This is a form author task
If your organization is using the Microsoft SharePoint connector, you can configure your forms to automatically push response data to a Microsoft SharePoint list and document library.
This data is sent when a response enters the final step in a workflow, or when a response is submitted if your form does not use a workflow.
To push response data to SharePoint you need a fully drafted form containing all the fields you would like to send.
Once your form is ready, here's how to set up this connection:
- Create a SharePoint list
- Create a SharePoint document library
- Configure your form's SharePoint connection
- Map form data to your SharePoint list
Create a SharePoint List
To push form response data to SharePoint, you must have a SharePoint list ready to receive it.
Your IT team may create this for you, or you might push data to an existing list, but it's most likely that you will need to create a specific SharePoint list to receive your form's data.
This list should contain a column for every field (including metadata) that you'd like to export from your form, and exist on a site that your admin has made available to form authors.
If you're not sure which SharePoint sites your form can send response data to, go to Integrations > Connectors > SharePoint to review and manage sites or ask an admin to do it for you.
Supported Columns
Forms & Workflow can send the following data to SharePoint lists. Make sure you use the appropriate columns for the data you'd like to export.
| Forms & Workflow Field |
SharePoint column |
| Metadata |
|
Form ID
|
- Single line of text (255 characters max)
- Number
|
| Form name |
- Single line of text (255 characters max)
- Multiple lines of text
|
| Receipt number |
- Single line of text (255 characters max)
- Multiple lines of text
|
Response ID
|
- Single line of text (255 characters max)
- Number
|
| Response reference ID |
- Single line of text (255 characters max)
- Multiple lines of text
|
| Submission date & time |
- Single line of text (255 characters max)
- Multiple lines of text
- Date and time
|
Submission date
|
- Single line of text (255 characters max)
- Multiple lines of text
- Date and time
|
Submission time
|
- Single line of text (255 characters max)
- Multiple lines of text
- Date and time
|
| External system reference ID |
- Single line of text (255 characters max)
- Multiple lines of text
|
| External system status |
- Single line of text (255 characters max)
- Multiple lines of text
|
| Test status |
Use this metadata field to differentiate test data from live responses sent to SharePoint lists.
|
| Workflow step |
- Single line of text (255 characters max)
- Multiple lines of text
- Choice
|
| Field answers |
|
| Text |
- Single line of text (255 characters max)
- Multiple lines of text
|
| Number |
|
| Email |
- Single line of text (255 characters max)
- Multiple lines of text
|
| Date |
- Single line of text (255 characters max)
- Multiple lines of text
- Date and time
|
| Radio |
- Single line of text (255 characters max)
- Multiple lines of text
- Choice
|
| Dropdown |
- Single line of text (255 characters max)
- Multiple lines of text
- Choice
|
| Checkbox |
- Single line of text (255 characters max)
- Multiple lines of text
- Choice
|
| Signature -- Signatory's Name |
- Single line of text (255 characters max)
- Multiple lines of text
|
| Payment -- Total Amount |
|
| Payment -- Surcharge Amount |
|
| Payment -- Convenience Fee Amount |
|
| Payment -- Transaction ID |
- Single line of text (255 characters max)
- Multiple lines of text
|
| Payment -- Payment Gateway |
- Single line of text (255 characters max)
- Multiple lines of text
|
| Calculator |
|
| Location -- Address |
- Single line of text (255 characters max)
- Multiple lines of text
|
| Location -- Lat/Long |
- Single line of text (255 characters max)
- Multiple lines of text
|
| Rank |
|
| Radio Matrix |
|
| Checkbox Matrix |
|
Choice Columns
Forms & Workflow can export fields which present respondents with a choice - such as radio, drop-down and checkbox fields - as either comma separated text, or entries in a Choice column.
To export response data to a choice column, you must select Can add values manually or Allow "Fill-in" choices when configuring that column. When exporting data from a Checkbox field, you must additionally select Allow multiple selections or Display choices using: Checkboxes (allow multiple selection) when configuring that column. These options are named differently depending on how you are adding a column in SharePoint.
There is no need to configure the number or details of the available choices, this option will allow Forms & Workflow to populate choices as necessary.
Unsupported Columns
SharePoint lists can receive data from multiple sources, and in formats that are not currently supported this platform.
If your list contains any columns not listed above, make sure that they are not marked "required" in SharePoint.
Forms & Workflow cannot connect to a list containing required unsupported columns.
Create a SharePoint Document Library
Every SharePoint site contains a default document library, however you may want to export files packaged with your response data to a different document library, or create a document library specifically for your form.
Your document library must be in the same site as the SharePoint list you want to push response data to.
