Use SharePoint Actions in Titan Flow

Overview

The SharePoint integration in Titan Flow lets you manage files and folders in SharePoint as part of an automated Flow. You can upload, replace, or delete files, retrieve file metadata, and get SharePoint folder information without leaving the Flow process.

For example, you can upload a signed agreement to a SharePoint library, replace an older version of the file, retrieve its details for another Flow step, or delete it when it is no longer required.

Available SharePoint Actions

The SharePoint node currently supports the following actions:

The settings displayed in the node change according to the selected action.

When to Use SharePoint Actions

Use the SharePoint node when a Flow needs to:

• Store Salesforce or Titan files in SharePoint.
• Upload generated or signed documents to a SharePoint library.
• Reduce the amount of file storage used in Salesforce.
• Make documents available to people who do not have Salesforce access.
• Replace an existing SharePoint file with an updated file.
• Remove a SharePoint file that is no longer required.
• Retrieve file information for use in later Flow steps.
• Retrieve the names, IDs, or counts of files and folders in a SharePoint library.
• Pass SharePoint file or folder information to Salesforce, an email, an API call, or another Flow action.

Example Use Case

A customer agreement is generated and signed as part of a Titan process.

The Flow can use SharePoint actions to:

1. Upload the signed agreement to a SharePoint library.
2. Store the returned file link and ID in Salesforce.
3. Retrieve the file metadata when the agreement needs to be reviewed.
4. Replace the agreement when an amended version is signed.
5. Delete a temporary file that is no longer required.

Each action can be used independently. You do not need to add every SharePoint action to the same Flow.

Before You Begin

Make sure you have:

• A Microsoft 365 account with access to SharePoint Online.
• Permission to access the required SharePoint sites, libraries, folders, and files.
• Permission to upload, replace, or delete files when using those actions.
• A Titan license that includes Titan Flow.
• Any files or values that the SharePoint action will receive from an earlier Flow step.
• Permission to authenticate a Microsoft account in Titan.

Authenticate SharePoint

You can authenticate SharePoint from the Titan Dashboard or from a SharePoint node in a Flow project.

Option 1: Authenticate from the Titan Dashboard

1. Go to Titan Dashboard > Settings > Integrations.
2. Find SharePoint in the integrations list.
3. Click Authenticate.

4. Sign in with the Microsoft account that has access to the required SharePoint resources.

After authentication, the integration status displays as Authenticated.

You can revoke SharePoint access from the same integration settings.

Important: Revoking access may affect every Titan project that uses the SharePoint connection.

Option 2: Authenticate from the SharePoint Node

1. Open a Flow project.
2. Add or open a SharePoint node.
3. Click Authenticate.
4. Sign in with your Microsoft account and approve the requested access.

Note: You can authenticate SharePoint from either location. Access can only be revoked from Titan Dashboard > Settings > Integrations.

Add the SharePoint Node

1. Open a Flow project.
2. Click the + icon at the point where the SharePoint action should run.
3. Select Integrations.
4. Select SharePoint.

The SharePoint API Call node opens.

Create Variables for SharePoint Actions

Some SharePoint actions require Flow variables for files, file identifiers, or information returned by SharePoint.

You do not need to use the variable names shown in this guide. Give each variable a name that clearly describes the value it will hold.

The SharePoint node mainly uses the following variable types:

Create a Files Variable

Create a Files variable when the Flow needs to pass file data to an Upload Files or Replace File action.

1. Click Add Var in the SharePoint node.
2. Select Files in the Custom Variables window.
3. Click Add a Files Variable.
4. Enter a descriptive name.
5. Click Apply.

The variable must receive file data from an earlier Flow step before the SharePoint action runs.

For example, the file may come from:

• A Salesforce record.
• A Titan Web file upload.
• A generated document.
• A completed signing process.
• Another action in the Flow.

Create a Static Variable

Create Static variables to identify a SharePoint file or to store information returned by an action.

1. Click Add Var in the SharePoint node.
2. Select Static in the Custom Variables window.
3. Click Add a Static Variable.
4. Enter a descriptive name.
5. Repeat these steps for each value you want to store.
6. Click Apply.

You might create separate Static variables for:

• File ID
• File name
• SharePoint link
• Download URL
• File size
• Created date
• Modified date
• File count
• Folder count
• File or folder JSON

You only need variables for the values your Flow requires. Leave an output set to None if it will not be used later.

Select a SharePoint Action

Open Select Action and choose the operation the Flow must perform:

• Upload Files
• Delete File
• Get File Metadata
• Replace File
• Get Folder

Configure the Upload Files Action

Use Upload Files to upload one or more files to a selected SharePoint location.

