This is an admin task
The Forms & Workflow SharePoint Connector lets authors connect forms to Microsoft SharePoint lists and document libraries.
When a response to a connected form is finalized (by entering a final step in a workflow, or upon submission for forms without workflows), response data and any packaged files are automatically pushed to SharePoint.
Response data in SharePoint lists can be distributed throughout your organization using Microsoft tools like PowerAutomate and PowerBI to automatically trigger events such as:
- Teams notifications
- Salesforce tickets
- Updates to manager-facing graphs
Your IT team will configure these downstream integrations.
Before You Begin
To get the most out of the SharePoint connector, it's a good idea to complete the following tasks before you connect:
Prepare Your SharePoint Environment
Your SharePoint environment must contain at least one SharePoint site to receive data from Forms & Workflow.
In most cases, your environment will contain multiple sites used by different teams or departments to store and distribute relevant information.
Discuss with your form authors and IT team which sites are relevant, and whether additional sites need to be created to receive response data.
Discuss Downstream Integrations with Your IT Team
If you intend to use downstream integrations like PowerAutomate to distribute form response data throughout your organization, discuss this with your IT team.
The data your integrations use may influence which fields form authors map to SharePoint, as well as the folder structure of sites, lists, and document libraries.
Decide Who Will Create SharePoint Lists and Libraries
In many cases, form authors will be responsible for creating SharePoint lists that receive response data through this connector.
Alternatively, your IT team might create lists for form authors, especially if they are also configuring downstream integrations using response data.
Refer the relevant staff to configure your form to export response data to SharePoint. This article details what response data can and cannot be sent to SharePoint lists, how to format lists to receive Forms & Workflow data, and how to create document libraries to receive packaged files. Whoever you delegate list creation to, establish and communicate a consistent process to ensure your response data ends up where you expect it.
Set Up the SharePoint Connector
You will need the assistance of an Azure administrator to connect Forms & Workflow to SharePoint. Make sure they are ready before you begin connection.
Once you are ready to connect:
- Go to Integrations > Connectors > SharePoint.
- Select Connect.
- Copy the URL provided and send it to your Azure AD administrator.
- If you are an Azure AD administrator, open this URL in a new tab and select Accept.
- Once your Azure AD administrator has granted access to your SharePoint, select Next.
- Select Proceed to SharePoint connector admin screen.
- In the SharePoint connector admin screen, select which SharePoint sites are available to form authors.
- Select All sites to allow form authors to select from every SharePoint site in your Azure AD environment, including any sites added in the future.
- Select Specific sites to allow only the sites you specify. Sites currently in use by active forms cannot be deselected.
- Save your changes.
Manage the SharePoint Connector
Once you have completed initial setup of the the SharePoint connector, form authors can configure individual forms to export response data to SharePoint lists and document libraries hosted on the sites you have allowed.
To view which forms are using the connector, and a log of individual response exports, select See all in the panels on the right of the SharePoint connector admin screen.
Forms Using the Connector
View which forms are using the connector by selecting See all in the connector's form tally, at the top right on the screen.
This will open a searchable list of every form currently using the SharePoint connector, including published, draft, deactivated, and archived forms.
Export Logs
View a log of the exported responses by selecting See all in the export log panel, at the right on the screen.
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 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, and 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.
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.
The export log will show the error that caused an export to fail. The error text is truncated to 160 characters, but you can select Copy full error message to copy and paste the error text elsewhere. Understanding the error can help you troubleshoot your export more easily.
Form Authors can set up notifications to send if an export fails when they configure their form to export response data.