SharePoint Integration

The SharePoint integration allows you to create SharePoint List items from form submissions and store submission PDFs and form attachments in SharePoint.

TABLE OF CONTENTS

• Entra ID Configuration
• Workflow Events
  • SharePoint: Create List Item
  • SharePoint: Store PDF
    • Important Notes
• Getting Help

Entra ID Configuration

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

Step 1: Open the Entra website, navigate to App registrations, and click New registration.

Step 2: Enter a name for the application, set the supported account type to Single tenant, and click Register.

Step 3: Open the Certificates & secrets menu and click New client secret.

Step 4: Enter a description, choose an expiry, and click Add.

Entra requires an expiry date for client secrets. Make sure you are aware of when the client secret expires, as it will need to be recreated after the expiry period.

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

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

Step 6: Open API permissions and click Add a permission.

Step 7: Select Microsoft Graph, choose Application permissions, then add the following permissions:

• Sites.Manage.All
• Sites.Read.All

Click Add permissions.

Step 8: Click Grant admin consent for the domain.

You will need Entra admin permissions to use this option.

Step 9: Open the App Overview menu. Copy the Client ID, Tenant ID, and the client secret value from Step 5 into the OneBlink integration card.

Workflow Events

Once the integration card has been configured, you can use the SharePoint workflow events in your forms.

SharePoint: Create List Item

The SharePoint: Create List Item workflow event allows you to connect to an existing SharePoint List and add new rows using form submission data.

Workflow Event Configuration

SharePoint Site: Select the SharePoint Site where your list is located.

SharePoint List: Choose the SharePoint List you would like to populate with form data. This can be done by selecting the element that uses a SharePoint list configured on the form.

List Mapping: After you select a list, the platform will load the columns in that list so you can map form data to them. The SharePoint: Create List Item workflow event currently supports the following SharePoint List column types:

• Text
• Choice
• Date and time
• Multiple lines of text
• Number
• Yes/No

For more information on mapping choice columns to form elements, see the Lists article.

Run Conditionally: Allows the workflow event to run only when specific conditions are met. For more information, see the conditional workflow event article.

Advanced

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

SharePoint: Store PDF

The SharePoint: Store PDF workflow event allows you to store the submission PDF and any form attachments in a folder within your SharePoint site.

Workflow Event Configuration

SharePoint Site: Select the SharePoint Site where the PDF will be stored.

SharePoint Drive: Select the SharePoint Drive where the PDF will be stored.

Folder Path: Choose the folder where the PDF will be stored. The default folder path is:

/{FORM_NAME}/{SUBMISSION_ID}

Include Attachments: Choose whether to store form attachments with the submission PDF.

Attachment file names will use the following format:

{element-name}-{ATTACHMENT_ID}-{filename}.{file-extension}

Run Conditionally: Allows the workflow event to run only when specific conditions are met. For more information, see the conditional workflow event article.

Advanced

Exclude Elements: Removes selected elements from the PDF if they are not relevant to this recipient.

PDF File Name: Allows you to change the PDF file name to better match your existing processes. The default file name is:

{FORM_NAME}-{SUBMISSION_ID}.pdf

Display Submission ID in PDF: Adds the submission ID as a footer on each page of the PDF.

Display External ID: Adds the external ID as a footer on each page of the PDF.

Include calendar booking details: This option is only shown when a calendar booking event is configured. It includes the calendar booking details on a new page at the bottom of the PDF.

Include payment details: This option is only shown when a payment event is configured. It includes the payment details on a new page at the bottom of the PDF.

Include approval form content: This option is only shown when an approval flow is configured. It includes the approval form details on a new page at the bottom of the PDF.

Page break on form pages: Creates page breaks in the PDF that match the page breaks in the form.

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

Important Notes

When storing PDFs, make sure the PDF has a unique file name or is stored in a uniquely named folder. If a PDF is created with the same name in the same location, the new PDF will overwrite the original PDF content.

The best way to keep the PDF file name or folder path unique is to include the submission ID:

{SUBMISSION_ID}

Getting Help

If you need any assistance with SharePoint integration, please reach out through the Report Issue menu or email support@oneblink.io.