If you already use WorkflowMAX (WFM), it’s fair to ask:
“Documents are already stored in the cloud – why would I bother connecting SharePoint?”
On the surface, WorkflowMAX’s built‑in document storage looks like it does the job. In practice, though, many businesses feel the limits if they rely heavily on emailed documents, collaborative working papers, or Microsoft 365.
This article summarises what the WorkflowMAX –SharePoint integration actually does, what problems it solves, and when it’s worth using.
What does the SharePoint integration do?
When you enable the SharePoint integration WorkflowMAX stops storing files internally and Documents are stored natively in SharePoint Online (Microsoft 365).
WorkflowMax becomes a frontend navigation and context layer, not the file system.
You still upload and access documents from Clients, Jobs, Quotes, POs, etc but the file itself lives in SharePoint and opens using Microsoft’s file viewers.
Nothing is auto‑migrated or reorganised behind your back. WorkflowMAX only creates folders when and where you add documents into WorkflowMax.
Will the integration fix formatting issues?.
One of the most common complaints with native WorkflowMAX storage is that emailed documents lose formatting:
Tables flatten, line spacing and colours and lost, indentation disappears, signatures and images break and email threads become hard to read. This happens because WorkflowMAX parses and re‑renders email content for in‑app viewing.
With SharePoint, Files are stored unchanged in their native format (.eml, .msg, PDF, DOCX, etc.). Microsoft handles the rendering so that formatting is preserved. For many teams, this alone justifies the integration.
How will this work with permissions in Sharepoint?
One of the biggest advantages of connecting WorkflowMAX to SharePoint is permissions flexibility. WorkflowMAX controls context — which client or job a document belongs to — while SharePoint controls access. This allows folder‑level permissions, external sharing without WorkflowMax logins, and much tighter control over sensitive documents like payroll. Nothing is guessed or automated; permissions are explicit, predictable, and compliant.
It also allows clients to be invited into files through Sharepoint without requiring a WFM login.
How does the automatic folder creation work?
A common misunderstanding is that SharePoint forces everything into a rigid job‑based structure. It doesn’t.
What actually happens is that WorkflowMAX automatically creates folders when you add a document to a Client, a Job, a Quote or a Purchase Order. If you never add documents to a Job, no Job folder is created. WorkflowMAX does not scan, merge, rename, or interfere with existing SharePoint folders. This means automatic WFM folders and independent SharePoint structures can co‑exist happily.
What if there are already existing SharePoint client folders?
Many businesses already have SharePoint folders that pre‑date WorkflowMAX , don’t match client names exactly and use operational structures (payroll, monthly bookkeeping, compliance).
That’s not a problem because WorkflowMAX does not rely on name matching. Each Client or Job simply stores a pointer to a SharePoint folder. You can link a WFM Client to an existing SharePoint folder, regardless of the name. You can let WFM auto‑create folders for other clients. And you can mix both approaches safely
What about non‑job structures (payroll, monthly work)?
This is where it’s best to keep it simple.
Payroll and monthly bookkeeping are operational, not project‑based so trying to force them into job folders is not helpful. A common way that works well is to Link at Client level only in WorkflowMax and keep your existing SharePoint structure, for example:
Client A
├── Payroll
│ ├── 2025‑01
│ ├── 2025‑02
├── Bookkeeping
│ ├── 2025‑01
│ ├── 2025‑02
Use Job‑level folders only for true projects (clean‑ups, implementations, advisory work)
WorkflowMAX doesn’t require every job to have a document folder.
Is AI involved in any of this?
The short answer is - No.
The SharePoint integration is intentionally simple and predictable:
- No AI matching
- No smart classification
- No guessing which folder to use
- No automatic re‑organisation
Everything is rule‑based and explicit. This is an example where Process rules over AI and where we don’t want assumptions to be made.
Is there an extra cost?
There is no separate WorkflowMAX fee if you’re already on a plan that includes the SharePoint integration – that is Premium or Advanced. However, once you choose SharePoint as your document system, it would be difficult and manual (potentially expensive) to change to another system. There are no per‑document or per‑job charges.
When is integration worthwhile?
The SharePoint integration makes sense if email formatting loss is already a real frustration, the team already lives in Microsoft Teams, documents are used outside WorkflowMAX and/or version history and file ownership matter.
It’s probably not worth it if all files are only ever accessed inside WorkflowMAX , you on’t want zero extra permission management and your current document flow is simple and stable.
The SharePoint integration doesn’t force change – it gives you a safer, more flexible place to store documents when you’re ready for it.