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Pertinent Information to Submit to SharePoint List
- Configuring this action requires some one-time setup on your Sharepoint site.
- These instructions are for Online. On-prem is being phased out and doesn't require a Client ID or Secret to submit the form.
- If there are any forms that already submit to a list on the same SP site, these steps have already been completed. If you do not have these records please contact doit-webservices for assistance.
- First, register the application in the Sharepoint site settings.
- Page saying that the app identifier has been successfully created will appear. This page will also contain the Client ID and Client Secret needed to complete the Action Configuration in the form submission properties. Copy this information and save it somewhere for future reference, as it can be used for any form submitting to a list within the same SP site.
- Next, grant this app permission to the Sharepoint site.
- Sharepoint List Name
- This is the name of the list on your Sharepoint site that will house the form submissions. The display name is used, not the original name of the list. If the display name of the list is changes in SP it must also be updated in the form submission properties.
- AEM form should contain a hidden text box field named "Title"
- Set a default value, such as "No Title" (there is no 'key/index' component available at this time).
- A 'Title' column is automatically created anytime a new list is established.
- Once a new item is added to the list a workflow in Power Automate can include a step to convert the Title field of the item to a unique value.
- When building the list in SP, the original column names must EXACTLY match the Name (not Title) of the corresponding form field.
- The original column name, heretofore called the 'column FieldID,' can be located at the end of the URL (after the final equal sign) of the page where the column can be edited.
- Ex. https://ilgov.sharepoint.com/DoIT.EAS.WebMod/_layouts/15/FldEdit.aspx?List=%7B7A71CC01%2DF3&Field=Comments
- The column FieldID cannot be changed after the column has been created and saved for the first time. The only way to change the column FieldID is to create a new column.
- For example, if you have a form field named “FirstName” then the matching Sharepoint column FieldID must also be named “FirstName.”
- Both the form field Name and the SP column FieldID are case sensitive, and must match exactly.
- Do NOT create a FieldID that: starts with a number, contains any special characters, or has any spaces.
- Once column has been created you can go back and re-name it any way you want, this will not effect the column FieldID.
- If file attachments are collected on the form, the form field name must be "Attachments" to match the attachments column FieldID. Also, the "Attach files to items in this list" must be enabled in the advanced settings of the SP list.
- The original column name, heretofore called the 'column FieldID,' can be located at the end of the URL (after the final equal sign) of the page where the column can be edited.
- Field types must match as closely as possible between form & list
- Form will NOT submit to list if a 'Lookup' column type is (or has ever been) in the list.
- If both a date and time are collected on the form, they cannot be placed in the same column in the list. The date and the time fields have to be recorded in separate columns. The date can be stored in the 'date and time' column type, but the time cannot. Time can be stored in either a 'single line of text' or 'choice' column type.
- Checkbox AEM form fields work best with the 'Yes/No (check box)' column type.
- Other column types that may cause issues (but have not been tested yet) include: Currency, Person or Group, Hyperlink or Picture, Image, External Data, Managed Metadata.
- Calculated field type can be used in a list, but is not tied to a field from the form.
- Using a multi-choice field on a form can make data analysis on that information virtually impossible, as the selections are saved as a single string instead of an array.
- As a work around use checkbox form fields instead of multi-select dropdown box.
- When in doubt, use a single line of text since it can hold just about anything (i.e., you can place a date in a text field, but you can’t place text in a date field).