SharePoint Embedded: Unleashing the Power of Microsoft 365 Content Management

In the ever-evolving landscape of enterprise applications, SharePoint Embedded recently emerged as a major game-changer for content management. This innovative platform allows developers and organizations to harness the full potential of Microsoft 365’s file and document storage platform. Let’s dive into the key aspects of SharePoint Embedded and explore why it is a must-know for tech enthusiasts and business leaders alike.

What Is SharePoint Embedded?

SharePoint Embedded is a headless, API-only pattern that focuses solely on APIs. Here’s what you need to know:

1. Custom Content Apps: Developers can build custom content apps that seamlessly integrate with Microsoft 365. Whether you are enhancing existing solutions or creating new ones, SharePoint Embedded provides the tools you need.
2. Unified Experience: Independent Software Vendors (ISVs) can deliver a consistent experience by incorporating Microsoft 365’s content management capabilities into their applications.
3. Scalable and Performant: Built on the same stack as SharePoint and OneDrive, SharePoint Embedded ensures scalability and performance for hyperscale use cases.

Why Should You Use It?

For Developers and ISVs:

• Enhance Your Apps: Create line-of-business apps that leverage Microsoft 365’s security, compliance, and collaboration features.
• Unified Management: Incorporate content management capabilities seamlessly, ensuring a unified experience for users and administrators.

For Enterprises:

• Line-of-Business Apps: SharePoint Embedded allows enterprises to create powerful line-of-business apps with advanced features.
• Content Management: Embed trusted content management capabilities directly into your custom apps.

For App Builders and Content Creators:

• Powerful Platform: If your app requires content management features, SharePoint Embedded provides a robust platform.
• Seamless Integration: Integrate your app with Microsoft 365’s ecosystem, enhancing productivity and collaboration.

For Anyone Interested in Leveraging Microsoft 365 Features:

• Robustness and Familiarity: Tap into the familiar content system of Microsoft 365.
• Cost-Effective: Pay based on usage—no additional user licenses required.

Example Applications

Enterprise Use Cases:

1. Document Management Portal:
   • Scenario: A large organization wants to centralize document management across departments.
   • Application: Develop a custom portal that integrates with SharePoint Embedded. Employees can collaborate, search, and manage documents seamlessly.
2. Contract Lifecycle Management:
   • Scenario: Legal teams need an efficient way to manage contracts, track versions, and ensure compliance.
   • Application: Build a contract lifecycle management app that leverages SharePoint Embedded. It allows contract creation, approval workflows, and secure storage.
3. Knowledge Base and Intranet:
   • Scenario: Companies want to create a knowledge base and an internal intranet for employees.
   • Application: Develop an intranet portal that integrates with SharePoint Embedded. Employees can access company policies, FAQs, and resources.
4. Project Collaboration and Tracking:
   • Scenario: Project teams need a platform to collaborate on tasks, milestones, and deliverables.
   • Application: Create a project management app that integrates with SharePoint Embedded. It provides project dashboards, task assignments, and progress tracking.
5. Customized HR Solutions:
   • Scenario: HR departments require tailored solutions for employee onboarding, performance reviews, and leave management.
   • Application: Build HR apps that use SharePoint Embedded for secure document storage, employee profiles, and performance evaluations.

ISV Use Cases:

1. Content-Driven Apps:
   • Scenario: ISVs want to enhance their existing applications with content management features.
   • Application: Embed SharePoint Embedded into customer relationship management (CRM) software, marketing platforms, or collaboration tools. Offer document sharing, version control, and collaboration features.
2. Industry-Specific Solutions:
   • Scenario: ISVs serve specific industries (e.g., healthcare, legal, real estate).
   • Application: Create industry-specific apps that leverage SharePoint Embedded. Examples include patient record management, legal case tracking, or property listing platforms.
3. Document Assembly and eSignature:
   • Scenario: ISVs need to streamline document creation and approval processes.
   • Application: Develop apps that allow users to assemble documents from templates, collaborate, and obtain eSignatures—all powered by SharePoint Embedded.
4. Compliance and Audit Tools:
   • Scenario: Organizations require tools to manage compliance, audits, and regulatory requirements.
   • Application: ISVs can build compliance apps that integrate with SharePoint

Pricing and Availability

SharePoint Embedded is currently in public preview, with general availability planned for mid-2024. Organizations pay based on their usage, making it a flexible and cost-effective solution.  Here’s how the pricing works:

1. Pay-as-You-Go Consumption Terms: Organizations pay based on their usage:
   • Storage: You pay for the storage you use.
   • API Calls: The volume of API calls you make.
   • Data Transfers: The amount of data transferred.
   • No Additional User Licenses Required: Unlike traditional licensing models, there’s no need for additional Microsoft 365 user licenses¹²³.

In summary, SharePoint Embedded empowers developers, enterprises, and content creators to build content-rich apps while leveraging Microsoft 365’s robustness. Explore the APIs, create, and innovate!

Interested in learning more about SharePoint or have other content-related questions? Contact us today!

Jonathan Donaghe – Jonathan.Donaghe@rsmus.com

Jonathan Donaghe

Jonathan Donaghe is a seasoned SharePoint Developer within the RSM Modern Work Team. With an impressive 23 years of experience in developing on the Microsoft stack, his current focus revolves around architecting and creating client solutions for SharePoint Online, Microsoft Teams, and the Power Platform.