Adding a Sharepoint Trigger

Adding a Sharepoint Trigger

This is a straightforward process but one which can prove invaluable in saving admin time and preventing errors e.g. filing incoming forms into folders based on a site name selected on a form.

Here are some steps for such a scenario :

1. go to Admin - External Services in your Work Group and then using the admin account credentials for your Office 365 account connect pro-Forms to 365 :-

2. make sure that your sharepoint folders are named exactly the same as the sites in the dropdown field used on the forms. It is always best to give field operatives a list to select from rather than a free text field as the possibility for errors with mis-matched site names and folders is high.

N.B. If the site name selected on the form does not match the folder name, pro-Forms will create a new Sharepoint folder that does match that selected on the form.click ‘manage’ on a form and then go to the Share option.

3. click + Add Trigger.

4. Select Sharepoint and MS Teams as the sharing method.

5. Select the Layout to be stored in the folder, usually this is the Word or PDF layout you built for that form.

6. Follow the steps in the wizard shown on screen : 1. select the sharepoint folder (and any sub-folder) to save into; 2. select the field on the form containing the site name; 3. add a file name for the document to be saved (this can use data entered into a filed on the form by the operative if you select the cog icon e.g. site name and date)

7. describe the purpose of the trigger and select it as a standard trigger type.

8. check the summary and the click ‘create trigger’ button.