In today’s digital workplace, Microsoft SharePoint is the industry leading enterprise document management platform, providing a secure, structured, and compliant repository for business-critical files. However, as organizations increasingly adopt ServiceNow to streamline IT, HR, customer service, and compliance processes, they often struggle with managing documents between these two powerful platforms.
While ServiceNow’s Integration Hub SharePoint Online Spoke is an SDK that offers many options it only provides basic SharePoint integration, it falls short in key areas—leading to inefficiencies, file duplication, and compliance risks. DocIntegrator by DTechApps provides a superior solution, allowing organizations to securely access and manage SharePoint files directly from ServiceNow without duplicating or moving documents.
Let’s explore why DocIntegrator is the smarter choice for organizations that want to keep their files in SharePoint where they belong while maximizing their ServiceNow investment.
The Pitfalls of ServiceNow’s SharePoint Spoke
ServiceNow’s SharePoint Spoke is a native integration designed to allow ServiceNow users to interact with SharePoint files. While it might seem like a convenient option, it has several limitations:
Expensive to Develop – Requires ServiceNow Developer
- A developer must analyze requirements, design, build, test, and deploy the custom solution using the ServiceNow Spoke—this process can take months or even years to deploy the desired solution.
- Debugging and quality assurance requires additional time, leading to project delays.
- Changes to ServiceNow (version upgrades, patch fixes. etc.) or the integrated system may break the custom code, requiring constant updates.
- Each function and feature must be coded, and security tokens must be created requiring users to constantly login between the two platforms.
Limited File Management Capabilities
SharePoint Spoke provides only basic file actions like uploading, retrieving, and searching. However, it lacks deep integration with ServiceNow workflows, making it difficult to easily embed SharePoint files into business processes.
File Duplication & Storage Bloat
Many organizations end up copying files from SharePoint into ServiceNow because SharePoint Spoke does not provide a seamless way to work with SharePoint documents inside ServiceNow. This leads to:
- Redundant and expensive ServiceNow storage costs
- Version control issues
- Compliance headaches
No Native Document Viewing or Editing
Users must download documents to make edits and re-upload them manually, and all this functionality must be defined and programmed using the ServiceNow SharePoint Spoke. This disrupts workflow efficiency, increases security risks, and breaks the seamless experience that teams expect.
Lack of Compliance & Governance Controls
Organizations must comply with regulatory standards such as ISO, GDPR, and HIPAA, which often require that files remain securely stored in SharePoint. SharePoint Spoke’s limitations can lead to files being stored in unauthorized locations, increasing audit risks.
How DocIntegrator Solves These Challenges
DocIntegrator by DTechApps is built to seamlessly integrate SharePoint with ServiceNow while ensuring that files remain where they belong—in SharePoint. It eliminates the inefficiencies of SharePoint Spoke and provides advanced capabilities tailored to enterprise needs.
Real-Time Document Management
With DocIntegrator, organizations can:
- View, edit, and manage SharePoint files directly within ServiceNow—without moving or duplicating them.
- Maintain full SharePoint permissions and security controls while enabling seamless ServiceNow access.
- Avoid constant and repeated login and authentication prompts between ServiceNow and Microsoft SharePoint.
Embed SharePoint Files Into ServiceNow Workflows
Unlike SharePoint Spoke, DocIntegrator allows teams to embed SharePoint-stored documents seamlessly into ANY ServiceNow process, such as:
- IT Service Management (ITSM) – Attach SharePoint-stored troubleshooting guides to incident tickets.
- HR Service Delivery (HRSD) – Link employee records stored in SharePoint to HR cases.
- Customer Service Management (CSM) – Provide support agents instant access to product manuals and contracts.
- Governance, Risk & Compliance (GRC) – Ensure compliance documents are accessible but never leave SharePoint.
No More File Duplication
DocIntegrator eliminates unnecessary storage costs and version control issues by keeping SharePoint as the single source of truth for document storage. Users always access the latest version without re-uploading files.
Enhanced Security & Compliance
With DocIntegrator, organizations maintain SharePoint’s robust security policies while integrating seamlessly with ServiceNow. This ensures:
- Files never leave SharePoint, reducing regulatory risks.
- Full audit trails and version history are preserved.
- SharePoint document privacy and access controls remain intact, preventing unauthorized data exposure.
Superior User Experience
Unlike SharePoint Spoke, DocIntegrator provides a seamless user experience, enabling teams to:
- Open SharePoint files directly from ServiceNow records.
- Make edits and save files without downloading them.
- Automate document workflows without disrupting existing ServiceNow processes.
DocIntegrator vs. SharePoint Spoke: A Head-to-Head Comparison
| Feature | DocIntegrator by DTechApps | ServiceNow SharePoint Spoke |
|---|---|---|
| Seamless File Access | ✅ Directly access SharePoint files within ServiceNow | ❌ Requires manual retrieval and re-uploading |
| No File Duplication | ✅ Files stay in SharePoint | ❌ Often leads to redundant storage in ServiceNow |
| Edit Files Without Downloading | ✅ Yes | ❌ No |
| Workflow Automation | ✅ Deep ServiceNow integration with SharePoint | ❌ Limited workflow capabilities |
| Security & Compliance | ✅ Maintains SharePoint’s security model | ❌ Risk of files being stored outside SharePoint |
| Cost Efficiency | ✅ Reduces storage costs by eliminating duplication | ❌ Increased costs due to redundant file storage |
Conclusion: DocIntegrator is the Smarter, More Dependable, Cost-Effective Choice for ServiceNow & SharePoint Integration
For organizations that rely on both ServiceNow and SharePoint, DocIntegrator by DTechApps is the clear choice over SharePoint Spoke. It allows businesses to:
- Keep files in SharePoint where they belong—without duplication or security risks.
- Access, manage, and automate SharePoint files within ServiceNow workflows.
- Improve efficiency, security, and compliance while reducing storage costs.
If your organization is struggling with file management between ServiceNow and SharePoint, it’s time to upgrade from SharePoint Spoke to DocIntegrator.
Ready to streamline your document workflows? Request a Demo Today
