Many organizations use Egnyte as the enterprise content storage and collaboration solution for all their documents — including any completed forms. The GoFormz-Egnyte integration automates the process of uploading your completed form PDFs to the appropriate folder in your Egnyte account.

There are two steps to configure an Egnyte integration:

  • Create a new Egnyte connection: First, you must create a connection to the Egnyte application, so that GoFormz knows which Egnyte account it should use.

  • Create the workflow: Next, you create the GoFormz workflow that will auto-upload your forms to Egnyte upon form completion.

Creating a new Egnyte connection

Before you begin, make sure that you have an existing Egnyte account and you know the credentials for the account. To create an Egnyte app connection, do the following:

  1. Select Connected Apps from the More dropdown at the top of the GoFormz interface to navigate to the App Connections screen.

2. Select Egnyte & Add Connection to bring up the Start a new connection window. 

3. Enter the custom subdomain used by your Egnyte account and click Next.

4. Enter your Egnyte credentials (username and password) and click Log in. This step is omitted if you are already logged into your Egnyte account.

5. Click Allow Access to complete the integration. This will allow GoFormz to read and write files to your Egnyte account. GoFormz will not manage any of your Egnyte settings.

The new connection will appear on your connections list with a generic name like “Egnyte Connection 2”. We recommend renaming your connection with a more descriptive name (e.g. including your Egnyte username in the connection name), especially if you plan to use multiple Egnyte connections. This will make it much easier to tell your connections apart from each other.

Creating an Egnyte workflow

Workflow automation provides a way to automatically upload PDF versions of your completed forms to your Egnyte account.

To set up GoFormz to automatically upload completed forms to your Egnyte account, follow the steps below. See here for more on automated workflows in general.

  1. Initiate workflow creation. Navigate to the Workflow Tab and click the Create button in the top right corner.

2. Select the Egnyte workflow recipe. In the Add Workflow dialog box that appears, select the Egnyte File Upload recipe from the dropdown and click Next. An empty workflow will appear on your screen with the following steps: Form Completed trigger, Export Form to PDF, and Upload File.

3. Optionally, change the name of your new workflow. Click the icon to the right of the default name and type in the new one. While this is not necessary, we strongly recommend making your workflow name more specific than the default “Egnyte File Upload” — for instance, you may want to include the name of the form template to which this workflow applies.

4. Set up the Form Completed trigger. The trigger options allow you to select who the form was completed by (Anyone, Specific User, or Group) as well as the Template the form is based on. If the Template input is left blank it will trigger based on Template. Additionally you can set if the Workflow should trigger only after the initial form completion. Click Next when you are done.

5. Set up the Export Form to PDF action. Specify which form Pages should be exported to the PDF. Use dashes to specify page ranges and commas to separate page ranges and numbers; for instance, “1,3-5,8” means that pages 1, 3, 4, 5, and 8 would be exported. Leave this field blank if you want to export all form pages. Click Next when you are done.

The PDF will bear the name of the completed form, unless you specify the Filename under Advanced.

6. Set up the Upload File action. This action will upload your PDF to Egnyte. The following fields must be specified for this step:

  • Connection: From the dropdown, select the Egnyte app connection that should be used for this upload. See here for more about app connections and how to create them.

  • File URL(s): Do not change this field! This field determines which PDF is uploaded to Egnyte and is automatically set to be the PDF that is outputted by the Export Form to PDF step.

  • Destination Path: This determines the Egnyte folder where the PDF will be placed, as well as the name of the PDF. If the Egnyte folder you specify does not already exist, it will automatically be created for you. Workflow variables can be used in filling out this step. In the example below, the text “GoFormz/#{trigger.[Customer]}/#{trigger.[formName]}.pdf” contains the variables "#{trigger.[Customer]}" and “#{trigger.[formName]}”. The first refers to the form field containing the name of your customer, and the second refers to the name of the completed form. So, the completed form will be saved to a subfolder with the customer's name within the “GoFormz” folder in your Egnyte account. See here for more on workflow variables and how to use them.

7. Save and activate the workflow. If you want the workflow to go into effect as soon as you save it, activate it by clicking the Inactive slider in the top right to change it to Active. Finally, click Save in the top right to complete your Egnyte workflow creation.

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