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SharePoint Integration

  • Updated:

The SharePoint integration allows you to capture submission PDFs and attachments and add new content to SharePoint Lists.

 

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Entra ID Configuration

To use the SharePoint integration, you will need to first configure your Entra ID (previously Active Directory) application.

 

Note: You must be an Administrator in your SharePoint site to set up the integration.

 

Instructions

  1. Navigate to the Entra Website
  2. Navigate to App (Application) Registrations in the left navigation menu and click New registration
    The App Registrations option in the Entra Admin Center navigation menu and the New Registration button.
  3. Give the application a Name and set the supported account type to Single Tenant
    The Name field and the Single tenant radio button under the Supported account types section.
  4. Click Register
    A Register button in the lower-left corner of the Register an application page.
  5. Navigate to Certificates & secrets in the navigation menu and click New client secret
    The Certificates and Secrets option in the Manage navigation menu and the New client secret button.
  6. Give the client secret a Description and Expiration Date
    The Description and Expires fields on the Add a client secret flyout.
    Note: Entra requires an expiration to be set. Please be aware of when these client secrets expire, as they will need to be recreated after the expiration period.
  7. Click Add
    The Add button in the lower-right corner of the Add client secret flyout.
  8. Copy the value of the client secret and store it somewhere temporarily
    The Copy to clipboard button to the right of the client secret description and expires fields.
    Note: The client secret value will not be available after this point.
  9. Navigate to API (Application Programming Interface) Permissions in the navigation menu and click Add a permission
    The API permissions option in the Manage navigation menu and the Add a permission button.
  10. Select Microsoft Graph for the permission
    The Microsoft Graph option on the Request API permissions flyout.
  11. Click Application permissions
    The Application permissions box.
  12. Check the Sites.Manage.All and Sites.Read.All checkboxes, then click Add permissions
    The Sites.Manage.All and Sites.Read.All options under the Sites dropdown and the Add permissions button.
  13. Click Grant admin consent for the domain
    The Grant admin consent button.
    Note: You will need Entra administrator permissions to be able to click this option.
  14. Your Entra ID has been configured
  15. Navigate to Overview in the left navigation menu, then copy the Application (client) ID and Directory (tenant) ID and store them somewhere temporarily
    The Overview option in the left navigation menu and the Application (client) ID and Directory (tenant) ID strings.

 

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Set Up the SharePoint Integration

  1. Sign in to your site
  2. Navigate to Advanced Tools and select Integrations
    The Integrations option in the left-hand navigation menu.
  3. Click Setup Integration on the SharePoint card
    The Setup Integration button on the SharePoint integration card.
  4. Copy and paste the Entra Directory (tenant) ID, Entra Application (client) ID, and Client Secret saved from the Entra ID Configuration instructions into the applicable fields
    The credentials fields on the SharePoint integration modal.
  5. Click Save
    The Save button in the lower-right corner of the SharePoint integration modal.
  6. The SharePoint integration has been set up

 

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Set Up a SharePoint List Column

Users can map radio buttons to SharePoint list elements by pulling in the option lists from SharePoint. When new choice options are added in SharePoint, they will automatically pull into the list in Process Automation. After adding the list as a form element, you can select the element on the SharePoint: Create List Item workflow event.

SharePoint List Column fields.

 

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Workflow Events

With the integration card setup complete, you can now use SharePoint workflow events.

 

SharePoint: Create List Item

The Create List Item workflow event will allow you to link to an existing SharePoint List and add new rows populating the columns with form data.

 

Workflow Event Configuration

An example SharePoint: Create Item List workflow.

  • Event Type: Select SharePoint: Create List Item.
  • Label: Add an optional label to the event.
  • SharePoint Site: Select the SharePoint Site your list lives in.
  • SharePoint List: Choose the relevant list you would like to populate with form data.
  • List Mapping: After selecting your list, the platform will pull in all the columns in the list and allow you to map them. The "SharePoint: Create List Item" workflow event currently caters to the following SharePoint List Column Types:
    • Text
    • Choice (Radio)
    • Date and time
    • Multiple lines of text
    • Number
    • Yes/No
  • Run Conditionally: This allows you to run the workflow event when specific conditions are met.
  • Advanced:
    • Retry on failure: Allow the platform to attempt to retry to call your SharePoint instance if there are issues on the first attempt.

 

Future submissions will be added to the linked SharePoint List.

An example form submission in SharePoint.

 

SharePoint: Store PDF

The Store PDF (Portable Document Format) workflow event will allow you to store the submission PDF and any form attachments to a folder within your SharePoint site.

 

Note: When storing PDFs it is important to make sure that the PDF has a unique name or is being stored in a uniquely named folder. If the PDF name is not unique and a new PDF is created with the same name then it will overwrite the original with the new PDFs content. The best way to ensure that the PDF file name or the folder path is unique is to include the submission ID (identifier) {SUBMISSION_ID}.

 

Workflow Event Configuration

An example SharePoint: Store PDF workflow.

  • Event Type: Select SharePoint: Store PDF.
  • Label: Add an optional label to the event.
  • SharePoint Site: Select the SharePoint Site where the PDF will be stored.
  • SharePoint Drive: Select your SharePoint Drive where the PDF will be stored.
  • Folder Path: Choose the specific folder in your SharePoint site where the PDF will be stored.
    • The default path is set to /{FORM_NAME}/{SUBMISSION_ID}, but you will need to enter the specific path for your SharePoint site folder.
  • Include Attachments: Choose if you would like to also store the form attachments along with the Submission PDF.
    • The attachment file names will be configured as the following: {element-name}-{ATTACHMENT_ID}-{filename}.{file-extension}.
  • Run Conditionally: This allows you to run the workflow event when specific conditions are met, for more check out this article.
  • Advanced:
    • Exclude Elements: This allows you to remove elements from the PDF that may not be relevant to this recipient.
    • PDF File Name: The name of the PDF can also be changed to more easily conform to any existing processes.
      • The default name is set to {FORM_NAME}-{SUBMISSION_ID}.pdf.
    • Display Submission ID in PDF: Turning this on will ensure the submission ID is added as a footer to each page of the PDF.
    • Display External ID: Turning this on will ensure the external ID is added as a footer to each page of the PDF.
    • Include calendar booking details: This option is only shown if you have a calendar booking event configured. It will include the details of the calendar booking on a new page at the bottom of the PDF.
    • Include payment details: This option is only shown if you have a payment event configured. It will include the details of the payment on a new page at the bottom of the PDF.
    • Include approval form content: This option is only shown if you have an approval flow configured. It will include the details of any approval forms on a new page at the bottom of the PDF.
    • Page break on form pages: Turning this on will create a page break in the PDF that reflects the page breaks in the form itself.
    • Retry on failure: Allow the platform to attempt to retry to call your SharePoint instance if there are issues on the first attempt.

 

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