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Set up CtrlShare

By the end of this section a user will be able to check a document out to OneDrive, edit it with someone else, and check it back into the vault.

Time: roughly two hours for a first deployment. Most of that is the Microsoft Entra ID app registration and waiting for consent.

Who you need: someone with administrative access to the vault through M-Files Admin, and someone who can register an application in Microsoft Entra ID and grant consent for delegated Microsoft Graph permissions. These are usually two different people at the customer, and not lining them up in advance is the most common cause of a stalled deployment.

Before you start

Section titled “Before you start”
  • Administrative access to the target vault through M-Files Admin.
  • A Microsoft 365 tenant, and someone who can register an application in Microsoft Entra ID.
  • The CtrlShare .mfappx file and its .lic licence file.
  • An agreed window for a vault restart.
  • TLS 1.2 enabled on the M-Files server, if the server is an older Windows Server build. See Enable TLS 1.2 on Windows Server.

Steps

Section titled “Steps”

  1. Register the Entra ID application.

    Create the registration, add the delegated Graph permissions, have an administrator consent to them, and record the client ID and secret. See Register the Entra ID application.

    Check: the permission list in Entra shows each permission as granted, and you have the secret value recorded — Entra shows it once.

  2. Install the application and its licence.

    Follow Install a vault application, then Install a vault application licence.

    Check: CtrlShare appears under the vault’s Applications node and the vault has been restarted.

  3. Create the vault structure.

    The object representing people, and the properties CtrlShare reads to decide who a document is shared with. See Vault structure.

    Check: a document class in the vault has every property CtrlShare will ask for.

  4. Make the first configuration.

    Enter the Entra credentials, complete the authorisation, and confirm the connection. See First configuration.

    Check: the application status in M-Files Admin reports no error, and the OneDrive account shows as authorised.

  5. Run one session end to end.

    Check a document out to OneDrive, edit it as a second user, and check it back in.

    Check: the edited file is the version in the vault, and the OneDrive copy is gone.

If something goes wrong

Section titled “If something goes wrong”

See Troubleshooting. The first thing to check is the application status in M-Files Admin, which lists configuration errors directly.