Output to SharePoint

The Output to SharePoint action task can be used to send files to an existing Microsoft SharePoint server.

Example Workflow process

This task is put into effect in the following use cases and example processes:

Note that Capture is only available with PlanetPress Suite.

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, with optional Metadata.

Processing

The task connects to the selected Document store and uploads the current data file. If the file already exists, it will be overwritten and, if this option is selected, marked as "checked in". The information accompanying the file (the SharePoint Metadata) is either updated or created.

Output

The output of this task is the original data file.

Task properties

General Tab

  • SharePoint Site: The name of the SharePoint site where you want to send the files. 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 send the files. You can click on the Refresh button to display a list of libraries on the SharePoint site selected previously.
  • Folder: The folder location in the document library where your files will be sent. 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.
  • Force folder creation: If the folder does not exist, it will be created.
  • Error if the file name exists: Task will generate an error if the file name is already there.
  • Mark the document as checked in: Sets the "Checked in" property of the document on the SharePoint server.
  • Configure Fields: Opens the Configure SharePoint Metadata Fields dialog.

Configure SharePoint Metadata Fields dialog

This dialog lets you setup the information you want to assign to the SharePoint Metadata information. It contains one line for each field present in the SharePoint document library.

  • Field Name: Name of the field as set in SharePoint Document Library.
  • Field Information: The information to enter in the SharePoint Document's Metadata for this field.
  • Use PDF/A: Check to use the information contained within an PDF. This PDF must have been created with PlanetPress Image and contain an Index field (data selection) of which the name corresponds exactly to the Field Name in the SharePoint Document Library. If this option is checked, the Field Information will change to "Use PlanetPress Index (PDF/A)".
  • Field Type: The type of field as set in the SharePoint Document Library. The following SharePoint field types are supported by the SharePoint output task:
    • Single line of text: This type may contain a string of any type of characters. This is the most flexible type of field. Use this type when you are not sure if the constraints of the other types of fields will be appropriate.
    • Multiple line of text: This type may contain multiple lines of text.
    • Choice: This type contains the menu to choose from.
    • Number: This type may contain a number (1, 1.0, 100). The decimal separator is “.” in the plugin.
    • Currency: This type contains the currency ($ …).
    • Date/Time: Date/Time fields contain a date and time
    • Yes/No: Yes/No (menu to choose from). If passing a variable, has to be either "Yes" or "No".
    • Hyperlink or Picture: This type contains an html hyperlink or picture.

Note: Document libraries using the Content Type system in SharePoint 2007 and higher (as well as Windows SharePoint Services 3.0 and higher) are supported in PlanetPress Workflow 7.4 and higher only.

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 log-on 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.

On Error Tab

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

Miscellaneous Tab

The Miscellaneous tab is common to all tasks.

It contains a text area (Task comments) that lets you write comments about the task. These comments are saved when the dialog is closed with the OK button and are displayed in The Task Comments Pane.

Check the option Use as step description to display the text next to the icon of the plugin in the Process area.

The tab also provides an option to highlight the task in The Process area with the default color, set in the Preferences (see Colors), or the color selected or defined under Highlight color on this tab.
To revert the selected highlight color to the default color, open this tab, turn the Highlight option off and close the dialog with the OK button; then turn highlighting back on.
Highlighting can also be turned on and off via the task's contextual menu and with the Highlight button on the View ribbon.