What Happens When the Action Runs

Titan uploads the files held in the selected Files variables to the configured SharePoint site, library, and folder.

If output variables are mapped, Titan stores the SharePoint links and IDs returned for the uploaded files. Later Flow steps can use these values to:

• Save the SharePoint file reference to Salesforce.
• Include the file link in an email.
• Retrieve the file’s metadata.
• Replace or delete the file in another SharePoint action.

The source Files variables must contain file data for the action to run. If a variable is empty or the destination cannot be accessed, the action fails.

Configure the Location

1. Select Upload Files from Select Action.
2. On the Location tab, select the SharePoint Site Name.
3. Select the destination Library Name.
4. Under Folder Path, choose how Titan should determine the destination:
   • Root: Uploads the files to the root of the selected library.
   • Field: Uses a Flow variable to supply the folder path.
   • Static: Uses a fixed folder path entered in the node.
5. Click Next.

To upload files to a subfolder, supply the complete folder path.

For example:

Customer Agreements/2026

Select the Files

1. On the Configuration tab, open Select Files Variables.
2. Select one or more Files variables containing the files to upload.
3. If the required variable does not exist, click Add Var and create a Files variable.
4. Click Next.

The selected variables must contain file data before the Flow reaches the SharePoint node.

Configure the Output

On the Output tab, select Static variables for the values you want to store:

• Store File(s) Link(s) To: Stores the SharePoint links returned for the uploaded files.
• Store ID(s) To: Stores the SharePoint IDs returned for the uploaded files.

Leave an output set to None if the Flow does not need that value.

Click Update to save the action.

Configure the Delete File Action

Use Delete File to remove an existing file from a selected SharePoint library.

What Happens When the Action Runs

Titan identifies the configured SharePoint file and sends a request to remove it.

The Delete File action does not provide output mapping. When the action succeeds, the Flow continues through its normal completion path. If the file cannot be found, the authenticated account lacks permission, or the supplied file value is invalid, the action fails.

Important: When the file is identified using a Flow variable or parameter, Titan deletes the file that the value resolves to at runtime. Make sure earlier Flow steps supply the correct file value and test the mapping before using the Flow in a live process. 

Configure the Location

1. Select Delete File from Select Action.
2. On the Location tab, select the SharePoint Site Name.
3. Select the Library Name containing the file.
4. Click Next.

Select the File

1. On the Configuration tab, configure Select File.
2. Select the method used to identify the file.
3. In the adjacent field, select or supply the file that must be deleted.
4. Click Update.

In this example, Value is selected, and a specific file is chosen.

If the file must be determined while the Flow runs, use the available variable-based option and select a variable containing the required file value.

The Delete File action does not display an Output tab.

Configure the Get File Metadata Action

Use Get File Metadata to retrieve information about an existing SharePoint file.

What Happens When the Action Runs

Titan retrieves information about the selected file without changing or downloading the file.

The metadata selected on the Output tab is stored in Static variables. Later Flow steps can use the information to:

• Update a Salesforce record.
• Include file details in an email.
• Apply conditions based on file information.
• Identify the file for another SharePoint action.
• Pass file details to another integration.

If an output is set to None, Titan does not store that value for later use.

Configure the Location

1. Select Get File Metadata from Select Action.
2. On the Location tab, select the SharePoint Site Name.
3. Select the Library Name containing the file.
4. Click Next.

Select the File

1. On the Configuration tab, configure Select File.
2. Choose how the file will be identified.
3. Select the relevant value or Flow variable.
4. Click Next.

In this example, Field is selected, and a Static variable containing a file ID is used.

The selected variable must contain a valid file path in the configured SharePoint site and library.

Configure the Metadata Output

On the Output tab, select Static variables for the information you want to store:

You do not need to map every output. Leave unused outputs set to None.

Click Update to save the action.

Configure the Replace File Action

Use Replace File to replace an existing SharePoint file with a different one.

What Happens When the Action Runs

Titan identifies the existing file in the selected SharePoint site and library and replaces its contents with the file supplied to the action.

If output variables are mapped, Titan stores the resulting file link and ID. These values can be passed to later Flow steps or saved to Salesforce.

The action fails if:

• The existing file cannot be identified.
• The replacement Files variable is empty.
• The authenticated Microsoft account cannot modify the file.
• The selected SharePoint site or library is unavailable.

Configure the Location

1. Select Replace File from Select Action.
2. On the Location tab, select the SharePoint Site Name.
3. Select the Library Name containing the existing file.
4. Click Next.

Configure the File Replacement

The Configuration tab must identify:

• The existing SharePoint file that will be replaced.
• The Files variable containing the replacement file.