Configure Your Form's SharePoint Connection
Once you've got a SharePoint list and document library ready to receive response data, it's time to connect your form to SharePoint .
- Go to your form > Settings > Integrations > SharePoint Lists.
- Select Connect a new SharePoint list.
- Name your connection and select a SharePoint site.
- Select the SharePoint list and Document library that you would like to receive response data.
Files will be exported to that library in a folder corresponding to the connection name and the form ID. Select Map fields to proceed to the SharePoint list mapping screen.
Map Form Data to Your SharePoint List
In the SharePoint list mapping screen, you can:
These settings must be configured to successfully export response data.
Return to this screen at any time by going to your form > Integrations > SharePoint and selecting your SharePoint connection.
Package Additional Files
The details of your connection's SharePoint site, list, and document library are listed under the connection name.
Below this information, you'll have the option to Package additional files.
By default, Forms & Workflow will export files such as respondent uploads, custom documents, and the default response PDF to the document library you chose when setting up your form's SharePoint connection.
If you do not want to package particular files (for example, the Default response PDF), uncheck the appropriate box.
Map Form Fields and Metadata to SharePoint Columns
Under Field mapping to SharePoint Columns, you'll see a list of every column in your selected SharePoint list that is compatible with Forms & Workflow.
For each column, select Edit, then choose a form field from the drop-down presented to map that field to a SharePoint column. You can also search for form fields using the search bar provided.
Only form fields that have been mapped to SharePoint columns will be exported.
Required Columns
If a SharePoint column is marked Required, a form field must be mapped to this column for the export to succeed.
Clear Mappings
Clear individual mappings by selecting the x icon next to that mapping, or clear all mappings by selecting Clear all.
Test Your Connection
Once you've configured a form's SharePoint connection, it's a good idea to submit a test response to make sure your response data is being pushed as expected. Remember to check both your SharePoint list and document library for the expected data.
Don't forget that if your form contains a workflow, you will need to process any test responses through to a final step before they are pushed to SharePoint.
Finalize Your Connection
When you have mapped all the fields you'd like to export to your SharePoint list, and selected your file packaging options, select Save. When you are ready you can then Publish your form.
Your form is now ready to export data automatically to your chosen SharePoint list.
Export Logs
View a log of the exported responses for this form by selecting View export log in Settings > Integrations > SharePoint Lists.
This will open a searchable listing of exported responses. You will see a Pending status in your Export Log while your export is waiting in the queue.
Exports will occur at regular intervals, instead of in real-time upon submission, to accommodate for any delays in generating custom documents. While most export jobs will be quick, some may take longer due to various factors. For example, forms with very high submission counts, multiple upload fields, or that generate multiple response documents may take longer to finish exporting.
Navigate between all exports, successful exports, and failed exports using the tabs at the top of the listing. Successful exports are shown for 30 days. Failed exports are shown indefinitely.
Troubleshooting Failed Exports
Failed exports can be retried from the export log, however, in most cases, it's a good idea to investigate the cause of any failures before attempting a retry, as re-attempts can take a little while and may fail again. Here are some troubleshooting tips to try:
- Failures across multiple forms indicate a connection error to your SharePoint Online environment. Discuss this with your IT team before retrying any exports.
- A string of failures for a particular form indicates an error in either the form's SharePoint settings, or the list itself. If you have author permissions for the form, select the form name to navigate to that form, then double-check its SharePoint settings and the relevant SharePoint list. If you don't have author permissions to a particular form, talk to an author in the appropriate workspace (listed in the export log) to delegate this task.
- Ensure that the form fields have been mapped correctly to the SharePoint list. For example, an appropriate field must be mapped to the SharePoint column, or choice columns have been marked as Can add values manually or Allow "Fill-in" choices as you configured that column.
- An unsupported column is marked as required in SharePoint causing an error as Forms & Workflow cannot connect to a list that has required unsupported columns. Or, a required column has no value imported in the response causing SharePoint to reject the entire list.
- Ensure that the SharePoint document library is in the same list as the SharePoint site you are exporting to.
- The SharePoint column selected has a character limit that does not match the Forms field mapped to it, resulting in an error as the response is exported.
- The SharePoint columns that are available to map in your form will reflect the columns available in the SharePoint list. If there appear to be columns missing, please consult your SharePoint administrator.
- Confirm with your SharePoint administrator that no recent changes to the SharePoint integration or lists have been made that may have caused your connection to break.
- The Forms & Workflow connector will only show and connect with SharePoint lists that use the “genericList” type. Some Microsoft Lists templates have different template values which will prevent them from displaying when connecting a form to SharePoint.