How the Microsoft 365 integration works

An application such as VOGY needs to be deeply integrated into your daily office workflows to operate successfully.

VOGSY integrates with Microsoft 365 for:

1. Identity provisioning

2. Document management

3. Email integration

VOGSY integrates with Microsoft Entra ID (previously Azure Active Directory) for secure user identification and authorization. This way, VOGSY creates a Sigle-Sign-On (SSO) setup for Microsoft 365 users.

When an employee is created in VOGSY, the Microsoft email account is also the Entra account.

When signing in to VOGSY, Microsoft Entra ID checks if this user exists in Entra and can be given access to VOGSY.

VOGSY integrates with Microsoft 365 in two ways for document management:

One Drive / Sharepoint document storage

After you give consent, VOGSY automatically creates three folders:

• VOGSY (for all operational documents)

• VOGSY Templates (document templates for invoices, quotes, etc.)

• VOGSY Backoffice (Excel Reports)

VOGSY's data handling policy describes our policies for access to documents and folders.

Once consent is given, VOGSY automatically creates a dedicated folder for each organization, opportunity, and project to store documents.

NOTE: When an MS 365 domain administrator gives consent, SharePoint sites are created to host these folders. If a non-admin user gives consent, these folders are created within the user's OneDrive. Storing documents on a user's OneDrive can cause issues around ownership. Therefore, the advice is to store all documents in a Sharepoint Document Library instead.

While using SharePoint for document storage is recommended, it is not mandatory, as this can be upgraded later. VOGSY provides the "Upgrade Installation" feature in the back office, allowing a Microsoft domain admin to transition from individual user consent to domain-wide consent, which triggers the migration of VOGSY folders from OneDrive to SharePoint.

Excel reports

VOGSY has an AppRegistration for the Microsoft Office Add-in, which is available from the App Gallery as an add-in.

In the VOGSY folder structure, Excel files used by VOGSY for reporting can be refreshed using this add-in.

When you click 'Refresh report' on the add-in from one of these Excel Reports, it will connect to VOGSY using single sign-on.

The add-in may show a selection screen and trigger VOGSY to update (pull) the data into the Excel sheet.

In most cases, only support staff users have access to the Reports. Only these users need access to the add-in, which can be installed either by the user or centrally by an admin.

VOGSY integrates with Outlook to sync outgoing and incoming emails.

Sent emails

When sending quotes or invoices from VOGSY, VOGSY uses the Mail.Send consent to create and send an email from the user's mailbox. For instance, when a project manager is asked to ‘Approve’ a draft invoice, the ‘Approve’ action will prepare an invoice from the invoice template, store it as a PDF under the organization folder, and send it as an attachment in an email to this organization. VOGSY uses the Microsoft ‘SendMail’ api.

Store received emails

VOGSY can store received emails through the ‘VOGSY add-in for Outlook.’ This add-in can be found on Microsoft AppSource.

With the VOGSY Add-in for Outlook, you can :

• Log emails

• Set follow-up tasks for yourself and team members

• Automatically organize attachments into the correct folder

• Start chats with colleagues directly

The VOGSY Add-in for Outlook allows you to save emails to these VOGSY entities:

• Contacts

• Organizations

• Opportunities

• Projects