Process-Based App with SharePoint as the Data Source (Modern)

This topic explains how to create a process-based app with SharePoint as the data source in the Modern Add an App Experience.

Background and Setup

Prerequisites

Good to Know

  • The app that uses SharePoint as a data source can only be accessed through the SharePoint Dashboard app or a SharePoint list. When you create a new list item, SharePoint uses the form-based app, instead of the default SharePoint list form.
  • SharePoint does not have a date-only data type. If you configure a field in SharePoint to show the date only, it is stored in SharePoint as date-time in UTC format. The regional settings of the SharePoint site where this value is stored can result in data changes based on the time zone.

    If you want to use time zone conversion for a date-only value in SharePoint, AgilePoint recommends you use a field that is not data-bound. If a SharePoint date-time field is configured to show the date only, a data-bound field will always send an absolute date.

  • These time zones are not supported for SharePoint data-bound date-only fields. If the regional settings for your SharePoint site is configured to use one of these time zones, you might see a different date in the SharePoint UI.
    • UTC – 11:00 Coordinated Universal Time-11
    • UTC – 12:00 International Date Line West
  • When you create a new app, the first version is automatically checked in.
  • This topic applies to the Modern Add an App Experience. For the Classic Add an App Experience, refer to Process-Based App with SharePoint Data Source (Classic).

How to Start

  1. Click App Builder.

    Build Apps screen
  2. On the App Explorer screen, click Add App.

    Add App button
  3. On the What type of app would you like to build? screen, click Process-Based App.

What type of app would you like to build? screen

Configures the type of app to create.

Figure: What type of app would you like to build? screen

What type of app would you like to build screen

Fields

Field Name Definition

App Type

Function:
Specifies the type of app to create.
Accepted Values:
Default Value:
Process-Based App

How will people identify your app? screen

Configures the basic information for your app.

Figure: How will people identify your app? screen

How will people identify your app screen

Fields

Field Name Definition

App Name

Function:
Specifies a name for your app.
Accepted Values:
One line of text that can have spaces.
Default Value:
None

Language

Function:
Specifies the language for your app.
Accepted Values:
A language from the list.
Default Value:
None
Accepts Process Data Variables:
No

Category

Function:
Specifies a category for your app.
Accepted Values:
A category from the list.

The category list comes from Tenant Settings > Categories tab.

Default Value:
None

Description

Function:
An optional description for your app.
Accepted Values:
More than one line of text.
Default Value:
None

How do you want to set up your process? screen

Configures the basic information for your process.

Figure: How do you want to set up your process? screen

How do you want to set up your process screen

Fields

Field Name Definition

Process Model Name

Function:
Specifies a name for your process.
Accepted Values:
One line of text that can have spaces.
Default Value:
None
Accepts Process Data Variables:
No

Description

Function:
A description for your process.
Accepted Values:
More than one line of text.
Default Value:
None
Accepts Process Data Variables:
No

Process Triggered By

Function:
Specifies what causes the process to start.
Accepted Values:
  • eForms - The process starts when a user submits a form made with eForm
  • External Forms - The process starts when a user submits a form that is made with a form technology other than eForms, such as Java or ASP.NET.
  • Message/Event - The process starts when an e-mail account receives an e-mail, a specified event occurs.
  • System Integration - A specified event happens in an external system, such as Salesforce or a database.
  • Parent Process - The process is the child, or subprocess, to another process.

    If you create a process model in a process-based app that already has a process models, this is the only option.

    The limit of one parent process model in a process-based app was enforced in AgilePoint NX OnPremises v7.0 Software Update 1. In earlier releases, this was a limit according to the license, but the options in this list allowed more than one parent process.

  • SharePoint - A specified event happens in SharePoint. For example, a user creates a list or list item.
  • InfoPath Form Services - A specified event happens in SharePoint On Premises. For example, a user submits a form.
  • Salesforce - A specified event happens in Salesforce. For example, a user creates an entity.
Default Value:
eForms

Number of Swimlanes

Function:
Specifies a number of swimlanes to be added to the Process Builder screen to organize the steps in your process.
Accepted Values:
A number from 0 to 20.
Default Value:
1

Swimlanes Orientation

Function:
Specifies the direction for your swimlanes.
Accepted Values:
  • Horizontal - Shows swimlanes from left to right.
  • Vertical - Shows swimlanes from top to bottom.
Default Value:
Horizontal

Choose Theme

Function:
Specifies a process theme.

Where do you want to store the data for your app? screen

Specifies to store and retrieve the data from the SharePoint data source for your process-based app.

Figure: Where do you want to store the data for your app? screen

Where do you want to store the data for your app screen

Fields

Field Name Definition

Select Data Source

Function:
Specifies the primary data source your app uses to store and retrieve data.
Accepted Values:
Default Value:
AgilePoint Data Entities

How do you want to set up your entity? > Configuration tab

Configures how to get data from SharePoint for your process.

