FTP - Microsoft 365 Integration and Automation

Common Integration Use Cases Between FTP and Microsoft 365

• Automated delivery of bulk files into SharePoint for team access
  Files received via FTP or SFTP, such as product catalogs, pricing sheets, or media assets, can be automatically copied into SharePoint document libraries for internal review and collaboration. This reduces manual downloads, centralizes version control, and gives sales, marketing, and operations teams a single source of truth.
• Scheduled distribution of reports and extracts to Outlook mailboxes
  ERP, finance, or warehouse systems can export daily or weekly reports to an FTP server, then a workflow can route those files into Microsoft 365 email inboxes or shared mailboxes. This supports recurring business processes such as inventory reconciliation, shipment status reporting, and finance close activities without manual intervention.
• Publishing large media files from FTP to OneDrive and Teams
  Organizations in publishing, retail, or manufacturing can move high-resolution images, video files, or artwork from FTP into OneDrive or Teams channels for review and approval. Creative, merchandising, and production teams can collaborate on the latest assets while avoiding email attachment limits and scattered file copies.
• Partner file exchange with controlled internal collaboration
  External vendors or distributors can continue sending batch files through FTP while Microsoft 365 is used internally to manage approvals, comments, and exception handling. For example, a retailer can receive product updates from suppliers via FTP, then use Teams and SharePoint to validate changes before publishing them to downstream systems.
• Backup and archival of business documents to Microsoft 365 storage
  Legacy systems can push completed files, signed documents, or operational records to FTP, where they are then archived into SharePoint or OneDrive for retention and retrieval. This improves compliance, supports audit readiness, and gives business users easier access to historical records without relying on legacy file servers.
• Exception management for failed file transfers using Teams alerts
  When scheduled FTP transfers fail, are delayed, or contain invalid data, automated notifications can be sent to Microsoft Teams channels or Outlook distribution lists. Operations teams can respond faster to missing inventory files, incomplete payroll batches, or broken partner feeds, reducing business disruption.
• Controlled document intake for workflow review and approval
  Forms, scanned documents, or batch submissions uploaded to FTP can be transferred into Microsoft 365 for review in Word, Excel, or SharePoint-based approval workflows. This is useful for procurement, HR onboarding, and compliance teams that need structured review, annotation, and sign-off on incoming files.
• Cross-functional reporting using FTP data in Excel and Power BI
  Large data extracts delivered through FTP can be staged in SharePoint or OneDrive and then analyzed in Excel or Power BI. Finance, operations, and supply chain teams can build recurring dashboards from partner or system-generated files without building custom API integrations, improving visibility into trends and performance.