SharePoint Online Connector
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.
- To use the SharePoint Online Connector, you must have a SharePoint Online account.
- The maximum file size for uploading documents to SharePoint Online is 250 GB.
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.
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.
- 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.
To begin, you must first log into SharePoint Online via Dispatcher Phoenix Web’s Authentication Manager. Do the following:
Log into Dispatcher Phoenix Web.
Select the Accounts tool on the Home page.
On the Accounts page, select the + button and choose the SharePoint Online option. See the following illustration:
Log into SharePoint Online using your account credentials (email address/SharePoint Online account username and password).
Select Yes if asked for permission to let the application access your info.
The SharePoint Online account will now be listed on the Accounts page. See the following illustration for an example:
If you need to delete the account, select the vertical ellipsis button and choose Delete Account, as in the following illustration:
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:
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.
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.
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:
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.
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|
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 < > : " / \ | ? *
Folder names are limited to 400 characters.
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 create a new folder in SharePoint Online, select the New Folder option or press Ctrl + Shift + N.
To search for a specific folder, select Search or press Ctrl + S. Searches are always performed from the root folder. Search results are limited to the first 1000 results. If the search returns a large number of folders, it is recommended that the user enter more specific search criteria to narrow down the search results.
- Symbols are not supported in the search string.
- Folder paths are limited to 400 characters.
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:
Make sure that you have logged into SharePoint Online from Dispatcher Phoenix Web’s Account Manager.
Make sure that your workflow includes a MFP Panel node and SharePoint Online Connector node.
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.
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:
Make any updates or changes to the default settings by selecting a field. For example, you can enable folder search and folder browsing at the MFP by selecting the Folder Path field, as in the following illustration:
Then, select the Edit icon next to the Get SharePoint Online Folders dropdown. On the following screen, check the box next to Enable folder search and update the Maximum number of items returned field, as shown in the following illustration:
Note: The maximum number of folders returned during folder browsing is 2000.
Save and close the Index Form Builder.
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 Index Form on MFP
At the MFP, the SharePoint Online Index Form will appear as follows:
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:
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:
Note: Keyword fields marked with an asterisk are required, as shown in the following illustration:
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:
Add a new field, such as a drop-down list.
Define an On Load event for the field; then add a Query.
Choose SharePoint Online Data Source from the Query drop-down list.
The SharePoint Online Data Source Configuration window appears, which allows you to perform specific actions in order to retrieve data from SharePoint Online.
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:
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.