Embed OneDrive and SharePoint documents in your courses

The Microsoft OneDrive integration streamlines the process of embedding your files from OneDrive and SharePoint directly into your 360Learning courses.

This integration allows you to:

• Browse and insert documents from your OneDrive or SharePoint sites, all without leaving the 360Learning course creation interface. This removes the need to go to Microsoft 365, generate a public link, and paste the iframe code.
• Choose between public or organization-only sharing options for your embedded documents, directly within 360Learning.

This feature eliminates the burden of manually embedding files, helps prevent unnecessary content duplication, and provides control over access.

Once an admin activates this feature for the group that owns a course or one of its parent groups, editors in that course will see a new OneDrive option when adding content.

On platforms using the Globalization feature, translators can also add a OneDrive or Sharepoint document to the courses they are translating, provided they have access to those documents on their Microsoft account.

Set up the OneDrive integration

Step 1: Choose the integration group

First, identify the group where the integration will be activated. Keep these points in mind when making your choice:

• Activating the integration on a group automatically grants access to all its subgroups (both private and public).
• To provide access to the Microsoft OneDrive integration to everyone in your organization, enable the integration in the platform group.
• The owner group specified in the course settings determines whether course editors will see the OneDrive option when adding a document to the course. The course owner group must either be the integration group or one of its subgroups.

Once you've chosen your integration group, note down its ID (here is how to find it).

Step 2: Contact 360Learning

Email either your 360Learning Client Success Partner (CSP) or Solution Architect (SA) with the following information:

• Integration Name: Microsoft OneDrive
• 360Learning Group ID: The ID of the group chosen during step 1.

Step 3: Activate the integration in 360Learning

Once you receive confirmation from your CSP or SA that the backend setup is done, activate the integration in 360Learning:

1. In the left sidebar, click the integration group.
2. At the top right of the main section, click  Settings.
3. In the left sidebar, click  Integrations → Microsoft OneDrive.
4. Click Activate.
5. In the dialog box, click Continue.

The OneDrive integration is now active for the integration group and its subgroups. To deactivate it, click Deactivate.

You can only activate and deactivate the OneDrive integration within the Integrations settings of the specific group selected in step 1. This integration won't be manageable in the Integrations settings of its subgroups.

Embed a OneDrive and SharePoint document in your course

Course editors can now embed documents from OneDrive and SharePoint directly within the 360Learning course creation interface.

1. In the course editor's left sidebar, select Add activity → Add a document.
2. At the top, click OneDrive.
   • You'll only see the OneDrive option if the group that owns this course (or one of its parent groups) has the OneDrive integration enabled by an admin.
   • If you don't see this option, refer to the manual embedding process.
3. Click Open OneDrive.
4. Choose between public & private sharing options:
   • Public: Selecting this option generates a public sharing link in OneDrive. Anyone with access to your 360Learning course can view the file, even if its original settings in OneDrive were more restrictive.
     • If you select a file from SharePoint, but your organization prevents public sharing from SharePoint, you'll see an access error. You can either contact your admin to allow public sharing or choose a file from OneDrive instead.
   • Private: Selecting this option creates an organization-only sharing link. Only users logged into their Microsoft account within your organization can view the embedded file in the course. Other users will see a message indicating restricted access.
     
     • If the file already has a public sharing link in OneDrive, choosing Private here won't remove that public link. To make sure only your organization can see it, you need to remove any existing public sharing links for that file directly in OneDrive.
5. You will be redirected to Microsoft for authentication via Single Sign-On (SSO). Log in with your Microsoft account credentials.
6. You may be asked to grant permissions for 360Learning to access your OneDrive files. Ensure the necessary permissions are selected to proceed.
7. In the OneDrive file picker window, select the file you want to embed. You'll see your available OneDrive files and any shared groups or SharePoint files you have access to.
   • Note: PDF and JPG format embedding is not supported by the OneDrive file picker.
8. Click Select.

The embedded file will now appear within the course. Learners will be able to view the embedded file when they play the course if either of the following is true:

• The file is shared publicly (accessible to anyone with the link).
• The learner is logged into their Microsoft account and has been granted permission to access the specific file.

Learners won't be able to see the file if any of the following are true:

• The file isn't shared publicly, and they're not logged into their Microsoft account.
• The file isn't shared publicly, and the learner, while logged into their Microsoft account, has third-party cookies blocked in their browser.
• The embedded file has been deleted from OneDrive or SharePoint.
• The sharing permissions for the file have been removed in Microsoft (e.g., by using the Stop sharing option), even if you initially made it public in this course.