SharePoint Online Connector

11 minute read Last updated on November 09, 2022

SharePoint Online Connector Icon

Use the SharePoint Online Connector node to distribute documents to SharePoint Online, Microsoft’s platform that extends the functionality of existing “on-premises” SharePoint deployments using a cloud-based service. The connector allows you to send documents SharePoint Online via an automated workflow, or you can access SharePoint Online directly at the MFP panel.

Notes:

  • To use the SharePoint Online Connector, you must have a SharePoint Online account.
  • The maximum file size for uploading documents to SharePoint Online is 100 MB.

To open the SharePoint Online Connector node’s properties window, add an output node for SharePoint Online to your workflow and double-click on it.

SharePoint Online

  • Enabled - To enable this node in the current workflow, check the box at this field. If you leave the box blank, the workflow ignores the node and documents pass through as if the node was not present. Note that a disabled node does not check for logic or error conditions.

  • Node Name - The node name defaults into this field. This name appears in the workflow below the node icon. Use this field to specify a meaningful name for the node that indicates its use in the workflow.

  • Node Description - Enter an optional description for this node. A description can help you remember the purpose of the node in the workflow or distinguish nodes from each other. If the description is long, you can hover the mouse over the field to read its entire contents.

Buttons

  • Metadata - To access the Metadata Browser window, click this button.
  • Help - To access Dispatcher Phoenix Online Help, click this button.
  • Save - To preserve your node definition and exit the window, click this button.
  • Cancel - To exit the window without saving any changes, click this button.

Configuring the SharePoint Online Connector

To configure the SharePoint Online Connector, you must first log into your SharePoint Online account via Dispatcher Phoenix Web’s Authentication Manager. Once you complete this initial set up, logging into SharePoint Online within the node or at the MFP panel is no longer necessary, providing an optimized single-sign-on experience.

Note: If your organization has configured Microsoft Azure to require Admin permission for application registration at the machine, your administrator can override this restriction and allow users to register without an Admin present when creating accounts for SharePoint Online Connector. If you choose to configure SharePoint Online Connector in this way, we recommend the Admin log in first and grant consent before other users attempt to create their accounts. Otherwise, any account created for SharePoint Online Connector via Dispatcher Phoenix Web’s Authentication Manager will require Admin credentials and the Admin will be the user registered.

To override the Admin permission requirement when creating a SharePoint Online Connector account, follow the steps in the Set Up section below. In Step 4, log in using Admin credentials. If this is the first time the Admin logged in, the “Consent on behalf of your organization” checkbox will appear. Check the box at this field, then proceed to the next step in the Set Up procedure.

Important! The “Consent on behalf of your organization” option appears only the first time the Admin logs in. To regain this option, Dispatcher Phoenix must be removed from the Enterprise Applications list in Azure. The next time the Admin logs in, the option will appear.

Set Up

To begin, you must first log into SharePoint Online via Dispatcher Phoenix Web’s Authentication Manager. Do the following:

  1. Log into Dispatcher Phoenix Web.

  2. Select the Accounts tool on the Home page.

  3. On the Accounts page, select the + button and choose the SharePoint Online option. See the following illustration:

    SharePoint Online Connector

  4. Log into SharePoint Online using your account credentials (email address/SharePoint Online account username and password).

  5. Select Yes if asked for permission to let the application access your info.

  6. The SharePoint Online account will now be listed on the Accounts page. See the following illustration for an example:

    SharePoint Online Connector

  7. If you need to delete the account, select the vertical ellipsis button and choose Delete Account, as in the following illustration:

    SharePoint Online Connector

  8. If you add multiple accounts, the first account you added will be marked as the Primary Account with a star icon. The benefit of a primary account is that when you sign into the MFP, you will have immediate access to this account. You can switch to a different account at the MFP by selecting the check icon, then selecting the back arrow icon on the next screen. You can also switch your primary account by selecting the vertical ellipsis button and selecting Enable Primary Account. You can also Disable Primary Account to always be prompted with the account screen at the MFP.

