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

There are two steps to configuring a OneDrive integration:

CREATING A NEW OFFICE 365 CONNECTION

Before you begin, make sure that you have an existing Office 365 account and you know the credentials for the account. To create an Office 365 app connection, do the following:

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

2. Click Add Connection next to the Office 365 application block to bring up the Office 365 Authorization window.

3. Enter your Office 365 credentials (username and password). This step is omitted if you are already logged into your Office 365 account. Please confirm that this is the appropriate account for your connection. If you do not want it to be tied to your personal account, you may need to enter incognito mode. Note, any future password changes associated with this account will require you to re-authenticate.

4. On the next screen, click Accept to complete the integration. This will allow GoFormz to read and write files to your Office365 account. GoFormz will not manage any of your Office365 settings.

Please note that whoever makes the connection of the application will be tied to the integration activity. For example, on the Upload File step, it will show the person who connected the app as the uploader of the file. We recommend creating a 'GoFormz Integration' account for your Office 365 account, if you don't want the activity tied to your personal Office 365.

The new connection will appear on your connections list with a generic name like “Office 365 Connection 2”. We recommend renaming your connection with a more descriptive name (e.g. including your Office365 username in the connection name), especially if you plan to use multiple Office 365 connections. This will make it much easier to tell your connections apart from each other.

CREATING A ONEDRIVE UPLOAD WORKFLOW

GoFormz Workflows let you automatically upload PDF versions of your completed forms to a cloud storage account. To set up GoFormz to automatically upload completed forms to your OneDrive account, follow the steps below.

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

2. Select the OneDrive workflow recipe. In the Add Workflow dialog box that appears, select the OneDrive 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 “OneDrive 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. Select the desired form template from the Template dropdown. In the example below, we chose the "Demo Work Order". This means that the workflow will initiate whenever a form created from this template is completed. 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. Specify Filename if you would like it to be different than the form name. If left blank the file will be uploaded with the form name. Click Next when you are done.

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

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

  • Upload Path: This field determines the OneDrive folder where the PDF will be placed. If the OneDrive 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 “Shared/GoFormz/#{trigger.[customerName]}/” contains the variables "#{trigger.[Customer Name]}”. This refers to the form field containing the name of your customer. So, the completed form will be saved to a subfolder with the customer's name within the “GoFormz” folder in your

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

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 OneDrive workflow creation.

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