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The frevvo SharePoint Connector and 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.

All customers need a valid Office 365 SharePoint account.

Submissions can contain multiple files of different types - Invoice, Receipt, PO etc. You may want to save these files in different locations on your SharePoint site.

The SharePoint Connector wizard, allows you to:

  1. Save the form/flow data and metadata to a SharePoint destination. The destination could be a folder in a document library and/or a list item.
  2. Designers select the SharePoint destination from a dropdown
  3. Map form/flow control values to the SharePoint columns.
  4. Configure two destinations for your data.

The SharePoint wizard guides you through connecting your forms/flows to SharePoint.

 


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  1. Cloud Customers Connecting to SharePoint Online - This configuration had been certified by frevvo. Follow these steps:
    1. Configure Live Forms as a SharePoint Add-in
    2. Configure SharePoint for your Live Forms tenant.
    3. Connect your Forms/Flows 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 Live Forms as a SharePoint Add-in
    2. Configure SharePoint for your Live Forms tenant
    3. Install the SharePoint Connector:
    4. Stop
      5. Download .

    5. Connect your Forms/Flows using the SharePoint

      Connector

      wizard.

    6. Unzip the SharePoint Connector zipfile to a temporary location.
    7. Extract the sharepoint.war file to <frevvo-home>//tomcat/webapps directory on your server.
    8. Start .

      9. Connect your Forms/Flows using the SharePoint wizard.

      Warning
      Warning

      Prerequisites for this configuration:

      Tip

      When configuring a test tenant for the SharePoint Connector, use the frevvo.certificate.signature property to bypass SSL Security. Do not do this for a Production tenant.

  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.  Live Forms Cloud customers connecting to SharePoint On-premise - This configuration is supported but considered unlikely as SharePoint On-premise 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

These instructions assume you are a frevvo Cloud customer or have an in-house installation of  up and running using the frevvo Tomcat bundle. Follow these steps:

Step 1 - Configure Live Forms as a SharePoint App/Add-in

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  • app.frevvo.com:443 for Cloud customers
  • <server>:8443 for an in-house installation.

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

...

 

In-house Only

If your environment includes an in-house server, you must install the SharePoint Connector in the tomcat bundle on this machine. Cloud customers can skip this step.

  1. Stop
  2. Download the SharePoint Connector.
  3. Unzip the SharePoint Connector zipfile to a temporary location.
  4. Extract the sharepoint.war file to <frevvo-home>//tomcat/webapps directory on your server.
  5. Start .

Warning
Just a reminder about the prerequisites:

Step 1 - Configure Live Forms as a SharePoint App/Add-in

must be added as a SharePoint provider hosted add-in by your global Office 365 tenant SharePoint Administrator. The process is described in Steps 1 and 2 on this Microsoft SharePoint website. Copy the Client Id and client Secret and save them somewhere on your desktop. You will need to add these values when configuring your tenant for SharePoint.

Here are some tips

  • The Title can be anything that can differentiate your frevvo SharePoint application from other applications.
  • 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.
    • app.frevvo.com:443 for Cloud customers
    • <server>:8443 for an in-house installation.
  • The Redirect URL for is shown belowwhere the <server>:<port>  is the same host and port in the URL used to access frevvo.
    • For a cloud customer, that would be app.frevvo.com:443.
    • For an on-premise customer, a typical example would be <server>:8443.

Code Block
titleRedirect URI
https://<server>:<port>/frevvo/web/sharepoint/token
  • The Permission Request XML should be: You can copy/paste this xml into the Permission Request XML box.

Code Block
<AppPermissionRequests AllowAppOnlyPolicy="true">
<AppPermissionRequest Scope="http://sharepoint/content/tenant" Right="Manage" />
</AppPermissionRequests>

Remember SharePoint only allows https.

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 Live Forms Tenant for SharePoint

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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.
  •  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 if your tenant is configured with the Azure SAML Security Manager .
  1. You can set up a single Document Action to write to multiple places (SharePoint Library and List). Add a route for the second destination by clicking the Route 2 icon.

    1. Select a format for the Snapshot to be saved in SharePoint. The choices are: PDF, PNG or JPEG. If you do not check the Snapshot checkbox under the Destination Type section, you can leave this field empty.



    2. Enter the site URL - this is the SharePoint site or subsite containing the destination e.g. https://frevvo.sharepoint.com - Remember this URL must specify the https protocol. This value is read in from the SharePoint tenant configuration screen for Route 1.

    3. Set up the first location (route) where you want to save your files in SharePoint. SharePoint destinations can be a Library (and optionally a Folder), or List. Select Library or List from the Destination Type dropdown.

    4. The wizard pulls the list of Libraries and Lists configured on your SharePoint site to populate the Library/List dropdown. Select Library or List. Only destinations that the user has access to are displayed.

      1. If your Library has folders configured, the wizard will display a dropdown listing them. Select the destination folder from the list.

    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 Document 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:

    6. Data - checking this includes the XML document to be saved

    7. Snapshot - checking this includes a snapshot of your form/flow in the format selected in the Snapshot Format field to be saved

    8. Files - checking this includes attachments uploaded to your forms/flows to be saved. The wizard automatically lists the Upload Controls in your form/flow by name when Files is checked. The attachments for the selected Upload Controls will be saved in the configured destination. 

