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Getting Started with WorkPoint 365

Article last updated on the 22nd of July 2020.

Contents

This article aims to help guide you through the WorkPoint 365 installation process.

This guide presumes that you have already set up an Office 365 tenant, and have access to the SharePoint admin center.

The first step is to create a site collection on which to install WorkPoint 365. This process is described in the first section of the article:

October 15th, 2020:

Microsoft recently published a Major update announcement (MC222880) in the Message Centre for targeted release tenants, informing that they are changing how customised forms work inside SharePoint lists and libraries. This is currently only affecting early release tenants but is expected to roll out to all tenant by the end of November.  

WorkPoint is planning on releasing a hotfix addressing this issue on October 22nd, 2020. If creating new solutions, we recommend waiting until the hotfix is deployed.

If you already have a WorkPoint solution which does not consent to Tenant permissions, or should you need to set up a solution before October 22nd, 2020, you will need to allow custom scripts. Please visit this article for more information about this process (External link) Please note that these settings can be enabled temporarily, and can be disabled at a later date if required.

1. Consents required for installing WorkPoint 365

The following permissions are required for you to consent to in order to install and use WorkPoint 365 in the noted contexts.

Note that consenting to these APIs requires Tenant administration privileges.

Simply click the first link of each point to consent to the permissions.

2. Creating an App Catalog for SharePoint

As described by Microsoft:

“As a SharePoint or global admin in Office 365, you can create an App Catalog site to make internally developed custom apps available for users to install when they browse apps under the From Your Organization filter on the Site Contents page. Site owners can then add these apps to customize sites with specific functionality or to display information.”

An app catalog is required for installation of the WorkPoint app and for a WorkPoint solution to function. An app catalog can be created in the following way:

  1. When logged in as a SharePoint administrator, click the dotted square icon to open the settings side panel.
  2. Click the “Admin”-button to access the administration center.
  1. In the administration center, click the “Show all”-menu item in the left side panel.
  1. Clicking the “Show all”-menu item in pt. 3 makes various Admin centers appear in the menu. Click the “SharePoint”-menu item in the “Admin centers”-section.
  1. On the SharePoint admin center page, click the “More features”-menu item in the left side panel.
  1. In the “Classic features”-page, click the “Open”-button for the “Apps”-feature.
  1. On the “Apps”-page, click the “App Catalog”-header.
  1. In the app catalog configuration page, select “Create a new app catalog site”.
  2. Click the “OK”-button.
  1. On the “Create App Catalog Site Collection”-page, give the app catalog site collection an intuitive name.
  2. Provide a web site address for the app catalog site collection. Typically, this will be called “AppCatalog”.
  3. Set your preferred language.
  4. Set your time zone.
  5. Assign an administrator for the app catalog.
  6. As an alternative to writing a user in the “Administrator”-field, you can use the explorer to search through available users.
  7. In the Server Resource Quota box, accept the resource quota default. This setting no longer affects the resource amounts available for the site.
  8. Click the “OK”-button.

The App Catalog site collection will now be created.

3. Adding the WorkPoint 365 App to the App Catalog

The WorkPoint app is uploaded to the solution through the app catalog:

  1. In the SharePoint Administration Center, click the “Active sites”-menu item from the left menu.
  1. From the “Active sites”-page, click the URL of the app catalog.
  1. On the App Catalog site, click the “Distribute apps for SharePoint”-button.
  1. On the “Apps for SharePoint”-page, click the “Upload”-button.
  1. Browse to the provided WorkPoint app file. The latest version of the WorkPoint App can be downloaded here.
  2. Click the “OK”-button.

After a few seconds, the app is visible in the “Apps for SharePoint”-page:

Please note that Microsoft recently re-designed provisioning of new site collections in SharePoint. This means that site collections are created much quicker than before. It does, however, also introduce new issues. One if these issues is that the site collection is made available almost immediately, but all functionality is not necessarily ready for use right away - such as uploading and installation of apps on the site collection. This may result in an error such as the one in the following image:

Frank Christensen | Microsoft Teams

This error may lead to the conclusion that there are issues with taxonomy. This, however, is not the case. This error is caused by the fact that provisioning of the site collection is still in progress. This issue is automatically resolved after the provisioning is done, which may take a couple of minutes depending on the tenant.

   3.1. If utilizing Multi-site and/or One site collection per entity setups

These steps can be circumvented by installing the WorkPoint App with Tenant rights. You can read more about this app here.

IMPORTANT: If utilizing Multi-site and/or One site collection per entity setups and/or setups with Modern UI, these steps are important!

