Migrate from Legacy Collaborative Authoring

With 25R1, the collaborative authoring configuration is enhanced to allow Admins to configure collaborative authoring without requiring a Microsoft 365 service account. Customers with collaborative authoring configured prior to 25R1 can migrate from the legacy configuration to the enhanced configuration and can revert back to the legacy settings if needed. Customers who have never configured collaborative authoring must use the enhanced configuration available with 25R1.

Before you begin, download the Legacy Migration .ZIP file, which contains the necessary migration script (Basics_SitePnP_LegacyUpdate) that you’ll be modifying according to the below guide.

Update existing app registration

1. Log into Microsoft Admin Center.

2. Go to Applications > App Registration > and find your current Collaborative Authoring Veeva App Registration.

3. Go to API permissions.

4. Click + Add Permissions

5. Click Microsoft Graph > Application permissions. In the Select permission search bar, search for and add following:

   Sites.Selected
   User.ReadBasic.All

   Optional: For external user access, add a Microsoft Graph permission with the following Application permissions:

   User.Invite.All
   User.ReadWrite.All
   Directory.ReadWrite.All

6. Click Add permissions.

7. You should see Status: Not Granted for {tenant} for all the permissions.

8. Click Grant admin consent for {tenant} next to the + Add a permission button.

9. Click Yes in the Grant admin consent confirmation popup.

10. You should now see the status change to Granted for {tenant} for all selected Microsoft Graph permissions.

    Note Type should display Application for Sites.Selected and other permissions you’ve added.
    

Create Admin Application and grant permissions to the Application for site access via Powershell Script.

1. Use the Basics_SitePnP_LegacyUpdate.ps1 script to create the Admin Application and grant permissions to the Application for site access.
2. Prior to running the script:
   • Ensure the Administrator executing the script has admin access to Existing Veeva Collaborative Authoring sharepoint site and Administrator access to Entra
   • Install PowerShell 7.0

     1	winget install --id Microsoft.PowerShell --source winget

   • Install PnP module in PowerShell 7 by running PowerShell 7 and executing the following command

     1	Install-Module PnP.PowerShell -RequiredVersion 2.12

   • Confirm PnP.PowerShell module 2.12 is installed by running:

     1	Get-Command -Module PnP.PowerShell

• Populate the following variables in the script:

  1. Get adminDomainUrl by going to Sharepoint Admin Center and getting the domain of your URL

     1	$adminDomainUrl = "client-admin.sharepoint.com"

  2. Get from Entra Admin Center > Home > Primary domain

     1	$primaryDomain = "domain.com"

  3. Get by going to Entra app registration Veeva Vault Collaborative Authoring > Overview > Application (client) ID

     1	$appId = "xxx-xxx-xxx-xxx"

  4. Get by going to Entra app registration Veeva Vault Collaborative Authoring > Overview > Display name

     1	$displayName = "Veeva Vault Collaborative Authoring"

  5. Get created sharepoint site URL by going to Shareoint Admin Center > Site > Active Sites > Find your Vault Site > Site Address – copy the full site Address

     1	$siteUrl = "https://test.sharepoint.com/sites/siteAlias"

1. Ensure the person executing Basics_SitePnP_LegacyUpdate.ps1 script is added as the owner of the share point site used by Collaborative Authoring.

   • SharePoint Admin Center > Site > Active Sites > Find your Vault Site > Membership

2. Once step 2 is completed, execute the script Basics_SitePnP_LegacyUpdate.ps1. You will have multiple prompts to authenticate.

   Note

   If the script returns an error because it is not signed, you can resolve it using either Windows Explorer or Command Line:

   • Via Windows Explorer: Right click on the script > Properties > General tab > Security section. If the file is blocked, you will see a checkbox labeled Unblock. Check the unblock checkbox.
   • Via Command Line: powershell -ExecutionPolicy Bypass -File "C:\Path\To\Your\Script\Basics_SitePnP_LegacyUpdate.ps1"

Update Checkout Settings in your Vault using new settings:

When updating your checkout settings, ensure that you use the same SharePoint drive URL to ensure that you do not lose access to the documents checked out to this library.

To migrate from the legacy to enhanced configuration:

1. In your Vault, navigate to Settings > General Settings > Checkout Settings.

2. Click Edit in the Collaborative Authoring with Microsoft Office section.
3. Select the Remove Service Account from Collaborative Authoring checkbox. The Collaborative User field is removed from the configuration settings.
4. Enter the Client Secret. (this value was generated in the initial setup, if you don’t have it, a new client secret may need to be generated by going to Admin Center > Applications > App Registration > Collaborative Authoring Veeva > Certificates and Secrets)
5. The Integration Status changes to Not Authorized.
6. Click Authorize to reauthorize the collaborative authoring configuration. The Integration Status changes to Verified.
7. Click Save.

To revert from the enhanced to legacy configuration:

1. In your Vault, navigate to Settings > General Settings > Checkout Settings.
2. Click Edit in the Collaborative Authoring with Microsoft Office section.
3. Deselect the Remove Service Account from Collaborative Authoring checkbox. The Collaborative User field is added to the configuration settings.
4. Enter the Client Secret. The Integration Status changes to Not Authorized.
5. Enter the Collaboration User used in your legacy configuration.
6. Click Authorize to reauthorize the collaborative authoring configuration. The Integration Status changes to Verified.
7. Click Save.

Troubleshooting

PowerShell Script Execution Errors

Vault Authorization Errors