a validation error.
9. Click Save or Save and Close.
Configure SharePoint Collaboration for a Business Function
1. Use this setup when you want SharePoint collaboration to apply to contracts for a specific business function.
2. You can configure the SharePoint site independently for:
  - Customer Contracts
  - Supplier Contracts
3. The SharePoint URL configured for Customer Contract Management Business Function isn’t reused for Supplier Contract Management Business Function, even when both are configured for the same business unit. Follow the below steps:
4. Go to Setup and Maintenance.
5. In the Search Tasks field, search for one of these tasks:
  - Specify Customer Contract Management Business Function Properties
  - Specify Supplier Contract Management Business Function Properties
6. Select the task for the business function that you want to configure.
7. Select the Business Unit.
  - Business Function Task
8. In the Collaboration section, select Microsoft SharePoint from the Collaboration Platform dropdown
9. In the SharePoint Site URL field, enter the SharePoint site URL.
  - Example:
    
    https://your-company.sharepoint.com/sites/Site-Name
  - Configuring SharePoint URL at Business Function Level
10. Click Save.

Step 6:

Create a Microsoft 365 Group in Microsoft Entra

Create a Microsoft 365 group in Microsoft Entra and add the users who will participate in contract collaboration. This group is used later in the Power Automate flow to assign the required SharePoint permissions.

Go to the Microsoft Entra admin center: https://entra.microsoft.com
Sign in with an admin account that has permission to create groups.
- Entra Admin Center Home Page
In the left navigation pane, click Groups.
On the Groups | Overview page, click New group.
- Groups

On the New Group page, enter the group details

New Group Creation Details

Field	Value
Group type	Select Microsoft 365.
Group name	Enter a name for the group, such as CM Group
Group email address	System generated. Recommendation is to leave it as is.
Group description	Enter a description, such as Contract Collaboration group
Microsoft Entra roles can be assigned to the group	Select No.
Membership type	Select Assigned.

Enter Group Creation Details

In the Members section, click No members selected.
In the Add members drawer, search for and select the users who will participate in contract collaboration.
- Add Members Drawer
Click Select.
Confirm that the selected members are listed in the Members section.
- Group Members Added
Click Create.
After the group is created, copy the group’s Object ID. You’ll need this value when running the Power Automate flow.
- In Microsoft Entra, go to Groups > All groups.
  - Open the Group from All Groups
- Search for and select the group you created.
- On the group Overview page, copy the Object ID.
  - Example: 96ecebe1-1084-4d2b-b51a-112fa4320d82
  - Copy Object ID for future reference
- Save the Object ID. This is the value to enter as EntraGroupID when you run the Power Automate flow.

Step 7:

Create a Power Automate Flow

Prerequisites: Before running the Power Automate flow, complete these prerequisites: Create a Microsoft 365 group in entra.microsoft.com. The Microsoft 365 group should contain all users who will participate in contract collaboration. After you complete the prerequisites, follow these steps to create the Power Automate flow

Go to https://make.powerautomate.com/
Click on My flows option in the left toolbar.
Click on Instant cloud flow option in the New flow dropdown.
- Select Instant Cloud Flow from My Flows
Select Manually trigger a flow option and give a Flow Name.
- Choose manually Trigger a flow
- Enter Flow Name
In the Manually trigger a flow action, add two parameters(Click on Add an input button and select Text as the type of user input) :
1. SiteURL - Please enter the full SharePoint Site URL(format : https:abc.sharepoint.com/sites/Test)
2. EntraGroupID - Please enter the Entra Group ID
3. Add Parameters by Clicking on Add an input
  
  Select Text
4. Add Parameters
Add a new action by clicking on the plus(+) icon - Initialize variable
- Initialize Variable
- Modify Initialize Variable
- 1. Rename action to Initialize Sharepoint Site URL
  2. Enter varSiteUrl in the Name field - This is the variable which will be used to refer to the Sharepoint site in the subsequent actions.
  3. Select Type as string.
  4. In the Value field, click and select the top option Dynamic Content and pick SiteURL
  5. Add Initialize SharePoint Site URL
Add a new action by clicking on the plus(+) icon - Initialize variable
1. Initialize Entra Group
2. Rename action to Initialize Entra Group.
3. Enter varEntraGroupId in the Name field - This is the Entra group's object id value which can be fetched by searching in entra.microsoft.com.
4. Select Type as string.
5. In the Value field, click and select the top option Dynamic Content(there will be another option Expression below Dynamic Content).
6. Enter Name Type and Value
7. Search for EntraGroupID
8. Select EntraGroupID as Value
9. EntraGroupId is added as the variable
Add a new action by clicking on the plus(+) icon - Send an HTTP request to SharePoint
1. Select Send and HTTP request to SharePoint Action
2. Rename the action to Create Custom Role.
  - Create Custom Role
3. In the Site Address, click and select the option "Enter custom value" and then select the top option Dynamic Content - Select varSiteUrl from the window.
  - Click on Enter Custom Value
  - Search for VarSiteURL
  - Select VarSiteURL as Site Address
4. Select Method as POST and enter the following in the Uri field –
  1. _api/web/roledefinitions
5. In the Advanced parameters option, select Header and add the following :
  1. Accept : application/json;odata=nometadata
  2. Content-Type: application/json;odata=nometadata
  3. Add method Uri and Header parameters
6. In the Advanced parameters option, select Body and add the following :

