Configure K2 and SharePoint Online integration

Some time ago I posted an article “Configure K2 and SharePoint Online integration” on StarWind Software blog which outlines details about getting your SharePoint online instance up and running and adding K2 for SharePoint app to your app catalog, so if you are interested to know more read on at StarWind Software blog.

One thing I was not 100% clear on while writing that article is “Enable auto-activation on sites where the app is deployed” option, which is enabled by default (K2 for SharePoint app > Settings > Manage App Activations).

Based on the setting name wording I was not very clear whether “Enable auto-activation on sites where the app is deployed” setting works for SharePoint online newly created site collections? Especially as I’ve noticed that if I run activation manually there is a step “we need to create a token of your behalf” which, I assume, requires user input… So I had a question whether auto activation is possible for SharePoint Online newly created site collections where K2 app was only deployed?

It was also not very clear what drives/triggers automatic activation and with which frequency it happens.

Luckily enough there are some colleagues who always help 🙂 Below some extra details I’ve learnt only after writing that article.

The function of the Auto-Activation Setting on the Manage App Activation Page designed for strict activation on Site Collection Level (permission wise) and only allow Site Collections to be activated via the App Catalog Level.

When the setting is set to False the below Warning will be presented when the user tries to activate on the Site Collection Level:

This setting will not Auto Activate any new Site Collections created in SharePoint Online. When it set to True/Enabled you can perform activation from site collection level. So the wording “Enable auto-activation on sites where the app is deployed” is really a bit confusing though description above this setting is quite clear (but who reads notes and descriptions? 😉

Essentially this option allows Site Collection Owners activate K2 app on a site collection level manually and when it disabled they won’t be able to do that from the site collection level and it will be possible only via app catalog level from K2 app management page.

But, true auto activation does happen for sub-sites of already activated site collections. But this functionality works only with K2 Five. This functionality was introduced in K2 4.7 but did not work as expected. More information on this can be found in the following KB http://help.k2.com/kb001755

But this subsites auto-activation requires Event Receiver sub-site of the K2 site to be exposed to internet when you use SharePoint Online. When using SharePoint on premise there is no need for any exposure of the K2 site to the internet.

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