Integrations Tab: Setting up SharePoint

IMPORTANT: If you are looking for information about Google Drive or Egnyte, you can find that information in the following articles:

• Integrations Tab: Setting up Google Drive
• Integrations Tab: Setting up Egnyte

Overview

Fieldwire users on a Business or Business Plus Subscription have the option to set up integrations between their Fieldwire account and/or projects and other programs including SharePoint, Google Drive, and more. This integration is available for the Files tab and the Plans tab. The purpose of connecting SharePoint to your Fieldwire projects is that you'll be able to pull items directly from the apps into Fieldwire. It is multiple one-way syncs (not a 2-way sync) that keeps your apps synchronized; thus, it is important for you to define whether Fieldwire or any of these connected apps will be your "source of truth".

Note: Projects connected to SharePoint can now support multiple account connections! This means you can sync files from different accounts or directories to your Fieldwire projects. 

Note: This article is specifically for SharePoint. If you are not interested in using these apps but still want to learn more about connecting apps and setting up automations, please take a look at these articles:

• Integrations Tab: Setting up a Connection
• Integrations Tab: Setting up an Automation

Limits:

• Workato won’t be unlimited like our 2-way sync is. It's limited to fair use, and we will contact you if you are approaching your limit. 
• Integration connections can be facilitated via any of the following browsers: Google Chrome, Microsoft Edge, or Firefox. Safari and the Brave browser cannot be used at all for SharePoint, Google Drive, or Egnyte connections.

Table of Contents

• SharePoint
  • Setting up a Connection to SharePoint
  • Setting up an Automation with SharePoint
  • Automation for Sharepoint and Fieldwire Plans
  • Troubleshooting the SharePoint Connection
• FAQs

Setting up a Connection to SharePoint

Connecting Fieldwire with SharePoint is relatively straightforward; however, before doing so, you'll need to make sure that you have both the proper account and project permission levels in Fieldwire. (For more information on account-level permissions, check out this article: Introduction to Account Permission Levels: Managers, Account Users, and Project Users). In addition, to create a connection with Sharepoint you need the following:

• Either a Business or a Business Plus account in Fieldwire
• Be an Account Manager (or Owner) in Fieldwire
• Global Administrator access in Entra ID

Setup Guidance Options

We have included a video of the setup process from start to finish - feel free to follow this, pausing as needed along the way, or refer to our step-by-step instructions located below!

Video Tutorial

Detailed Instructions

Once you've established that you have the proper permission levels, you'll need to navigate to the "Integrations" tab on your Account homepage, which should be located next to the "Templates" tab.

From there, do the following:

1. Click on the "Integrations" tab

2. Click on the SharePoint app

• Here, you'll be brought to another page where you get a brief description of the benefit of connecting SharePoint with Fieldwire as well as the automation the connection between that app and Fieldwire will provide. 

3. Click on the blue "Connect Microsoft Sharepoint account" button,

4. Give a name to this connection, which will help your teammates identify it.

• You can name the connection whatever you'd like; the default will always be the "[name of the app] - [First & Last Name in your Fieldwire profile settings]".

5. Click "Next". 

6. Fill in the field for the Subdomain.

• The simplest way to do so is to open SharePoint on your web browser and use the URL of your SharePoint.
• Note: Your Subdomain will not be "fieldwire0" as shown in the short video below. It will be specific to your instance of SharePoint.

7. Enter the 'Site name', which can be located in the URL of your SharePoint. 

• Note: Like the Subdomain, your Site name will not be "BESTFR-TEST" as shown in the short video below. It will be specific to your instance of SharePoint.

Once you've entered both the Subdomain and the Site name, you'll need to generate and fill the Client ID and Client secret fields. Under both fields, you'll see a link that will take you to external documentation with steps on how to generate both the Client ID and Client secret.

To generate values for both of these fields, follow these exact steps:

1. Log in to https://portal.azure.com/

• Clicking on the link opens a new window

2. Select Microsoft Entra ID > App registrations > +New registration (under Azure services)

3. Enter a unique name for the application and select a supported account type.

4. Select Web from the 'Select a platform' drop-down.

5. Enter https://www.workato.com/oauth/callback as the Redirect URI and select Register.

• Note: The "Register" button is located in the bottom left-hand corner of your screen and is not visible in the short video below.