       3.1.1. Installing the WorkPoint 365 app to the App Catalog Site Collection
  1. Open your App catalog Site Collection.
  2. Click on the cogwheel on the top right corner.
  3. Click on "Add an app".
  1. Click on the "WorkPoint 365" app
Your Apps - Google Chrome
  1. A text should read "You can't add this app here". Click "Find out why".
  1. Click "Request Approval". Note that the user clicking to request approval of the WorkPoint App should 1) be a global tenant administrator and 2) have an E-mail address to receive the approval e-mail.
SharePoint Store - Google Chrome
  1. Optionally provide a request justification for the request.
  2. Click the "Request" button.

Completing these steps should send and e-mail to the person requesting approval of the app. This e-mail contains a link which is used to proceed in the approval process. The e-mail looks something like the following:

  1. In the approval e-mail, click the "here" link. This will send you to the following page:
  1. Optionally provide a comment for the approval or rejection of the app.
  2. Click "Approve".

The WorkPoint app is now approved and ready for use. We can now add the app to the app catalog site collection:

Your Apps - Google Chrome
  1. In the "Add an app" page for the app catalog site collection, once again try to add the WorkPoint app. This time around, the app should no longer say "You can't add this app here", but should send you to the following page:
Your Apps - Google Chrome
  1. Click on "Trust It" to give the necessary consent to the app

    Note that you are not installing WorkPoint 365 on the App Catalog Site Collection, you only add the app to deploy it to the other Site Collections. Please also note that the name of the app depends on the release setup you have chosen.
  1. Click on "..." and choose "Deployment" to open the Automatic site deployment settings.

    Please note that those steps automatically adds the app to all sites with the /sites/ URL prefix on your tenant.
Automatic site deployment settings
  1. In the "Manage App Deployments" settings under "Managed Paths" choose "sites" and click on "Add"
  2. Click on "OK" to confirm the settings
Manage App Deployments - Google Chrome
  1. Click "Trust it".

4. Adding the WorkPoint 365 app to a site collection

We are now ready to add and install WorkPoint 365 on a proper site collection.

Let's start by creating a new site collection for our WorkPoint installation:

SharePoint admin center - Google Chrome
  1. In the "Active sites" page in the SharePoint admin center, click the "Create" button.
  1. In the "Create a site" side panel, click "Other options".
  1. In the "Choose a template" drop down menu, select "Team site".
  2. Select a name for the site. In this case, we name the site "ProjectMngt".
  3. Paste the site name into the site address field.
  4. Select a primary administrator for the site. Inputting a couple of characters into this field will make the system suggest users you can pick from.
  5. Select a language for the site. Note that this cannot be changed at a later time.
  6. Optionally, expand the "Advanced settings" section and select a time zone for the site.
  7. When ready, click the "Finish" button to start creating the site.

Now that the site collection we want to install WorkPoint 365 on is created, we can begin the install process:

  1. In the “Active sites” section of the SharePoint admin center, click the URL of the site collection.
  1. Click the “Site contents”-menu item in the left side menu to access the “Site contents”-page of the site collection.
  1. On the “Site contents”-page, click the “Add an app”-button.
  1. In the “Apps you can add”-section, click the “WorkPoint 365 App#”-button. The “#” should correspond with the version of the WorkPoint app you have uploaded to the App Catalog, and that you wish to add.

From here, if you have followed this guide and completed the steps in section 4.1 and 4.1.1., you can skip to pt. 61. Else, proceed to pt. 54.

Your Apps - Google Chrome
  1. A text below the app should tell the user “You can’t add this app here”. Click the “Find out why”-text.
  1. The reason the app cannot be added at this point is that it needs to be approved by an administrator. Click the “Request Approval”-text in the yellow box.
SharePoint Store - Google Chrome
  1. Optionally add a request justification, or a comment to the approval request.
  2. Click the “Request”-button.

An E-mail will now be sent to the person who requested the approval of the app. This e-mail looks something like the following:

  1. Click the link in the E-mail to proceed in the approval process for the app. Note that the user attempting to approve the app must have Global Admin rights in Office 365.

An “Approve or Reject App Request”-page shows information about the app, which permission it requests, and the justification message or comment that was sent with the request:

  1. Click the “Approve”-button.

Back in the “Site contents”-page of the site collection which should have the WorkPoint app added, we can now add the app:

  1. Click the “WorkPoint 365 App#”-button again.
  1. Click the “Trust it”-button.

The WorkPoint app is now being added to the site collection:

This process usually takes about 30 seconds. The user can cancel the addition of the app by clicking the “Click here to cancel”-text.