{

"BasePermissions": {

"High": "1073742256",

"Low": "1044583151"

"Description": "Edit access plus Manage Permissions",

"Name": "Edit Plus Manage Permissions"

}

1. Add body parameters
2. The values for High and Low are based on the custom role that we intend to create - Copy of Edit access level but with Manage Permissions option checked.
  - Enter High and Low values
3. In the setting tab, under the Retry policy option, select None.
  - Select None for Retry Policy Option under Settings Tab
Add a new action by clicking on the plus(+) icon - Delay
1. Select Delay as an Action
2. Enter 15 as Count and select Second in Unit
  - Update the parameter values
3. In the setting tab, under the Run After option, Create Custom Role would be listed.
  - Select Create Custom Role under Run After
4. Click on the three dots(...) listed next to it and select Is successful, Has timed out and Has failed.
  - Select the required actions
Add a new action by clicking on the plus(+) icon - Send an HTTP request to SharePoint
1. Rename the action to Create Custom Document Library.
  - Rename action to Create Custom Document Library
2. In the Site Address, click and select the option "Enter custom value" and then select the top option Dynamic Content - Select varSiteUrl from the window.
3. Select Method as POST and enter the following in the Uri field - _api/web/lists
  - Update the Parameter details
1. In the Advanced parameters option, select Headers and add the following :
  - Accept : application/json;odata=nometadata
  - Content-Type: application/json;odata=nometadata
  - Header parameters
1. In the Advanced parameters option, select Body and add the following :

{

"BaseTemplate": 101,

"Title": "Enterprise Contracts Collaboration"

}

1. Body Details
2. In the setting tab, under the Run After option, Delay would be listed.
  - Expand Delay under Settings Tab
3. Click on the three dots(...) listed next to it and select Is successful.
  - Select Is Successful
4. In the setting tab, under the Retry policy option, select None.
  - Select None under Retry Policy
Add a new action by clicking on the plus(+) icon - Send an HTTP request to SharePoint
1. Rename the action to Ensure Group Exists.
  - Rename the action to Ensure Group Exists
2. In the Site Address, click and select the option "Enter custom value" and then select the top option Dynamic Content - Select varSiteUrl from the window.
  - Search for Variables
  - Select varSiteUrl
3. Select Method as POST and eneter the following in the Uri field -

_api/web/ensureuser

1. In the Advanced parameters option, select Header and add the following :
  1. Accept : application/json;odata=nometadata
  2. Content-Type: application/json;odata=nometadata
  3. Header Parameters
1. In the Advanced parameters option, select Body and add the following :
  - {"logonName":"c:0o.c|federateddirectoryclaimprovider|@{variables('varEntraGroupId')}"}
  - Body Details
1. In the setting tab, under the Run After option, Create Custom Document Library would be listed.
  - Settings Tab
2. Click on the three dots(...) listed next to it and select Is successful, Has timed out and Has failed.
  - Selection of Run After Settings
Add a new action by clicking on the plus(+) icon - Send an HTTP request to SharePoint
1. Rename the action to Break Inheritance.
  - Rename action to Break Inheritance
2. In the Site Address, click and select the option "Enter custom value" and then select the top option Dynamic Content - Select varSiteUrl from the window.
  - Search for Site Address
  - Select varSiteURL
3. Select Method as POST and enter the following in the Uri field -
  - _api/web/lists/getbytitle('Enterprise Contracts Collaboration')/breakroleinheritance(copyRoleAssignments=false, clearSubscopes=true)
Add a new action by clicking on the plus(+) icon - Send an HTTP request to SharePoint
1. Rename the action to Assign Custom Role.
  - Select Assign Custom Role
2. In the Site Address, click and select the option "Enter custom value" and then select the top option Dynamic Content - Select varSiteUrl from the window.
3. Select Method as POST and enter the following in the Uri field -
  - _api/web/lists/getbytitle('Enterprise Contracts Collaboration')/roleassignments/addroleassignment(principalid=@{outputs('Ensure_Group_Exists')?['body/Id']}, roledefid=@{outputs('Create_Custom_Role')?['body/Id']})
  - Select varSiteURL and update Uri
Save the flow and run it manually by passing in the Sharepoint Site URL and Entra Group Id once prerequisites have been done.
- Sharepoint Site URL - Copy paste the Sharepoint URL
  - Eg: https://<Tenant Name>.sharepoint.com/sites/Site Name
- `Entra Group ID - Copy paste the Object ID from Entra group you created.
  - Updated Flow
  - Run Flow using Run Option
  - Flow Run Success Message
  - Flow Status from Run History