Figure: How do you want to set up your entity? > Configuration tab

Configuration tab

Fields

Field Name Definition

Data Source Name

Function:
Specifies a name for your data source.
Accepted Values:
One line of text with no spaces.
Default Value:
None
Accepts Process Data Variables:
No

SharePoint

Function:
Specifies the access token that connects to your SharePoint site.
Accepted Values:
A list of access tokens configured for your environment.
Default Value:
None
Accepts Process Data Variables:
No
Example:
Refer to:

Site URL

Function:
Specifies the URL for your SharePoint site.
Accepted Values:
A valid SharePoint site URL.
Default Value:
None
Accepts Process Data Variables:
No
Example:
  • http://[machine name]:[port]/sites/[site name]

    Note: You must include the /sites in the Site URL for the site to be created successfully.

List Name

Function:
Specifies the name of your SharePoint list.
Accepted Values:
The name of your SharePoint list.
Default Value:
None
Accepts Process Data Variables:
No

How do you want to set up your entity? > Fields tab

Specifies the fields from your SharePoint list to use in your process.

Figure: How do you want to set up your entity? > Fields tab

Fields tab

Prerequisites

Fields

Field Name Definition

Check box

Function:
Specifies whether to show a SharePoint field on your process.
Accepted Values:
  • Selected - Your process contains the field.
  • Deselected - The field does not show on your process.
Default Value:
Selected

Display Name

Function:
Shows the fields in your SharePoint list.
Accepted Values:
Read only.

Data Type

Function:
Shows the data type of a SharePoint field.
Accepted Values:
Read only.

Required

Function:
Specifies whether the value is required in the SharePoint field.
Accepted Values:
Read only.

Unique

Function:
Shows whether a duplicate value is permitted in the SharePoint field.
Accepted Values:
Read only.

How do you want to set up your entity? > Related Entities tab

Specifies the SharePoint list relationships to use in a process-based app.

Figure: How do you want to set up your entity? > Related Entities tab

Related Entities tab

Prerequisites

Good to Know

Fields

Field Name Definition

Check box

Function:
Specifies whether to use the SharePoint list relationship on your form.
Accepted Values:
  • Selected - Your form uses the relationship.
  • Deselected - Your form does not use the relationship.
Default Value:
Deselected
Example:
Refer to:

Display Name

Function:
Shows other SharePoint lists that have relationships with SharePoint parent list.
Note: The word entity on this screen refers to a container within your data model. For Data Entities or Salesforce, this container is called an entity. For a database, entity refers to a database table. For SharePoint Integration, entity refers to a SharePoint list. For Microsoft Excel, entity refers to an Excel table.
Accepted Values:
Read only.

Data Type

Function:
Shows the data type of your SharePoint list.
Accepted Values:
Read only.

Required

Function:
Specifies whether the related entity is required.
Accepted Values:
Read only.

Unique

Function:
Shows whether a duplicate value is permitted in the related entity.
Accepted Values:
Read only.

Anything else right now? screen

Configures the optional features for your process-based app in the Modern Add an App Experience.

Figure: Anything else right now? screen

Anything else right now screen

Fields

Field Name Definition

Access Tokens

Opens this Screen:
The configuration screen for your access token. The specific screen that shows depends on your access token type.

For more information, refer to Access Tokens.

Function of this Screen:
Configures an access token.

Document Repositories

Opens this Screen:
The configuration screen for your document repository. The specific screen that shows depends on your document repository type.

For more information, refer to Document Repositories.

Function of this Screen:
Configures your document repository.

Style Sheets

Function:
Uploads CSS files to change the look and feel of your eForms.

Groups and Roles

Function:
Creates groups and roles for the access rights for an app.

Images

Function:
Uploads image files to customize your app.

JavaScript

Function:
Uploads JavaScript files to use in eForms.

Who can access your app? screen

Configures the permission groups for an app.

Figure: Who can access your app? screen

Who can access your app screen

Fields

Field Name Definition

App Owners

Opens this Screen:
App Owners tab
Function:
Specifies the users and groups who are App Owners.

App Designers

Opens this Screen:
App Designers tab
Function:
Specifies the users and groups who are App Designers.

App Initiators

Opens this Screen:
App Initiators tab
Function:
Specifies the users and groups who are App Initiators for an app.
Limitations:
Users and groups can only be assigned to the App Initiators permission group after an app is published.

Report Viewers

Opens this Screen:
Report Viewers tab
Opens this Screen:
Specifies the users and groups who are Report Viewers for an app.
Limitations:
Users and groups can only be assigned to the Report Viewers permission group for an app after the app is published.