Microsoft SharePoint List Data Destination

A Microsoft SharePoint List Data Destination A Data Destination specifies where to send data from a submitted form. You can use Data Destinations to automate data sharing and storage, routing data to a specific service (such as email or cloud storage) in several different formats. creates or updates items in a SharePoint list based on the data from a submitted form. You can use this destination to send data from regular sections or from a repeatable section. This topic describes what a SharePoint List Data Destination is, how it works, and the steps to configure it.

Supported on the Advanced and Enterprise tiers:

Contents

• Microsoft SharePoint List Data Destination
• What is a Microsoft SharePoint List Data Destination?
• Configuration options for a SharePoint List Data Destination
• Site Prefix and List Path
• Create or update lists
• Data from different form submissions routed to different lists
• Column mapping
• Create or update items
• Data from Repeatable Sections
• Prerequisites to configure a SharePoint List Data Destination
• Steps to configure a SharePoint List Data Destination

What is a Microsoft SharePoint List Data Destination?

A Microsoft SharePoint List Data Destination is an out-of-the box integration between ProntoForms and SharePoint.

Use this destination to:

• Map selected data from ProntoForms to specific columns in a SharePoint list.

• Dynamically sort submitted data into different lists in SharePoint.

• Automatically create new SharePoint lists based on submitted form data.

• Choose whether the destination should create new items (rows) in a list or update existing items.

Configuration options for a SharePoint List Data Destination

The following sections describe the different configuration options and how your choices affect the items in your SharePoint list.

To find the Site Prefix and List Path:

1. Navigate to your SharePoint list. Select the settings icon, and then select List settings.

   Result: SharePoint displays the list Web Address.

2. Does your Web Address include /sites/ or /teams/?

   • If yes, use this as your Site Prefix in ProntoForms.

   • If no, use / as your Site Prefix.

   In this example, the Web Address includes a /sites/ prefix.

   

3. Find your site name, which follows the site prefix. In this example, the site name is Inspections.

   Tip:

   • If your list is not in a site, you only need the name of the list.
   • If your list is in a subsite, take note of the whole path, including all of the subsites.

4. Find your list name. The list name follows /Lists/ in your Web Address. In this example, the list name is Warehouse Inspections.

   Note:

   • Do not include /Lists/ when you enter the List Path.
   • If you change your list name, you must update your List Path.

Create or update lists

When you configure your List Path, you can decide if you want to create or update a SharePoint list.

Option	What to enter in the List Path	Result
Update an existing list	The name of your SharePoint list	The destination creates the ProntoForms ID column and populates it with the Form Submission Reference Number. The destination updates the columns you configure in the Column Mapping section.
Create a new list	A new name that’s not already one of your SharePoint list names. Tip:You can use DREL Data Reference Expression Language (DREL) is used to get form data and metadata and add it to a string, such as dates, usernames, or answers to questions in forms. in the List Path field to name the list based on information in the submitted form.	The destination creates the ProntoForms ID column and populates it with the Form Submission Reference Number. The destination creates the columns you configure in the Column Mapping section.

Data from different form submissions routed to different lists

You can use DREL expressions to specify which list you want to send form data to. For example, if you have a different SharePoint list for each customer, you could configure your File Path as follows:

When a user submits a form, the destination sends the data to the list with the same name as the customer. If a user enters a new customer name, the destination creates a new SharePoint list.

Column mapping

In ProntoForms, you map submitted form data and metadata to your SharePoint list columns, as shown in the following example. Use a DREL expression to get the data from the submitted form.

Create or update items

For existing lists, you can configure a Microsoft SharePoint List Data Destination to either create or update items. To update an existing item, use the Match column to set up your matching criteria:

Note:If no match is found, the destination creates a new item instead.

In this example, the destination updates the item in SharePoint that matches the serial number.

On the List Configuration tab, in the Column Mapping section, you select if you want to create or update items.