Customizing the SharePoint Online Connector Node

Once connected, the right hand side of the SharePoint Online node properties window displays a tree-view of your folders, sub-folders, and files in SharePoint Online. You can use this area to browse through your SharePoint Online folder structure and choose a folder to store your documents in.

See the following illustration for an example:

Select A Folder

To choose another SharePoint Online account, choose the account from the Account drop-down list.

To modify the default Connection Timeout (the seconds allotted for the time without communication, after initial connection to the server, before a timeout occurs), enter a value in the Connection Timeout field.

Keywords

Below the SharePoint Online folder window is a window displaying Keywords, which are metadata tags used within SharePoint Online. Users can configure Keywords in two ways: during workflow setup and at the MFP panel through an Index Form.

Pre-Configured Keywords

Users can pre-populate Keyword fields and save the Keyword metadata. This will automatically apply those Keywords to any documents that pass through the SharePoint Online Connector.

See the following illustration for an example:

Pre-Configured Keywords

Index Form Configuration

Users can also attach Keywords to documents as they are scanned through an attached Index Form. This Keywords area in the SharePoint Online Connector will display the connection to the Index Form. At the MFP, the Index Form automatically populates with the Keywords associated with the selected folder. Keywords have been integrated with the SharePoint Online Index Form and are pulled from the pre-set keywords associated with the selected folder. See the Creating a SharePoint Online Connector Index Form section below for more information.

SharePoint Online Node Keywords with Index Form Configuration

Supported Keywords

Below is a comprehensive list of the user-generated Keywords that the SharePoint Online Connector supports:

Column Property Name Description Supported?
Name Name of the column property Yes. Shows as the label on the field
Description The user-facing description of the column Yes. Shows as help text on the field
Required Whether the field is required to have a value Yes
Default Value A value to prefill the field with Yes
Calculated Value Whether the field uses other values to calculate its value No
Max Length The maximum number of characters allowed in this field Yes
Enforce Unique Values Whether the field is required to have unique values among all files in the list Yes
Column Validation Formula Custom validation formulas validated by Sharepoint Partial. Configured, Managed, and Enforced by Sharepoint, not DP
Show Linked Columns For multipart columns (such as Location), show parts of the value (such as City or Street) as other columns Partial. Configured and managed by Sharepoint. Not shown in DP
Min/Max Value The minimum/maximum number allowed in this field Yes
Include Time Whether to include time in a date field, making it a date/time field Yes
Friendly Format Formats the date in a friendlier way No
Add Values Manually Whether the user can add new values to a Choice dropdown No
Dropdown vs Radio Whether the Choice will appear as a dropdown or radio buttons No
Currency Format How to format currency values No
Multiselect Whether dropdown fields allow for multiple selections Yes. Renders in the node window as a list of checkboxes
Data Property Name Description Supported?
Text Single Line This column stores a single line of text Yes
Text Multi Line This column stores multiple lines of text Partial. Shows as single line text input
Choice This column stores data from a list of choices Yes
Number This column store a number Yes
Currency This column stores a currency value Yes
Date/Time This column stores a date or a date/time Yes
Lookup This column’s data is looked up from another source in the site No
Yes/No This column stores a yes/no (boolean) value Yes. Shows as a checkbox
Person or Group This column stores Person or Group values No
Hyperlink or Picture This column stores a URL No
Calculated This column shows a calculated value based on other columns No
Image This column stores an uploaded image file No
Task Outcome This column shows a task outcome value No
External Data This column shows data from an external data source No
Managed Metadata This column shows one or more terms set up in the Term Store Management Tool in Sharepoint No
Location This column shows address information No

Notes:

  • The SharePoint Online Connector does not support keyword indexing for the three SharePoint-controlled columns: Name, Modified or Modified By.

  • The Currency keyword does not support minimum/maximum constraints.

  • When using the Choice keyword, the SharePoint Online Connector will always upload a custom value, including metadata, even if the SharePoint Online account is set to not allow “fill-in” choices for this keyword.