The Files variable must receive file data from an earlier Flow step.

Configure the Output

On the Output tab, select Static variables for the returned values:

• Store File(s) Link(s) To: Stores the SharePoint link returned after the file is replaced.
• Store ID(s) To: Stores the SharePoint ID returned after the file is replaced.

The variable names shown in the screenshot are examples. Select variables that clearly match the values being stored.

Click Update to save the action.

Configure the Get Folder Action

Use Get Folder to retrieve information about files and folders in a selected SharePoint library.

What Happens When the Action Runs

Titan retrieves file and folder information without uploading, replacing, moving, or deleting any SharePoint content.

The action can store:

• Total item count
• File count
• Folder count
• File names
• Folder names
• File IDs
• Folder IDs
• File mapping in JSON format
• Folder mapping in JSON format

Later Flow steps can use these values to check whether files or folders exist, pass IDs to another action, record item counts, or process the returned JSON.

Configure the Location

1. Select Get Folder from Select Action.
2. On the Location tab, select the SharePoint Site Name.
3. Select the Library Name.
4. Click Next.

The Get Folder action does not display a separate Configuration tab.

Configure the Output

On the Output tab, select Static variables for the information you want to store:

Only map the outputs required by later Flow steps.

Click Update to save the action.

Connect the SharePoint Node

After saving the action, connect the SharePoint node to the next step in the Flow.

Use the available exit paths to control what happens after the SharePoint request:

• Use the normal completion path to continue after a successful request.
• Use On Cancel to handle a failed SharePoint request.

For example, the On Cancel path can:

• Send an error notification.
• Update a Salesforce record with a failure status.
• Record the failed request.
• Route the process to another action.

Error Handling

A SharePoint action may fail because:

• The Microsoft authentication has expired or been revoked.
• The authenticated user does not have permission to access the selected resource.
• A configured site, library, folder, or file no longer exists.
• A supplied file ID or value is incorrect.
• A required Flow variable is empty.
• A Files variable does not contain file data.
• SharePoint blocks the file because of its name, type, or size.

If the action fails, check authentication, permissions, selected SharePoint resources, and Flow variables before rerunning the Flow.

Review Integration Logs

Go to Titan Dashboard > Settings > Logs > Integrations to review integration activity.

Integration logs can help you identify:

• Authentication failures.
• Permission errors.
• Missing SharePoint resources.
• Invalid input values.
• Failed SharePoint requests.

Test the SharePoint Actions

Run the Flow with test data before using it in a live process.

Confirm the following for each configured action:

Also, confirm that:

• An authenticated Microsoft account can access all configured resources.
• Static and Files variables contain the expected values.
• The normal completion path runs after a successful request.
• The On Cancel path handles failed requests correctly.

Frequently Asked Questions

Which actions are available in the SharePoint node?

The SharePoint node supports:

• Upload Files
• Delete File
• Get File Metadata
• Replace File
• Get Folder

The available tabs and settings depend on the selected action.

Do I need to authenticate SharePoint for every Flow?

No. After SharePoint has been authenticated, the connection can be used by Flow projects. You may need to authenticate again if access expires, is revoked, or the Microsoft account permissions change.

Can I upload multiple files in one SharePoint action?

Yes. The Upload Files action lets you select multiple Files variables. Each variable must contain file data when the action runs.

Can SharePoint actions use files from Salesforce or another Titan project?

Yes. A Files variable can receive file data from Salesforce, a Titan Web project, Titan Docs, a signing process, or another Flow action.

Do I need to map every available output?

No. Map only the outputs required by later Flow steps. Leave unused output settings as None.

What is the difference between Upload Files and Replace File?

Upload Files adds files to the selected SharePoint location. Replace File updates an existing SharePoint file using another file supplied to the action.

Does Get File Metadata change or download the file?

No. The action retrieves information about the file. It does not change the file or automatically download its contents.

Does Get Folder change any SharePoint content?

No. The action retrieves information about files and folders. It does not upload, replace, move, or delete them.

What happens if SharePoint access is revoked?

SharePoint actions using that connection will no longer run successfully. Authenticate SharePoint again before running the affected Flow projects.

Why can I not see a SharePoint site or library?

The authenticated Microsoft account may not have permission to access it. The resource may also have been renamed or deleted.

Confirm the Microsoft account permissions and check that the SharePoint resource still exists.

Does a returned SharePoint link give everyone access to the file?

Not necessarily. SharePoint permissions still control who can open the file. Confirm that the intended users have access before distributing the link.

What happens when a SharePoint action fails?

The Flow follows the SharePoint node’s On Cancel path. You can use this path to record the failure, send a notification, or run another action.

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