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Overview

The frevvo SharePoint Connector and Save to SharePoint document action wizard make it easy to create forms and approval workflows that validate information, route for signatures as required and save the data and documents to a secure SharePoint website. The Connector was designed to integrate with Office 365 SharePoint Online.


Warning

To use the SharePoint Connector, customers need a valid Office 365 SharePoint account.

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  1. Cloud Customers Connecting to SharePoint Online - This configuration has been certified by frevvo. Follow these steps:
    1. Configure frevvo as a SharePoint Add-in
    2. Configure SharePoint for your frevvo tenant.
    3. Connect your Forms/Workflows using the SharePoint wizard.

  2. In-house Customers connecting to SharePoint Online - This configuration has been certified by frevvo. Follow these steps:

    Info

    frevvo only supports/certifies the SharePoint Connector running in the Apache Tomcat container.

    1. Configure frevvo as a SharePoint Add-in
    2. Download the SharePoint Connector. Rename it to sharepoint.war. Copy it to the <frevvo-home>\tomcat\webapps folder
    3. Configure SharePoint for your frevvo tenant
    4. Connect your Forms/Workflows using the SharePoint wizard.

  3. In-house customers using SharePoint On-premise - this configuration is supported but not certified.
    1. Customers using SharePoint On-premise also need an Office 365 SharePoint Online account. This is necessary to obtain an authorization token. There is no data transfer from the SharePoint On-premise to SharePoint Online.
    2. Customers are responsible for configuring the On-premise installation and the integration with SharePoint Online.
    3. The On-premise version of SharePoint must be version 2013+.
    4. Refer to this Microsoft website for information about how to use Office 365 to allow  to authenticate.

  4. frevvo Cloud customers connecting to SharePoint On-premise - This configuration is supported but considered unlikely as it requires your On-premise SharePoint to be exposed to the Cloud.
    1. Customers are responsible for configuring the On-premise installation and it's exposure to the Cloud. 

Configuring the SharePoint Connector

Step 1 - Configure frevvo as a SharePoint App/Add-in

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-in

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Info

We've provided the steps for configuring frevvo as a SharePoint App/Add-in. Keep in mind that the SharePoint UI may change from time to time, and modify as needed for your version. Refer to this Microsoft SharePoint article for more information about adding Apps/Add-ins.


must be added as a SharePoint provider-hosted add-in by your SharePoint Global Administrator in the Sharepoint admin center. The URL will have -admin after the domain name, e.g. https://mycompany-admin.sharepoint.com/.


Create the App

  1. Navigate to https://<yourSharePointSite>/_layouts/15/appregnew.aspx

  2. Click Generate on Client ID and Client Secret.

    Tip

    Copy the Client Id and client Secret and save them to a text file. You will need to add these values when configuring your tenant for SharePoint.

  3. Enter a Title. The Title can be anything that can differentiate your frevvo SharePoint application from other applications.

  4. Enter the App Domain. The app domain field should be the server domain name plus the SSL port. It should be the same <server>:<port> as the redirect URL.
    • Cloud customers: app.frevvo.com:443
    • On Premise customers: <server>:8443 (or your <server>:<port> if not using the default)

  5. Enter the Redirect URI. The Redirect URI for is shown below where the <server>:<port> is the same host and port in the URL used to access frevvo.

    Code Block
    titleRedirect URI
    https://<server>:<port>/frevvo/web/sharepoint/token

    • Cloud customers: app.frevvo.com:443

    • On Premise customers: <server>:8443 (or your <server>:<port> if not using the default)
    • Remember SharePoint only allows https.
  6. Click Create. You will see a message such as "The app identifier has been successfuly created." Copy the information on this screen and save it to a text file. You will need these values for the next step.

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  1. Navigate to https://<yourSharePointSite>/_layouts/15/appinv.aspx.
  2. In the App ID field, paste the Client ID you copied earlier. Click Lookup. 
  3. The Title, App Domain, and Redirect URI fields should get filled with the information you entered in the last step.

  4. Enter the Permission Request XML. Copy/paste this xml into the Permission Request XML box.

    Code Block
    <AppPermissionRequests AllowAppOnlyPolicy="true">
<AppPermissionRequest Scope="http://sharepoint/content/tenant" Right="Manage" />
</AppPermissionRequests>
  5. Click Create. If prompted, click Trust It.
Tip
We recommend that you create a separate user in SharePoint for frevvo forms connection, and use that user while configuring the Save to SharePoint wizard in frevvo forms. This frevvo specific SharePoint user always remains active and eliminates issues if the designer user configured your forms to submit to SharePoint using their own SharePoint login and then leaves the company.

Step 2 - Configure the frevvo Tenant for SharePoint

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Excerpt

Login and Create Form/Workflow

Login as a  designer user. If you are On Premise connecting to Sharepoint in the cloud, use the URL https://<server>:<SSL port>/frevvo/web/login. Example: https://localhost:8443/frevvo/web/login. Port 8443 is the default. Create your form or workflow with controls that capture the data that you want to store in the columns configured in the Lists and Libraries on your SharePoint site.

Configure Send to SharePoint Document Action

  1. Go to Settings mode in the Guided Designer navigation bar.

  2. Click the Document Actions Tab and the Send Documents sub-tab.
  3. Select the action Send to Sharepoint. If the tenant is not configured for SharePoint, the Send to SharePoint option will not display.