6. Select API Permissions from the left-hand menu > "+ Add a permission" 

7. Select the SharePoint option, under Commonly used Microsoft APIs.

8. Select the Delegated permissions option.

9. Expand AllSites within the Select permissions options and select the "AllSites.Write" checkbox.

10. Click the blue "Add permissions" button in the bottom right-hand corner of your screen.

• Note: This button is not shown in the video below.

11. Select Certificates & secrets > New client secret from the left-hand menu.

12. Enter a description for the client secret and set an expiration date for the secret using the Expires drop-down.

13. Select "Add" in the bottom right-hand corner of your screen to create the client secret.

• Note: This button is not shown in the video below.

14. Select the Copy to clipboard icon beside the Value option after you create the secret. This is your client secret. 

15. Paste the Value in the Client secrets field in Fieldwire.

16. Select Overview from the left-hand menu and copy the Application (client) ID value.

17. Paste the value in the Client ID field on Fieldwire.

18. Click "Connect" in Fieldwire and login to your Microsoft account through the prompt.

If the connection to SharePoint is successful, you'll see "Connection success", and you can click the "Close" button. 

In addition, if the connection is successful, you'll also see a message at the top of your page in Fieldwire indicating that you can now set up an automation in the Settings tab of any project on the account. This concludes the process to connect SharePoint to Fieldwire. For steps on how to create an automation, proceed to the next section.

Connecting Multiple SharePoint Accounts

To connect multiple SharePoint accounts:

1. Go to Integrations tab
2. Select the Microsoft SharePoint app
3. Click + Connect additional account
4. From there, follow all of the same steps listed above in the Setting up a Connection to SharePoint section

Setting up an Automation with SharePoint

After you've created your Connection to SharePoint at the Account-level, you can create an “automation” in your projects. However, as a reminder, before doing so, you'll need to make sure that you have the proper project permission levels. (For more information on project-level permissions, check out this article: Introduction to Project Permission Levels: Administrators, Members, and Followers).

Automations are where the magic happens - they are the ones syncing your apps together. To create an automation you need the following:

• Be an Admin on the Project in Fieldwire where you want to create the automation
• Access to the Project Settings tab in Fieldwire

Once you've established that you have the proper permission levels, you'll need to:

1. Navigate to the specific project where you want to create the automation.
2. Go to the Settings tab and, on the right-hand side
3. Scroll down to the Apps section and
4. Click on the Manage automations button.
   • This will direct you to a new page where all of the automations that have been created for that specific project will be listed.
5. Click on the + New automation button, which will cause a new pop-up to appear.
6. On the pop-up, select SharePoint as the app you'd like to connect your Fieldwire project with.
7. Choose the Sharepoint account you want to connect your Fieldwire project with (if you have multiple Sharepoint accounts connected)
8. Select either the Files or Plans automation
9. Click on Create draft

Note: If you don't see SharePoint listed, click on the "Manage integrations" option, which will redirect you back to the "Integrations" tab on your Account homepage.

Once you click Create draft you'll be redirected to a new page where you'll be able to choose what information from SharePoint you want the automation to pull into Fieldwire. This is another area where it's crucial to ensure that you have Global Administrator access in Entra ID. When you first access this page, notice that the automation is in Draft status. If you leave this page without setting up the automation, you'll need to go back to the Project Settings tab to start over.

1. Click on the blue Select folder button,
2. Select the library.
   • The library refers to certain tabs within your SharePoint instance where you house files.
3. Choose the folder that's located within that particular library.
   • In the short video above, we're creating an automation between Fieldwire and SharePoint so that the files in the "Project Files" folder in SharePoint are automatically synced with the Files tab in Fieldwire.
4. Click Connect
   • After clicking Connect, notice that the Select folder button is no longer there and the status has changed to Connecting.
   • Once it's completed the sync, the status will change to Connected.

As it states under the "Fieldwire folder" section, the folder you selected will sync directly to your projects "All files" view. Now, when you navigate to the Files tab in Fieldwire, you'll see the SharePoint folder you selected as well as all of the files that were within that folder. (For more information about the Files tab, check out this article: The Files Tab).

