Microsoft SharePoint Connector 

Overview

Send uploaded files from workflow responses directly to a destination OneDrive folder or SharePoint site with the Microsoft SharePoint Connector.

This connector is available as an Add-on for Team plans and higher when using FormAssembly Workflow. For those interested in purchasing this Add-on, please contact your Account Manager. If you do not have an Account Manager, please contact our Sales Team.

Requirements

To use the Microsoft SharePoint Connector, a FormAssembly user must

• be part of a Team plan or higher
• purchase the SharePoint Connector Add-on for their instance
• have Content Management user permissions enabled for their login
  • specifically, the Microsoft SharePoint Add-on must be enabled for the user account
• have a Microsoft Office 365 Personal Account or Business Plan that includes Microsoft SharePoint and OneDrive Cloud Services
  • (see Microsoft Business Plans here)
• use the connector on a FormAssembly Workflow

Add the Microsoft SharePoint Connector to your Workflow

• Select Add Step and choose Connector
• Select Microsoft SharePoint

Configure the Connector Properties

Description Tab

Use the Description tab to add a Step Name and Step Description.

Authorization Tab

Grant access to Microsoft SharePoint

• Click the "Authorize a New Account" button.
  • If you have already given access rights to your account, select an existing account from the dropdown and move on to the Configuration Tab.
• Sign in with your Microsoft 365 account credentials.
• Complete any additional authentication steps configured for your account.
• Accept the permissions requested by the FormAssembly Microsoft SharePoint Connector for your Microsoft 365 account.
  • If you do not accept the permissions, you will be unable to use the connector.

Configuration Tab

Send File

Select a file upload field from the dropdown

• The Send File dropdown displays a list of all file upload fields available in the workflow. Please note that the displayed list is limited to 15 lines. If the desired field is not shown in the list, type the field’s name to search further.

Destination

Select a destination folder from the dropdown

• The Destination dropdown displays a list of all SharePoint and OneDrive folders the authorized Microsoft 365 user account can access. Please note that the displayed list is limited to 15 lines. If the desired destination is not shown in the list, type the folder’s name or path to search further. 

Destination Subfolder (optional)

There are two different ways to utilize the Destination Subfolder configuration option. The first is to name a destination subfolder the Send File will be sent to statically for every workflow response. 

To do this, type in the name of a Destination Subfolder. If the named folder does not yet exist, the connector will create the folder the first time a response a workflow response is received.

The other method is to configure a dynamic Destination Subfolder by creating a subfolder naming convention. Using this alternative method, Send Files for each workflow response can be organized within their own folder separate from other workflow responses. This may be desirable in cases where you expect to receive workflow responses where file names are the same or are difficult to differentiate (if needed).

Accessing Variables to Create Dynamic Destination Subfolders

• Select the function (f) icon to open the WYSIWYG editor
• Select the alias dropdown from the toolbar to open a list of available variables
• Select an available variable from the list

For more information about variables, please see our documentation on Form Calculations.

Return (optional)

Utilize this section to capture the uploaded Send File’s URL or ID within the Destination to be referenced later in the workflow. Use the Add Variable button to add one or more return variables, and complete the configuration steps to set the return variable’s Operation Result and Return Variable Destination.

Operation Result 

• Choose what type of Return Variable to create by selecting an Operation Result from the dropdown
  • ID - The ID of the file uploaded by the connector
  • URL - The assigned URL of the file uploaded

Return Variable Destination

• Field - Send the Operation Result to an existing form field in the workflow
  • Use the dropdown menu to select a text field where the Operation Result will be sent. The dropdown indicates which form each field originates from.
  • Note: Only fields that allow text input are listed here. File upload fields, radio button fields, checkbox fields, multi-select fields, and dropdown fields are not listed.
• Variable - Set the Operation Result as a variable that can be referenced later in the workflow
  • Select an existing variable name from the dropdown or create a new custom variable.

Actions and the Add Action Button

The SharePoint Connector may be configured to send data to more than one destination or subfolder by using multiple Actions. Use the Add Action button to create another Action for each additional destination you want to configure. Complete the configuration of the send file, destination, optional destination subfolder, and optional return section for each action.

Delete an action by pressing the Delete Action button at the bottom of each action configuration.

Error Handling Tab

By default, if the connector encounters an error, the workflow terminates. To override this behavior, you can configure the error to redirect the workflow to another step by selecting a step from the Upon Connector Error… dropdown menu.

You may create a custom error message to display to your respondent. If a custom message is not added, the default connector error displays. To include the default message with your custom message, select the checkbox.