      9. Gen Forms - this checkbox appears if you have mapped PDFs associated with your form/flow e.g. W-4 and I-9 filled out by a new employee. Select the mapped PDFs that you want to store in SharePoint.
      Image Removed

    9. Map the Control Names in your form/flow to the column names in your SharePoint destination. The wizard will populate the Column Name dropdown with all the columns in the destination but a maximum of 15 controls can be mapped.

      Tip

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

  2. Click Submit.

  3. Click the Image Removedsave and test icon to save the form/flow and bring up Test mode popup.

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

Special Characters in Filenames

If you want to customize the name of the PDF of your form/flow 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 pdf's in the on your SharePoint site will be named {EmployeeName}.pdf.

  •  If you leave the PDF Name property blank, Live Forms uses the flow/form name as the pdf file name. The PDF will not post to SharePoint generating an HTTP 500 status error if the Form Name contains special characters. To avoid any issues, name your form/flows using characters that are suitable for filenames and explicitly set the pdf name in the form/flow using the same standard. Following the POSIX filename standard (A–Z a–z 0–9 . _ - ) will ensure it works.
  • Special characters in filenames will cause the submission to be flagged with an error in the submission table.

Check Submissions on SharePoint

When the form is submitted or the flow is completed, submission data, metadata and attachments are uploaded to the specified destination in your SharePoint account

Verify your stored submissions on your SharePoint website:

  1. Test your form/flow by filling in data, adding attachments, and submiting/completing it.
  2. Login to your SharePoint account and navigate to the specified destination. The image shows submissions saved to a SharePoint list named Demo List and the John Edwards submission data and attachments.

Image Removed

Troubleshooting

The SharePoint Connector generates it's own logfile. Typically, the log is first place to look for information when an issue is encountered. Information about the logfile and some common issues with solutions are listed below.

SharePoint Connector Logfile

If you are using the frevvo tomcat bundle, the SharePoint Connector log is located in <frevvo-home>\tomcat\logs. The logfile is named sharepoint-connector.YYYY-MM-DD.log. Generating separate logfiles make it much easier to search for errors when troubleshooting connector issues. The connector is designed to use the frevvo-config.properties file.

The SharePoint connector logfile defaults to INFO loglevel. To see DEBUG level messages in the SharePoint Connector log:

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Code Block
logging.level.com.frevvo.connector=DEBUG
logging.level.com.frevvo.connectors=DEBUG

Generate the SharePoint Connector log in JSON format

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    1. dropdown.

    2. The wizard pulls the list of Libraries and Lists configured on your SharePoint site to populate the Library/List dropdown. Select Library or List. Only destinations that the user has access to are displayed.

      1. If your Library has folders configured, the wizard will display a dropdown listing them. Select the destination folder from the list.

    3. 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 Document 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.

    4. Check the types of files to be saved to the selected destination. The choices are:

      1. Data - checking this includes the XML document to be saved

      2. Snapshot - checking this includes a snapshot of your form/flow in the format selected in the Snapshot Format field to be saved

      3. Files - checking this includes attachments uploaded to your forms/flows to be saved. The wizard automatically lists the Upload Controls in your form/flow by name when Files is checked. The attachments for the selected Upload Controls will be saved in the configured destination. 

      4. Gen Forms - this checkbox appears if you have mapped PDFs associated with your form/flow e.g. W-4 and I-9 filled out by a new employee. Select the mapped PDFs that you want to store in SharePoint.

        Image Added

    5. Map the Control Names in your form/flow to the column names in your SharePoint destination. The wizard will populate the Column Name dropdown with all the columns in the destination but a maximum of 15 controls can be mapped.

      Tip

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

  2. Click Submit.

  3. Click the Image Addedsave and test icon to save the form/flow and bring up Test mode popup.

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

    Image Added

Special Characters in Filenames

If you want to customize the name of the PDF of your form/flow 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 pdf's in the on your SharePoint site will be named {EmployeeName}.pdf.

  •  If you leave the PDF Name property blank, Live Forms uses the flow/form name as the pdf file name. The PDF will not post to SharePoint generating an HTTP 500 status error if the Form Name contains special characters. To avoid any issues, name your form/flows using characters that are suitable for filenames and explicitly set the pdf name in the form/flow using the same standard. Following the POSIX filename standard (A–Z a–z 0–9 . _ - ) will ensure it works.
  • Special characters in filenames will cause the submission to be flagged with an error in the submission table.

Check Submissions on SharePoint

When the form is submitted or the flow is completed, submission data, metadata and attachments are uploaded to the specified destination in your SharePoint account

Verify your stored submissions on your SharePoint website:

  1. Test your form/flow by filling in data, adding attachments, and submiting/completing it.
  2. Login to your SharePoint account and navigate to the specified destination. The image shows submissions saved to a SharePoint list named Demo List and the John Edwards submission data and attachments.

Image Added

Using the SharePoint Connector in an Azure SAML Security Manager tenant

At least one designer user that is going to be connecting forms/flows to SharePoint with the Save to SharePoint wizard must also be a SharePoint user with the correct privileges to provide consent if your tenant is configured with the Azure SAML Security Manager.

Troubleshooting

Some common issues with solutions are listed below.

Doc Post Failure

If the submission doesn't reach your SharePoint website - if does not receive a response back from SharePoint with a status code of 200, you can find information about the error from the submission table.

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  1. Browse http://<your server:port>/sharepoint/info  - the version information is returned as shown in the image.

 

 

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