Cloud Customers Connecting to SharePoint Online

If you use the Live Forms Cloud hosted server, you must configure SharePoint for your tenant. Then you can immediately begin to Connect your Forms/Flows using the SharePoint wizard.

In-house Customers using SharePoint in-house

Customers using SharePoint On-premise also need an Office 365 or SharePoint Online account. This is necessary to access the Azure Credential Services 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.

Customers are responsible for configuring the On-premise installation and the integration with with SharePoint Online. The On-premise version of SharePoint must be version 2013+.

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:

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

2. Step 2 - Configure the Live Forms Tenant for SharePoint

3. Step 3 - Connect Forms and Flows with the SharePoint wizard

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

must be added as a SharePoint provider hosted add-in by your 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.

The redirect URL for is shown below. Remember SharePoint only allows https.

https://<server>:<port>/frevvo/web/sharepoint/token

Step 2 - Configure the Live Forms Tenant for SharePoint

Cloud and in-house customers must configure their tenant to connect to SharePoint as a client. frevvo expects that customers will only be integrating with one SharePoint instance for their organization. You will need the SharePoint Client Id and the Client Secret from Step 1.

Follow these steps:

1. Login to as the tenant admin

2. Click the Edit Tenant link.

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

4. 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 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.

   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.

   
   
   

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.
   
   
   
   
5. Enter a valid SharePoint id and password in the Save to SharePoint wizard
6. 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.
      
      
7. 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 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.

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

8. Click Submit.

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

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

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.

Troubleshooting

Doc Post Failure

If the submission doesn't reach your SharePoint website, you can find information about the error from the submission table.

The tenant or flow admin will receive an 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 https.

Uploading a file that exceeds the configured Max file size

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

Uploading a file to your form/flow that is bigger than the specified size, displays this message:

In-house customers can control the max file size by configuring the frevvo.attachment.maxsize parameter in the <frevvo-home>\tomcat\conf\Catalina\localhost\frevvo.xml file.

SharePoint Connector does not display under Document Actions

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