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SharePoint Export Notifications and Troubleshooting

Exported SharePoint responses are entered into the Export Log for each connection and an export job runs every 5 minutes. To access the log:

  • Admins and Account Owners: Go to Integrations > SharePoint and select See all under Export Logs.
    The See all button is under Export logs in the connection settings
  • Authors: Go to the form Settings > Integrations > SharePoint Lists > View export log.
    the view export log button in the share point list settings

In the Export Log, you can see which forms are using the connection and the Workspace they're in, the Receipt No., Time exported, and Status. The Status will show either Successful or Failed. If the export failed, you can Retry the export or expand the entry to see the error that caused the failure. You can select Copy full error message and paste it in Notepad or similar to see the full message.

the export log showing pending, failed, and successful exports

You can navigate between the All, Successful, and Failed tabs to filter the log, or search by receipt number. Successful exports are shown for 30 days, while Failed exports are shown indefinitely. The Status will be Pending if the export is waiting in the queue.

Set Up Failure Notifications

Form Authors can set the connection between a form and SharePoint to send a notification when an export fails. To do this:

  1. Go to the form Settings > Integrations > SharePoint Lists and select the Connection name. The form must be in draft state, so select Edit if there is no draft version.
    Select the share point connection name
  2. Check the box for Export failure notifications.
  3. Enter all necessary email addresses in the Recipient email addresses field, separating each with a comma (,). All email addresses must be valid or the form will not send the notification.
  4. Select the Frequency, either:
    • Daily digest: An email is sent once a day at 7:00 a.m. and will contain each failure from each job completed the preceding day.
    • Immediate: An email is sent after every export that contains new failures. These follow after each job completion, which is every 5 minutes.
  5. Select Save SharePoint connection. 
    the export notification settings
  6. Publish the form.

You can test the notification while the form is in draft and an email is sent noting (Draft) in the subject line. The Daily digest will also note the number of failed exports of the previous day. The email will contain a table with the Receipt no., Time exported, and Error, and will list up to 20 rows of failures with the newest first. It will also contain a link to the Export log.

Troubleshooting Export Failures

You should investigate the cause of the failure before you retry failed exports because re-attempts can take a while and may fail again if nothing has changed.

The first step in the investigation is to view the full error that caused the failure. To do this go to the export log and expand the failed entry. The error will be truncated to the first 160 characters, so select Copy full error message and paste it elsewhere to view the full error.

an export error expanded with the copy full error message button shown

Understanding the error is the first step; here are some troubleshooting tips to help you:

  • 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. 
  • Check if an unsupported column is marked as required in SharePoint and 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.
  • Check if 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.
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