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, ask an admin. If you're an admin yourself, go to Integrations > Connectors > SharePoint to review and manage sites.
Supported columns
OpenForms can send the following data to SharePoint lists. Make sure you use the appropriate columns for the data you'd like to export.
| OpenForms Field |
SharePoint column |
| Metadata |
|
| Form name |
- Single line of text (255 characters max)
- Multiple lines of text
|
| Receipt number |
- Single line of text (255 characters max)
|
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)
- Date and time
|
Submission date
|
- Single line of text (255 characters max)
- Date and time
|
Submission time
|
- Single line of text (255 characters max)
- 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 |
- Yes/No
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)
- 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
OpenForms can export fields which present respondents with a choice - such as radio, dropdown 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 OpenForms to populate choices as necessary.
Unsupported columns
SharePoint lists can receive data from multiple sources, and in formats that are not currently supported by OpenForms.
If your list contains any columns not listed above, make sure that they are not marked "required" in SharePoint .
OpenForms 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 one specifically for your form.
Here's how to create a SharePoint document library.
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, OpenForms 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 OpenForms.
For each column, select Edit, then choose a form field from the dropdown presented - or use the search bar provided - to map that field to a SharePoint column.
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.
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.
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.
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.
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's the best way to deal with different types of errors:
- 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. Double check your SharePoint connection settings and the relevant SharePoint list.
- Individual ad-hoc errors for a particular form response