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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/workflow 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/workflow control values to the SharePoint columns.
  4. Configure two destinations for your data.

The SharePoint wizard guides you through connecting your forms/workflows 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/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 Live Forms 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 Live Forms 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. 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

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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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Excerpt

  1. Login as a  designer user. If you are In-House 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.

  2. 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 website

  3. Click on the Edit Form/Workflow Properties icon on the designer toolbar.

  4. Select Send to Sharepoint. If the tenant is not configured for SharePoint, the Send to SharePoint option will not display.
  5. Click Login. 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.

      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 .


  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. PDF is the default.

    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. Enter the server relative path of the folder within the library. For example, for folder 'test' in library 'mylib', enter /mylib/test.

    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 - include the XML document

      2. Snapshot - include a snapshot of your form/workflow in the format selected in the Send Snapshot field

      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. Check it to send all mapped PDFs to SharePoint.

    7. Map the Control Names in your form/workflow 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/workflow 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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  •  If you leave the PDF Name property blank, Live Forms uses the workflow/form name as the pdf file name. The PDF will not post to SharePoint generating an HTTP 500 403 status error if the Form Name contains special characters. To avoid any issues, name your form/workflows using characters that are suitable for filenames and explicitly set the 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.
  • The special characters listed below in filenames will cause the submission to be flagged with an error in the submission table. This can happen if you do not set a PDF filename and it defaults to the form/workflow name if that name has special characters.

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