SharePoint Integration

The SharePoint integration allows you to capture submission PDFs, and attachments and add new content to SharePoint Lists. For more information on the SharePoint integration check out the article below. 

TABLE OF CONTENTS

• Entra ID Configuration Steps
• Workflow Events
  • SharePoint: Create List Item
  • SharePoint: Store PDF

Entra ID Configuration Steps

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

Step 1: Open the Entra Website (https://entra.microsoft.com/#home) and navigate to App registrations and click New Registration.

Step 2: Give the application a Name, set the supported account type to Single Tenant and click Register.

Step 3: Navigate to the Certificate & secrets menu and click New Client Secret.

Step 4: Give the client secret a Description, Expiry and click Add.

Important Note: Entra does not allow for an expiry date to not be set, please be aware of when these client secrets expire as they will need to be recreated after the expiration period.

Step 5: Copy the value of the client secret and store it somewhere temporarily. 

Important Note: The client secret value will not be available after this point.

Step 6: Navigate to API Permissions and click Add a permission.

Step 7: For the permission select Microsoft Graph, choose Application permissions and then add Sites.Manage.All and Sites.Read.All and click Add permissions.

Step 8: Click Grant admin consent for the domain.

Important Note: You will need Entra admin permissions to be able to click this option.

Step 9: Navigate to the App Overview menu, from here you can copy the client ID, tenant ID and Secret Value copied in Step 5 to the OneBlink Integration Card.

Workflow Events

With the integration card set-up completed, you can now use the 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

• SharePoint Site: Select which 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 of the columns in your list and allow you to map them. The SharePoint: Create List Item workflow event currently caters for the below 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, for more check out this article.

Advanced 

• Retry on failure: Allow the platform to attempt to retry to call your SharePoint instance if there are issues on the first attempt.

SharePoint: Store PDF

The 'Store PDF' workflow event will allow you to store the submission PDF and any form attachments to a folder within your SharePoint site. 

Workflow Event Configuration

• SharePoint Site: Select your 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 where the PDF will be stored. 
  • The default path is set to /{FORM_NAME}/{SUBMISSION_ID}
• 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.

Important Notes

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 {SUBMISSION_ID}. 

Getting Help

If you need any help with SharePoint Integration, please don't hesitate to reach out through the Report Issue menu or email support@oneblink.io.