Customer: Confidential (IT department, global enterprise)
Role: IT Project Manager
Use case: Project / epic / task document management
The challenge
Jake manages three distinct teams inside the IT department of a large organisation, using monday.com for task management and cross-team communication. Before connecting it to Microsoft 365, everything that wasn't a monday.com item lived in disparate Excel sheets, email threads, and Teams messages.
"Without monday, everything is disparate Excel sheets and emails that go back and forth, and Teams messages across multiple communication channels — where everybody either has to read and respond to everything, or hope they can find the correct file to get the right status."
The real pain was local files. A file attached to an email or dropped into a Teams chat would get downloaded, edited, and re-shared — and from that point nobody could be sure whose copy was current. Multiply that across three teams, dozens of projects, and third-party vendors who only touched base once a week, and a lot of meeting time went on simply establishing which version of a document everyone was looking at.
The solution
Jake's team already ran on monday.com for task management. Adding Microsoft 365 SharePoint & Outlook integration gave them a proper document management layer underneath it — the same pairing Jake had seen work well in other project management ecosystems.
The out-of-the-box version of the integration connects a single monday.com item to a single SharePoint folder — straightforward, and it worked well for simple boards. But Jake's team doesn't operate at a single item level. They work in a three-tier project management structure: projects, broken into epics, broken into tasks. Getting document management to actually fit that structure meant going beyond the standard setup.
That's where the collaboration went further than a typical install. Working directly with David over several sessions, the connection was adapted to follow the full hierarchy — project to epic, epic to task, and back again — so that a single project creates a single SharePoint folder, and every epic and task beneath it automatically feeds into that same folder. Any file attached anywhere in the hierarchy lands in the right place without anyone having to think about it.
"Not only did he take the time to understand the use case over several sessions, but he then built the connection that takes me from epic to project, project to epic, epic to task, task to epic — so that at the project level a singular folder is created, and all of the connected epics and tasks feed into that folder. That was customer service above and beyond, and truth be told, why we're doing this testimonial today."
A more efficient way of working
A new project now starts with one click: creating the project automatically creates its first epic and a placeholder task, and all three are already wired to a SharePoint folder that monday.com creates for them. From there, work just happens on top of it:
- Files land where they belong automatically — a screenshot or document attached to any task in the hierarchy is routed to the correct project folder in SharePoint, with no manual filing.
- No more local-copy versioning problems — files are edited directly through the Secure Embed view inside monday.com, so everyone is working from the same copy rather than emailing edits back and forth.
- Security follows the folder — permissions are inherited from SharePoint, so there's no separate access list to maintain in monday.com.
- External collaboration got easier too — third-party vendors who only sync up once a week get guest access to the relevant monday.com items and matching SharePoint permissions, with no more digging for "the latest version" before a call.
- Meeting prep time back — Jake estimated the old process (save locally, send, read, save again, edit, send back) took six manual steps per file exchange, repeated across every file, every team, every week. That overhead is gone.
Jake also credits the extra effort at the trial stage. His team's evaluation ran past the standard 14-day free trial — one of around 30 initiatives competing for his attention at the time — and rather than losing the momentum, David extended the trial directly, coordinating with monday.com to make it happen.
"It's a low-risk situation to try, and a straightforward build. You're only really limited by what you need the app to do — because the person who owns and builds it is going to find a way to make it work for you."
Looking ahead, Jake sees this as bigger than an IT tool: it's PMO infrastructure that any team running project-epic-task style delivery could use to bring document management and task management together, without being boxed in by what ships out of the box.
Why not try the Microsoft 365 SharePoint & Outlook integration for monday.com now:
This article is part of our complete guide to Microsoft 365 & SharePoint integration with monday.com.