Sending Documents to a New Folder

To create a new folder in SharePoint Online to scan to, select the New folder option from the Options drop-down menu or press Ctrl + Shift + N.

In the Create New Folder window that appears, enter the name for the new folder in the Name field; then select the Create button. The newly created folder will now appear in the Folder view.

File Name Restrictions

The following restrictions apply to file names:

  • File names cannot start with a space or end with a space.

  • You cannot start a file name with two period characters (..).

  • Non-printable characters cannot be included in a file name (tabs, newlines, etc.)

  • Do not use <  >  :  "  /  \  |  ?  *

View Options

You can adjust the default view of your SharePoint Online folders in the node properties window by using the Options button on the top right hand side of the window. Choose the following items from the Options pull-down menu:

  • To turn off the default view, uncheck the Show tree view option or press Ctrl + T.

  • To hide the files stored in SharePoint Online folders, uncheck the Show files option or press Ctrl + E.

  • To refresh the current view with the most up-to-date folders/files, select the Refresh option or press F5.

Creating a SharePoint Online Connector Index Form

You can create an index form that allows you to log into SharePoint Online automatically at the MFP. Do the following:

  1. Make sure that you have logged into SharePoint Online from Dispatcher Phoenix Web’s Account Manager.

  2. Make sure that your workflow includes a MFP Panel node and SharePoint Online Connector node.

  3. Open up the Index Form Builder from the MFP Panel node. You should see a SharePoint Online Connector button under the Workflow Index Fields area.

  4. Drag and drop the SharePoint Online Connector button to the Index Form work area. A Scan to SharePoint Online index form will automatically appear, as in the following illustration:

    SharePoint Online Index Form

  5. Save and close the Index Form Builder.

  6. The SharePoint Online Connector node properties window will be automatically populated with the variable names of the fields on the Index Form. Although you cannot edit the fields on this window, you can click on the wrench tool button to go to that section or field in the Index Form Builder. See the following illustration:

    SharePoint Online Node Keywords area with Index Form Configuration

SharePoint Online Index Form on MFP

At the MFP, the SharePoint Online Index Form will appear as follows:

SharePoint Online at MFP

You can add a new folder by selecting the + icon at the top of the screen. The New Folder window will appear, as shown in the following illustration:

SharePoint Online at MFP

At the time of scanning, users will be able to input the keywords they want to be associated with scanned documents. See the following illustration:

MFP display with Index Form Configuration

Note: Keyword fields marked with an asterisk are required, as shown in the following illustration:

MFP display with Index Form Configuration and Keywords Required

Database Browsing - SharePoint Online Configuration

You can also manually configure a query to retrieve data (e.g., list of folders, validation, etc.) from SharePoint Online.

Using the Index Form Builder, do the following:

  1. Add a new field, such as a drop-down list.

  2. Define an On Load event for the field; then add a Query.

  3. Choose SharePoint Online Data Source from the Query drop-down list.

  4. The SharePoint Online Data Source Configuration window appears, which allows you to perform specific actions in order to retrieve data from SharePoint Online.

    SharePoint Online Data Source Configuration Window

    Do the following:

    • In the Friendly Name field, enter an identifying name for the SharePoint Online data source configuration.

    • In the Action area, you can choose what kind of action to perform on the SharePoint Online data source. Options include:

      • Get Primary SharePoint Online Account – This option returns the primary SharePoint Online account for the user.

      • Get SharePoint Online Accounts - This option returns all the SharePoint Online accounts for the user.

      • Get SharePoint Online Folders - Use this action to display a list of folders within a specific SharePoint Online Folder Path. When you select the Get SharePoint Online Folders item, new fields will appear for configuration, as in the following illustration:

        SharePoint Online Data Source Configuration Window

      • Folder Path – Enter the folder ID of the SharePoint Online root folder that you want displayed at the MFP panel.

      • Show new folder option – Check this option to allow the user to create a new SharePoint Online folder at the MFP.

      • Show files - Check this option to display files in SharePoint Online folders at the MFP.