Hosting File Attachments on SharePoint

File attachments in AgileForms are limited to 5 MB. This feature enables you to use SharePoint to host file attachments, and then display the attachments in an AgileForm as a hyperlink to a SharePoint document library. This enables you to have larger file attachments, and to attach documents to AgileForms that are managed in SharePoint.

Prerequisites

• AgileForms SharePoint Integration installed.
• AgileForms Back Office Connector installed.
• A SharePoint document library you want to use for AgileForms attachments.

Navigation

1. In AgilePoint Envision, open an AgileForms process model.
2. In your AgileForms process model, add an AgileShape from the AgileForms Stencil.
3. Select the AgileForms AgileShape.
4. If the Properties pane is not displayed, click Show Properties.
5. On the AgileForm Properties, in the Edit Form field, click the Ellipses button.
6. Log on to AgilePoint Server.

Instructions

1. On the AgileForms Designer, complete the following fields:

   Field Name	Value
   Type	User Upload
   Name	The field name of your choice

2. Click Add.
3. Configure the properties of the User Upload control as desired.
4. On the AgileForms Designer, click the Integration tab.
5. Complete the following fields:

   Field Name	Value
   Type	SharePoint Document Library
   Name	A name of your choice for the integration
   Status	Pre-Submission

6. Click Add.
7. On the SharePoint Fields Wizard select the following:

   Field Name	Value
   Select the SharePoint Server, and press "Get Webs" to retrieve the Webs available	The SharePoint server that hosts the document library where you want to store your AgileForms file attachments.

8. Click Get Webs.
9. On the SharePoint Fields Wizard select the following:

   Field Name	Value
   Select the SharePoint Web, and press "Get Document Libraries" to retrieve the Document Libraries available	The sub-site that hosts the document library where you want to store your AgileForms file attachments. If there is no sub-site, enter a forward slash (/).

10. Click Get Document Libraries.
11. On the SharePoint Fields Wizard select the following:

    Field Name	Value
    Select the required Document Library, and press "Get Library Columns" to retrieve the Library Columns available	The document library where you want to store your AgileForms file attachments.

12. Click Get Library Columns.
13. On the SharePoint Fields Wizard select the following:

    Field Name	Value
    SharePoint list columns	Select any columns you want to associate with data from fields in your form. Note the following: These are additional metadata columns to support the form attachments. These columns do not affect your attachment or the links to your attachment For any columns you add, you must associate a form field using a Form Field Token.

14. Click Select Library Columns.
15. On the SharePoint Document Library Integration for New Form page, complete the following fields:

    Field Name	Value
    Document Name	Specifies a prefix that will be appended to the attachment file name at runtime. Optionally, you can enter {[Data Name for User Upload control]} to use only the file name. Example: {MyUploadField} Do not leave this field blank.
    Document	Select User Upload, and click Select.
    Field Token	Enter a value in the following format: {[Data Name for User Upload control]:File} Example: {MyUploadField:File}
    Replace file with link?	Select to specify that the file attachment in the form will be replaced with a hyperlink.
    Link Base URL	Specifies the base URL for document links. In other words, the URL in the form is [base URL]/[file name].

16. Associate library columns with form fields as required. You must map form fields to the SharePoint columns that are required in your document library.

    Field Name	Value
    Library Column	Specifies the column name to which you want to populate form data.
    Form Field Token	The Data Name from a field in your form. Enter a value in the following format: ([Field Data Name]) Example: (MyField)
    Delete	For any columns you add, you must associate a form field using a Form Field Token. If you do not want to associate a library column with a form field, click Delete to remove the column from the list. If you do not delete unused columns, errors will occur.

17. Click Add.
18. Click Save Form.