    First-time SharePoint Login

    You will be redirected to login to SharePoint or Office 365 if you are logging into your account for the first time. On successful login, you will be asked to grant or deny access for your  SharePoint add-in.


    Click Trust It to authenticate and grant permission to . You will not see the trust screen on subsequent logins. The wizard will display.

    Tip
    • We recommend that you create a separate user in SharePoint for frevvo forms connection, and use that user while configuring the Save to SharePoint wizard in frevvo forms. This frevvo specific SharePoint user always remains active and eliminates issues if the designer user configured your forms to submit to SharePoint using their own SharePoint login and then leaves the company.
    • If your tenant is configured with the Azure SAML Security Manager, at least one designer user must also be a SharePoint user with the correct privileges to provide consent when invoking the Save to SharePoint wizard 

Set up Route(s)

You can set up a single Document Action to write to two places (i.e. SharePoint Library and List). Route 1 will be automatically expanded. Expand Route 2 to add a second destination if desired.

  1. Send Snapshot - Select a format for the Snapshot to be saved in SharePoint. The choices are: PDF, PNG or JPEG. PDF is the default.

  2. The Site URL is automatically prefilled from the SharePoint tenant configuration. This is the SharePoint site or subsite containing the destination e.g. https://frevvo.sharepoint.com. Remember this URL must use the https protocol. 

  3. Pick a Destination. SharePoint destinations can be a Library (and optionally a Folder), or List. Select Library or List from the Destination Type dropdown.

  4. Pick a Library or List from the new dropdown that appears. This dropdown shows all the available Libraries or Lists in your SharePoint site.

    1. If you select a Library, you will also see the Folder field. If you want to send to a subfolder, enter the server relative path of the folder within the library. For example, for folder 'test' in library 'mylib', enter /mylib/test.
      Image Modified
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      Tip

      The folder path may not always match exactly the visible name in the Sharepoint UI. For example, for my Library named 'Documents', the path is actually 'Shared Documents'. You can find the path in the folder's properties.

      Expand
      titleClick for detailed steps to capture the correct path for your Sharepoint folder.

      1. Go to your Sharepoint site or subsite, and click on the folder where you plan to save your frevvo documents.


      2. Click the Info icon (i) in the upper right side to open a properties panel.
      3. Scroll down towards the bottom to the "Path" property. Click the copy icon.


      4. Paste the copied path into a text pad. Copy everything after the domain name (in my case, /sites/Docs/docsub1/Shared%20Documents/TestFolder) and replace the encrypted character(s) as needed e.g. /sites/Docs/docsub1/Shared Documents/TestFolder

      5. Log in to frevvo, edit your form and go to Document actions.
      6. If using a subsite, make sure the Site URL includes your subsite, e.g. https://frevvo.sharepoint.com/sites/Docs/docsub1
      7. Choose Library, then pick the correct Library from the dropdown. (If you don't automatically see them, try changing "Library" to "List" and back again; this reconnects the SP connector).
      8. In the Folder field, enter the path you copied from Step 4.

  5. Select a Content Type from the dropdown. The wizard automatically pulls the content type choices from your SharePoint site. The Content Type determines the available metadata column names for mapping. For example, if the destination is a List you would see Item as a choice for the Content Type. This means your submission is saved as a new item on your SharePoint list. Document Libraries show Document as the Content Type.

  6. Check the types of files to be saved to the selected destination. The choices are:
    1. Snapshot - include a snapshot of your form/workflow in the format selected in the Send Snapshot field

    2. Data - include the XML document (only available when sending to a List)

    3. Attachments - include attachments uploaded to your forms/workflows. In Workflows, when Attachments is selected you will see a list of available upload controls and can choose which to include in your Sharepoint submission. 

    4. Gen Forms(PDF) - this checkbox appears if you have mapped PDFs associated with your form/workflow e.g. W-4 and I-9 filled out by a new employee. In Workflows, when Gen Froms(PDF) is selected you will see a list of available PDFs and can choose which to include in your Sharepoint submission. 



      Workflows only:

  7. Add Metadata. Map the Control Names in your form/workflow to the column names in your SharePoint destination.

    1. Click the ADD METADATA button to add a rows.

    2. The wizard will populate the Column Name dropdown with all the columns in the destination

    3. In the Control Name field, you can type static text (not recommended), select one or more control from your form, or a combination of control(s) and static text. To use a control from your form, type an open curly brace and the first few letters of your control name, i.e. {Fir. A list of controls in your form appears. Select the correct one.

      Tip

      When mapping Message controls with templates to the SharePoint Connector, the Save Value property should be checked.



Clear Route

If you configure a second Route, clicking the Clear Route button removes the information for Route 2 only.

Save and Test

Click thesave and test icon to save the form/workflow and bring up Test mode popup.

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If your users see an error like "org.springframework.security.oauth2.client.resource.UserRedirectRequiredException: A redirect is required to get the users approval" when accessing or trying to submit a form, the cause is that your SharePoint Token has expired. The user who owns the SharePoint Account (usually the designer) will need to login and provide consent to refresh the token. You can learn more in this Microsoft Documentation. Currently frevvo does not provide a way to generate a new refresh token automatically. This feature may be added in a future release. However, until then the SharePoint account user will have to provide consent for a fresh token every 6 months.