Input from SharePoint

The Input from SharePoint task can be used to retrieve files from a SharePoint server on your network, filtering on your template fields and creating Metadata to use in your process.

When the Input from SharePoint task runs, it first lists all of the files to download then runs the process once for each file in the list. If any new files are added during the process, they will not be touched until the next time the process is scheduled.

This task works with many of the available SharePoint servers:

  • Microsoft SharePoint 2007
  • Microsoft SharePoint 2010
  • Windows SharePoint Services 3.0 SP2
  • SharePoint Foundation 2010
  • SharePoint 2013

It may work but has not been certified with other SharePoint server versions.

Licensing

This plugin requires the OL Connect Workflow Imaging license.

Workflow Imaging is an add-on license bundle for OL Connect Workflow that includes the Image and Fax plugins; see About PlanetPress Image and About PlanetPress Fax.

Without a valid Imaging license, the plugin will fail with an error. In the trial version, the plugin will work.

Input

Any data file present on a SharePoint document store, even those not compatible with PlanetPress Workflow emulations, and the properties of these files.

Processing

The task connects to the selected Document store and retrieves a copy of files according to the specified rules. The files may be deleted or marked as checked out depending on the options selected, otherwise they are untouched.

Output

The output to this task is a series of individual files, one after the other.

Task properties

General Tab

Note: For this tab to work, you must have entered your SharePoint Connection information in the Connection Tab.

  • SharePoint Site: The name of the SharePoint site from where you want to retrieve documents. You can click on the Refresh button to display a list of sites on your SharePoint server.
  • Document Library: The document library where you want to retrieve the files. You can click on the Refresh button to display a list of libraries on the SharePoint site selected previously.
  • Folder: The folder in the document library where your files are located. You can click the Browse button to display your folder structure. In the Browse Folders dialog, click on the folder you want to use and click OK.
  • Input Rule: Lets you define rules to filter incoming files on certain variables, for example the file name, size, etc. Clicking the ... button brings up the Rule Interface.
  • Download files from sub-directories also: Check to also look into subdirectories of the specified Folder.
  • Do not download checked out documents: If the document is set as "Checked Out" in SharePoint, it will be ignored.
  • Action Group
    • Download the document: Simply download the document and do not modify it in SharePoint.
    • Download the document and mark it as checked out in SharePoint: Download the document and mark it as Checked Out in SharePoint. This is useful for preventing files to be downloaded more than once.
    • Download the document and delete it from SharePoint: Download the document and delete it from the SharePoint server.

Connection Tab

  • Server Name: The name of the SharePoint server. This can either be a server name (e.g. http://SharePoint2003 ) or an IP address (e.g. http://192.168.1.123 ). Both http:// and https:// (secure) connections are accepted.
  • Domain: The active directory domain for the logon credentials. This is not necessary if the SharePoint server is not part of a domain.
  • User Name: A valid user name that has access to the SharePoint site and is able to read and write to document libraries.
  • Password: The correct password for the user name.

"Other" Tab

  • Job Information group
    • Information elements: Indicates what Job Info variables are automatically created by the input task.
    • Add lines before first data page: Using the arrows keys you can add any job information directly at the beginning of your data file.
  • Backup input files: Check this to save a copy of each data file that is captured by your input. These files are saved in the PlanetPress Workflow Tools working folders under the "Backup" folder.
    To navigate quickly to the Workflow working folders, press the keyboard shortcut CTRL+ALT+Shift+F4 from within the Workflow configuration tool.
    The number of days to keep backups of jobs processed by input tasks is set per process; see Process properties.
  • Backup filename: Enter the file name that you wish the input data file backup to be saved under.
  • Delete Existing Metadata: Check to remove any Metadata from memory. This option is disabled on initial input tasks, and is checked by default on secondary input tasks.

Job Information definitions

  • %1 - Source file name: Contains the name of the current captured file.
  • %2 - Directory: Contains the name of the SharePoint director from which the current file was captured.

On Error Tab

For a description of the options on the On Error tab see Using the On Error tab.