Once added, the WorkPoint app looks like this in the app catalog:

Clicking the app starts the WorkPoint installation wizard.

5. Installing WorkPoint on the site collection

As previously mentioned, clicking the WorkPoint App in the app catalog starts the WorkPoint installation wizard:

Here, the user can input information about the Company, contacts, and the country of origin. Alternatively, a license key can be provided by clicking the “Or use a License Key”-text:

  1. Upon entering a valid license key and clicking continue, the next step allows the user to select which type of WorkPoint solution should be applied to the site collection. In this case, an empty WorkPoint solution with the Modern UI layout is selected.
  2. Click the “Continue”-button to proceed.
  1. The last step is to read and accept the WorkPoint terms and conditions. You can read the license information by clicking the “license”-text. Once read, click the “I accept the terms and conditions”-checker.
  2. Click the “Continue”-button to proceed.

The WorkPoint solution is now being installed on the site collection. The following window is displayed:

This process may take several minutes. An e-mail will be sent to the installing user’s e-mail once completed. This process does not require the window to be open, so it can be closed at this point.

Once completed, a ready WorkPoint solution has been set up, ready to be configured further.

6. Creating business modules

An essential building block of WorkPoint solutions is the Business module. A business module is a list which contain underlying entities which can store documents, e-mails, and a range of other elements. An example of a Business module in a Project Management solution could be a Companies module, which contains a range of entities. These entities are the individual companies.

Business modules can be added from the WorkPoint Administration:

  1. Click the “Home”-button of the new WorkPoint solution.
  1. Click the cog-icon to access the WorkPoint Administration.
  1. In the WorkPoint administration dashboard in the “Business Modules”-section, click “Add new”.
  1. In the “Add Business Module”-page, provide a name for the Business Module.
  2. Optionally select a language to translate the title into.
  3. Provide a translation to the title. Multiple translations can be added by clicking the “+”-button.
  4. Provide an Entity name. This is typically the same as the Title, but in singular form. So, a Projects-title matches with a Project-entity name, for example.
  5. Optionally select a language to translate the entity name into.
  6. Provide a translation for the entity name. Multiple translations can be added by clicking the “+”-button.
  7. Optionally select a template to use for the business module. In this case, we are creating a business module to store a list of companies, so we can select the “Companies”-template.
  8. Optionally set a parent business module for this one. In this case, this is the first module we create, so no parent can be selected.
  9. Optionally type in a Group name. Group names are used e.g. the “move entity” feature of WorkPoint.
  10. Select an icon for the business module. WorkPoint provides a list of icons to choose from, and there happens to be one for Companies.
  1. Check the “Sites enabled”. Sites allow the user to, for example, journalize documents, emails, tasks and more on each entity in the module. Most often you will want to enable sites.
  2. In this case we select “Multiple entities per site collection”. In practice, this is the setup most used for business modules on WorkPoint solutions. Alternatives are “Single site collection”, which are advised against in production solutions due to scaling issues, and “One site collection per entity” which are generally only used when integration with Microsoft Teams are required.
  • Microsoft recommends using “One site collection per entity” in all cases. WorkPoint, however, finds that in certain instances, this is not strictly advisable.
  1. Enable “Automatic site creation”. This allows WorkPoint to automatically create a new site for newly created entities in the business module.
  2. Set the maximum number of sites for each site collection on this business module. Microsoft advises a number below 2000, but WorkPoint recommends a setting of between 50 and 100 in this setting.
  3. Set the “Maximum storage consumption”. When approaching this number for the latest site collection, a new one is automatically created. In this way, the system is always ready for more data to be added.
  4. When the configuration is complete, click the “Save”-button.

The business module is now being added, and the following page is displayed:

Once complete, the business module is available from the WorkPoint Administration dashboard. There is, however, a warning message:

  1. WorkPoint needs an additional consent for the use of Multi-site collections. Click the “Please give WorkPoint consent to use extended permissions”-text.
  1. Read through the App info and click the “Accept”-button.

Next, the WorkPoint 365 Browser Cache must be cleared for the business module to show up in the solution:

  1. On the solution, click the “Home”-button.
  1. Click the “Need help?”-text in the bottom of the side panel.
  2. Click the “Clear WorkPoint 365 browser cache”-button.

The “Companies”-business module is now available from the “Home”-panel:

You should now be ready to configure WorkPoint to your specific business needs.

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