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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

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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.
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  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. The wizard automatically lists the Upload Controls in your form/workflow by name when Files is checked. The attachments for the selected Upload Controls will be saved in the configured destination. 

    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. Select the mapped PDFs that you want to store in SharePoint.


  7. Add Metadata. Map the Control Names in your form/workflow to the column names in your SharePoint destination. A maximum of 15 controls can be mapped. 

    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 you want to customize the name of the PDF of your form/workflow to SharepointSnapshot saved to SharePoint, make sure you have Save PDF checked. An optional field that is used to name the PDFs displays. You can use templates in this field. For example, if you have a control called EmployeeName in your form, you can type {EmployeeName} into the PDF Name field and the pdfPDF's in the saved on your SharePoint site will be named {EmployeeName}.pdf.

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  • If the Form/Workflow Name contains special characters, the PDF will not post to SharePoint generating an HTTP 403 status error. To avoid any issues, name your form/workflows using characters that are suitable for filenames and explicitly set the pdf PDF name in the form/workflow using the same standard. Following the POSIX filename standard (A–Z a–z 0–9 . _ - ) will ensure it works.

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Section
Column
width50%

< (less than)
> (greater than)
: (colon - sometimes works, but is actually NTFS Alternate Data Streams)
" (double quote)
/ (forward slash)
\ (backslash)
| (vertical bar or pipe)
? (question mark)
* (asterisk)

Column
width50%

This can happen if you do not name the PDF file, and it defaults to your form/workflow name, if that name has special characters.

Warning

You cannot use templates (i.e. {EmployeeName} in Sharepoint SharePoint Folder names.

Check Submissions on SharePoint

When the form is submitted or the workflow is completed, submission data, metadata and attachments are uploaded to the specified destination in your SharePoint accountVerify . To verify your stored submissions on your SharePoint website:

  1. Test your form/workflow by filling in data, adding attachments, and

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  1. submitting it.
  2. Login to your SharePoint account and navigate to the specified destination. The

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  1. images show submissions saved to a SharePoint list

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  1. and individual submission data and attachments.
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  1. Image Added

Using the SharePoint Connector in an Azure SAML Security Manager tenant

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All tenant admin(s) in your tenant or workflow admin(s) configured for specific workflows will receive a Doc Post Failure notification email to alert them that an issue has occurred. The <server-name> will be provided in the email subject. Check for some of these common issues:

  • Special characters in a file name
  • Incorrect login information
  • Controls used in metadata changed or removed
  • SharePoint folder name or metadata column changes

Max file size

The maximum size for all fevvo all  connectors is set to unlimited. Any size file can be uploaded to and posted to SharePoint.

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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 SharePoint Token has expired. The user who owns the Sharepoint 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 SharePoint account user will have to provide consent for a fresh token every 6 months.