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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 SharePoint online or SharePoint via Office 365 . It will also work with SharePoint On-premiseSharePoint Online.

All customers need a valid SharePoint or 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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Live Forms - SharePoint Configuration Scenarios

  1. Cloud Customers Connecting to SharePoint Online

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  1. - 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 scenario 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. Download the SharePoint Connector. Rename it to sharepoint.war. Copy it to the <frevvo-home>\tomcat\webapps folder
    4. Connect your Forms/Flows using the SharePoint wizard.

  3. In-house

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  1. customers using SharePoint

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  1. On-premise - this configuration is supported but not certified.
    1. Customers using SharePoint On-premise also need an Office 365

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    1. SharePoint Online account. This is necessary

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    1. to obtain an authorization token. There is no data transfer from the SharePoint On-premise to SharePoint Online.

In this configuration, Oauth2 for REST API access is needed so SharePoint Online acts as a proxy to SharePoint On-premise that is running behind your firewall.

    1. Customers are responsible for configuring the On-premise installation and the integration

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    1. with SharePoint Online.
    2. The On-premise version of SharePoint must be version 2013+.
    3. Refer to this Microsoft website for information about how to use Office 365 to allow  to authenticate.

  2. 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:

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Step

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Step 3 - Connect Forms and Flows with the SharePoint wizard

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

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  1. Login to as the tenant admin

  2. Click the Edit Tenant link.

  3. Click the  blue arrow to expand the SharePoint section.

  4. Enter the Connector URL. - This URL is needed if you are using  in the cloud and installing the connector locally. Enter the URL where your installation that is configured for SharePoint is located. This URL must use the https protocol.

    The URL in the Connector URL field will override the connector url URL that is specified as an installation parameter in the <frevvo-home>\tomcat\conf\catalina\frevvo.xml file. In some cases you can leave this field blank.

    Info

    The default value is shown below:
    <Parameter name="frevvo.sharepoint.connector.url" value="http://localhost:8082/sharepoint" override="false"/>

  5. Enter the Client Id and the Client Secret , that you saved in Step 1 into the respective fields.
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  6. Enter the SharePoint Domain Name e.g. <Your SharePoint tenant name>.sharepoint.com - there is a dot between the SharePoint tenant name and sharepoint.com
  7. To determine the realm for your SharePoint site :

    1. Navigate to https://<tenant>.sharepoint.com/_layouts/appprincipals.aspx - change the <tenant> to the name of your SharePoint tenant - e.g. https://frevvo.sharepoint.com/_layouts/appprincipals.aspx

    2. Find your registered application in the list and and look at the App Identifier column. The unique identifier after the @-sign in the App Identifier is the app realm and must be entered in the Realm field.



  8. Click Submit.

Step 3 - Connect Forms and Flows with the SharePoint wizard

  1. Login as a  designer user.

  2. Create your form or flow with controls that capture the data that you want to store in the columns configured in the Lists and Libraries on your SharePoint website

  3. Click on the what happens to my data? icon on the designer toolbar.

  4. Select the Sharepoint Connector option. If the tenant is not configured for SharePoint, the Save to SharePoint wizard will not display.


    Enter a valid SharePoint id and password in the Save to SharePoint wizard

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



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

      Tip

      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 .

  6. 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 a choice from the listLibrary 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:

      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.



    7. 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.

  7. Click Submit.

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

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

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  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.

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 configure DEBUG level logging for the SharePoint connector log:

  1. Stop
  2. Create/edit a frevvo-config.properties file in <frevvo-home>\tomcat\conf
  3. Add the logging.level.com.frevvo.connectors.sp=DEBUG property to the file. NOTE: the syntax of the property is logging(dot)level(dot)com(dot)frevvo(dot)connectors(dot)<connector name>=DEBUG
  4. Save the file
  5. Restart
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logging.level.com.frevvo.connector.sp=DEBUG

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.

The All tenant admin(s) in your tenant or flow admin(s) configured for specific workflows will receive an a Doc Post Failure notification email reporting information about the error to alert them about the issue.If you see the error shown in the image, change the Site URL field in the wizard from http to httpsthat an issue has occurred.

Uploading a file that exceeds the configured Max file size

The maximum size for files uploaded to the frevvo cloud is 10Mb1Mb. Since users are prevented from uploading files to that exceed the maximum file size value, the files will not be posted to SharePoint either.

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The Save to SharePoint wizard is not visible to the designer user if the tenant is not configured for SharePoint . Check the tenant configuration screen or or  is not configured to run under https. Configure the tenant for Sharepoint or configure Live Forms to run under https to resolve the issue.

 

 

 

 

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