Option	Behavior
Always create a new item	The system creates new items each time the destination executes. Note:This doesn’t apply to different submissions within a single Form Submission life cycle. For example, incomplete ProntoForms Teamwork ProntoForms Teamwork is an Enterprise tier feature that enables mobile users to transfer incomplete forms for other users to complete as part of a multi-user workflow. This can be useful for jobs that require someone else's expertise or that span multiple shifts.-enabled forms or forms sent for editing could result in updated items in SharePoint.
Update an existing item	The system displays the Match column as part of the column mapping table. When the destination executes, it updates the item that matches the selected column values. Note: When the destination finds a match, it updates the item. If a mapped question is unanswered or missing, the system clears any existing data in the mapped column. If you select more than one match column, the system must match all values. If more than one item matches the value, the system only updates the first match.

Data from Repeatable Sections

You can create multiple items in a SharePoint list with data from a Repeatable Section. When you configure your destination, you can select an option to use it as a Repeatable Destination.

For example, when a user submits a form with a list of parts:

The destination sends the data from each row in the repeatable section to the SharePoint list:

Note:All SharePoint destinations automatically create the ProntoForms ID column. Repeatable Destinations also create the ProntoForms Row ID column.

Prerequisites to configure a SharePoint List Data Destination

• Your team must be on the Advanced or Enterprise tier.

• You must be either

  • a ProntoForms Admin user, or

  • a member of a FormSpace FormSpaces are where forms are stored and organized in the ProntoForms Web Portal. A ProntoForms Team may have multiple FormSpaces, depending on their needs. Admins can set FormSpace permissions to control which users have access to the forms in that FormSpace. group with Can Create permissions.

• Your team must have a Microsoft 365 connection configured.

  Note:We recommend that you create a dedicated Integration User account for your Microsoft system and use that account to set up ProntoForms Connections A Connection is an integration point that's used to link a ProntoForms Data Source or Data Destination to an external service to import or export data. Data Destinations and Data Sources that share the same external service can also share the same Connection..

• The account you use for the connection must be in a group in SharePoint with Edit, Design or Full Control permissions.

• If you want to use this as a Repeatable Destination, you must have a form with a Repeatable Section configured. Note the Repeatable Section Unique Identifier.

Steps to configure a SharePoint List Data Destination

1. Go to MANAGE FORMS > Data Destinations > CREATE DATA DESTINATION > Microsoft SharePoint List.

   Result: The system opens a new Microsoft SharePoint List Data Destination in edit mode.

2. Enter a Name and a Destination Unique Identifier.

3. Do you want to send data to a SharePoint list from a Repeatable Section?

   • If yes, select Use as a Repeatable Destination for a Repeatable Section, and then enter the Repeatable Section Unique Identifier.

     

     Tip:Ensure that you enter the correct ID. Remember, if you change a section unique ID, the linked destination does not automatically update.

   • If no, select Use as a Regular Destination for a form.

   Note:Once you link the destination to a form, you can’t change the destination type.

4. On the Filtering tab, configure the conditions that each submitted form must meet for the Data Destination to execute.

   Info:Refer to the following topics for details about Data Destination filtering depending on your Data Destination type:

   • Regular Destination—Applying Filtering to Data Destinations

   • Repeatable Destination—Create Filter Rules for Individual Rows in a Repeatable Destination

5. On the Connection tab, select an existing Microsoft 365 Connection or create a new one.

6. On the List Configuration tab:

   • Enter the location and name of the SharePoint list you want to create or update.

     • To create a new list, enter a new list name or DREL expression.

     • To update an existing list, enter the name of an existing list.

     Info:The section Site Prefix and List Path describes how to enter the list location and name in more detail.

   • In the Column Mapping section:

     • Select the option to create or update items in your SharePoint list.

     • Map form data to specific columns in your list.

7. Create your Data Destination.

   Tip:Remember that you need to link the Data Destination to each form that you want to trigger this destination.