Automation for Sharepoint and Fieldwire Plans

Once you have established the connection between Sharepoint and Fieldwire, you can create an automation to sync plans that you have stored in Sharepoint directly to Fieldwire. To do so, follow these steps:

1. Navigate to the specific project where you want to create the automation.
2. Go to the Settings tab
3. On the right-hand side, scroll down to the Apps section
4. Click on the Manage automations button.
5. Click on the + New automation button, which will cause a new pop-up to appear.
6. On the pop-up, select Microsoft SharePoint as the app you'd like to connect your Fieldwire project with.
7. Select from the list of Sharepoint accounts that you have previously created a connection with
8. Select Pull SharePoint plans into Fieldwire plans
9. Click Create draft

Watch process below:

Once you done the steps above, do the following:

1. Click on the blue Select folder button, and you'll see a pop-up appear
2. Select the Sharepoint folder that you want to sync to Fieldwire
   • In the GIF below, we're creating an automation between Fieldwire and Sharepoint so that the plans in the "InfoPath Form Template" folder in Sharepoint are automatically synced with the Plans tab in Fieldwire.
   • Note: It is best to start with an empty folder in Sharepoint as only new plans in the folder will be synchronized to Fieldwire. Existing plans in a folder will not be synced.
3. Click Connect
4. After the automation has been created, you can add your plans to the Sharepoint folder, which will be automatically synced to the Plans tab in Fieldwire.

Troubleshooting the SharePoint Connection

When trying to connect SharePoint with Fieldwire, there are a few issues or errors that can happen. The video below will go through some of the most common issues that can occur as well as how to fix it.

A few key notes from the video:

• When generating what you need for the Client secret field, ensure you are copying/pasting the information under Value, NOT Secret ID
• When getting information for the Client ID field, ensure you are copying/pasting the information next to Application [client ID]
• In order to connect Fieldwire to SharePoint, you must be a Global Administrator
  • To check if you're an Admin:
    1. Go to portal.azure.com
    2. Click on Microsoft Entra ID
    3. Click the Roles and administrators tab on the left-hand side
    4. In the search bar next to the Add filters button, search for global
    5. Select Global Administrator
    6. Verify if you are a member of that group
    7. If not, one of the users/emails listed will need to be the one to establish the connection between Fieldwire and SharePoint
  • If you are not at that permission level, you will not be able to set up the connection. To verify/change your permission level, this must be done in Microsoft Entra ID
• It is also possible that your Admin has not yet granted you the permission to connect Fieldwire with SharePoint
  • To rectify this, your Admin must do the following:
    • Go to portal.azure.com
    • Click on Microsoft Entra ID
    • Click App registrations on the left-hand side
    • Select the app that you have created
    • Click API permissions on the left-hand side
    • Click the Grant admin consent for fieldwire.com button
    • Click Yes

FAQs

What are the limitations?

• The automations only track changes that occur in the synced folder. This means that you'll need to create the automation first, and then add your files or plans to it.
• This is a one-way sync; changes made in Fieldwire will not be reflected in Google Drive or Sharepoint.
• Only one automation for Plans can exist per project.
• The limitation for the number of plans that can currently be synced is 1,000.
• Unlike our Box/Dropbox/OneDrive sync, deleting a plan or file in Google Drive/Sharepoint will not result in that piece of data being deleted in Fieldwire.
• The maximum PDF size that can be used is 200MB.

How do we recommend using this automation?

• Choose an empty folder in Sharepoint or Google Drive.
• Create the automation in Fieldwire that ties to this folder.
• Drag and drop your Files (or Plans, if you're using Google Drive) into the Google Drive/Sharepoint folder.

Can I sync a specific folder from SharePoint to Fieldwire?

Not at this time; Fieldwire only supports syncing an entire SharePoint site.

Troubleshooting

Please reference this article if you experience any issues with setup or integration utilization: Integrations Tab: Troubleshooting.

More Information

• Integrations Tab: Setting up a Connection
• Integrations Tab: Setting up an Automation
• How does Dropbox / Box / OneDrive 2-way syncing work?