Sending Campaigns to Microsoft SharePoint

ContactMonkey's Microsoft SharePoint integration allows you to share an online version of sent emails to SharePoint web parts on SharePoint sites, making it easy to reach your employees where they are. You can also track engagement rates and prove the value of your internal communications efforts. 

Getting Started

To send ContactMonkey email campaigns to Microsoft SharePoint, ensure you've first installed the ContactMonkey SharePoint app on a web part within the desired SharePoint site and completed the initial configuration steps in ContactMonkey. Refer to Integrating ContactMonkey & Microsoft SharePoint for detailed instructions.

You can connect your ContactMonkey channel to any SharePoint site where you have the necessary permissions, including subsites and root-level sites (e.g., https://company.sharepoint.com/).

Remember, the ContactMonkey app needs to be installed on each SharePoint site and web part where you intend to send campaigns.

Important: Documents Folder Requirement

Before using ContactMonkey with SharePoint, ensure that your SharePoint site has a Documents folder. ContactMonkey relies on this folder to create the ContactMonkey Emails folder, which is required for the web part to function properly. If the Documents folder is missing or renamed, the integration will not work as expected.

Send A Campaign To Microsoft SharePoint 

In order for a campaign to be sent to Microsoft SharePoint, it will need to have been sent as an email already. Please note that this will differ slightly if you currently use our Outlook Plugin (Web Add-in). Please see How Is Sending To SharePoint Different If I Use The Outlook Plugin (Web Add-in) below for more information.

Once you're ready to send a campaign to a SharePoint site, you can do so by following these steps:

• Sign in to your ContactMonkey dashboard.
• Ensure you are signed in to SharePoint as well.
• Head to Emails in the top navigation.
• Select the "Sent" tab.
• Click "Actions" next to the email you wish to send to a Microsoft SharePoint site.
• Click "Share To Microsoft SharePoint".

You're then prompted to select which "Delivery Channel(s)" to send the email campaign to and customize how the message will appear within the SharePoint web part on the SharePoint site. All fields must be filled out to send the campaign to Microsoft Teams.

• Once all of the fields are filled out, select the Share to SharePoint in the bottom right-hand corner.

Your ContactMonkey email campaign will then appear within your configured SharePoint web part on your SharePoint site.

Report On SharePoint Engagement Rates

With Microsoft SharePoint, you can get reporting on:

• • • Which SharePoint site(s) a campaign was sent to
    • Total # of opens in SharePoint (across all channels the campaign was sent to)
    • Number of unique opens in SharePoint (across all channels the campaign was sent to)

These three data points can be used as both columns and filters in Reporting, and are included in the Sent Email export.

The data will be included in the sent emails' overall performance reporting.

To learn more about reporting, check out Reporting On Email Performances.

How Is Sending To SharePoint Different If I Use The Outlook Plugin (Web Add-in)

If you are a current user of our Outlook Plugin (Web Add-in) and you have a SharePoint site/webpart configured, you will see a Share via SharePoint toggle button visible in the Outlook Plugin (see below screenshot). When you toggle this button on, there will be displayed text that indicates that you will be able to send this email campaign to your configured SharePoint site after the email campaign is sent (i.e., once you click Send & Track).

 

Once you click Send & Track (as you normally would), ContactMonkey will open in your default web browser and land on the Share via Microsoft SharePoint page in ContactMonkey with the specific email campaign that you just sent pre-populated in the Title section.

SharePoint Integration Use Cases

With ContactMonkey's SharePoint integration, there are two primary use cases we are solving for:

• Being able to push ContactMonkey email campaigns to dedicated SharePoint web parts and sites
• Archiving ContactMonkey email campaigns on SharePoint sites

The first use case was covered in detail above. However, here's how archiving emails on SharePoint sites works. 

After you have configured a SharePoint web part and site and completed the necessary steps in this article, you are ready to push your first email from ContactMonkey to SharePoint. Once the first email is pushed, it will automatically create a new folder in the Documents section of your SharePoint site. The folder, by default, will be called ContactMonkey Emails. 

Once a user clicks into this folder, they will be able to access HTML copies of all email campaigns pushed from ContactMonkey to this specific SharePoint site. This email archival will happen automatically every time an email is pushed from ContactMonkey to your configured SharePoint sites. 

Frequently Asked Questions

Question: Why can't I see "Share To Microsoft SharePoint" in the dropdown of a sent email?

Answer: If "Share To Microsoft SharePoint" isn't available, it means the email was sent before SharePoint was enabled and configured for your ContactMonkey account. 

Question: What happens when I push more than five ContactMonkey email campaigns to a SharePoint webpart on a SharePoint site?

Answer: By default, up to five ContactMonkey email campaigns will be displayed in your SharePoint webpart. As soon as the sixth ContactMonkey email campaign is pushed to the same SharePoint site, the oldest visible email in the SharePoint site will be replaced to make room for the most recent email pushed to the SharePoint site.

Question: Should I regenerate the API key in ContactMonkey every time I configure a new SharePoint webpart and site?
Answer: No. It is important that you reuse the same API key across all SharePoint web parts and sites. If you do re-generate the API key, all configured SharePoint web parts and sites will need to be edited to add the newly generated API key. 

Question: Will changing the name of my SharePoint site impact the ContactMonkey and SharePoint integration?

Answer: Yes. Part of the configuration steps involves you copying the SharePoint site URL and pasting it into ContactMonkey (followed by copying the API key from ContactMonkey and pasting it into SharePoint). If you change the name of your SharePoint site, your SharePoint site URL will also change. Once changed, you will need to update the site URL in ContactMonkey > Integrations > SharePoint.

Question: OOPS! I accidentally sent an email to SharePoint. I deleted the email, but it still shows on the SharePoint site. Can I remove it?

Answer: At this time no, SharePoint posts cannot be unsent or deleted from SharePoint sites.