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, Egnyte, and more. This integration is available for the Files tab (and the Plans tab, if you're using Google Drive); the purpose of connecting SharePoint, Google Drive, and Egnyte 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: This article is specifically for SharePoint, Google Drive, and Egnyte. 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:
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
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
- Admin-level access in SharePoint
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 secret Value 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.
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 navigate to the specific project where you want to create the automation.
On the project, go to the Settings tab and, on the right-hand side, scroll down to the "Apps" section and 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.
To create an automation with SharePoint, click on the "+ New automation" button, which will cause a new pop-up to appear. On the pop-up, select SharePoint as the app you'd like to connect your Fieldwire project with. Once you've chosen SharePoint, you'll need to select the only available automation. Lastly, click on "Create automation".
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 automation", 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 Admin-level access in SharePoint. 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.
Click on the blue "Select folder" button, and you'll see a pop-up appear where you'll need to select the library. The library refers to certain tabs within your SharePoint instance where you house files. Once you've selected the library, you'll then need to 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. Once you've chosen the folder and the files within that folder that you want to sync to Fieldwire, click "Connect".
After clicking "Connect", notice that the "Select folder" button is no longer there and the status has changed to "Connecting". Then, 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).
Google Drive
Setting up a Connection to Google Drive
The Google Drive integration is far quicker to set up; however, before doing so, you'll, again, need to make sure that you have both the proper account and project permission levels. (For more information on account-level permissions, check out this article: Introduction to Account Permission Levels: Managers, Account Users, and Project Users). To create a connection with Google Drive, you need the following:
- Either a Business or a Business Plus account
- Be an Account Manager (or Owner) in Fieldwire
- Admin-level access on the app you want to connect to Fieldwire.
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.
Click on the "Integrations" tab, and you'll notice several different apps to which you can connect Fieldwire, including Google Drive. Select the Google Drive app you'd like to connect, and, you'll be brought to another page where you get a brief description of the benefit of connecting that app with Fieldwire as well as the automation that will be provided by the connection between that app and Fieldwire.
Next, click on the blue button that says "Connect Google Drive Account". Doing so will cause a pop-up to appear, which will describe how the app is connected with Fieldwire. In addition, 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]".
Once you've decided on a name, click the blue "Next" button. From here, depending on the app you are connecting to Fieldwire, you could see a few different options where you may need to sign in to the account you're trying to connect to Fieldwire. In the short video below, we're connecting Fieldwire to Google Drive.
Once the connection has been established, you should see "Connection success" in green. Then, click "Close" to close the pop-up. You'll be able to see the name of your connected account under the "Connected account" section and there should be a green banner at the top stating that you can now set up automations in the Settings tab of your projects.
Note: You can only have one connected account per listed app. In other words, you can only link one Google Drive account to your Fieldwire account, but you can connect both a Google Drive account as well as a SharePoint account (SharePoint Site).
Setting up an Automation with Google Drive
After you've created your Connection to Google Drive 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 facilitate the connection of Fieldwire to one of your document manager apps. 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
To start, navigate to the specific project where you want to create the automation. Go to the Settings tab and, on the right-hand side, scroll down to the "Apps" section and 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.
To create an automation with Google Drive, click on the "+ New automation" button, which will cause a new pop-up to appear. On the pop-up, select Google Drive as the app you'd like to connect your Fieldwire project with. Once you've chosen Google Drive, you'll need to select the only available automation. Click on "Create automation".
Next, click on the blue "Select folder" button, and you'll see a pop-up appear where you'll need to select the Google Drive folder that you want to sync to Fieldwire (you can select subfolders as well). In the GIF above, we're creating an automation between Fieldwire and Google Drive so that the files in the "My Demo folder" in Google Drive are automatically synced with the Files tab in Fieldwire. Once you've chosen the folder that you want to sync to Fieldwire, click "Connect".
After clicking "Connect", the "Select folder" button is no longer there and the status has changed to "Connecting". Then, once it's completed the sync, the status will change to "Connected". In addition, under the "Google Drive folder" section, it lists "My Drive / Fieldwire / My Demo folder" to indicate the file path Fieldwire will be pulling from. As it states under the "Fieldwire folder" section, the folder you selected will sync directly to your projects "All files" view. So, in this case, the files within the "My Demo folder" will pull into Fieldwire.
Now, when you navigate to the Plans tab or the Files tab in Fieldwire, you'll see the Google Drive folder you selected as well as all of the files that were within that folder.
Egnyte
Setting up a Connection to Egnyte
Connecting Fieldwire with Egnyte is also relatively straightforward, and you'll find that it is very similar to setting up Sharepoint. As with Sharepoint and Google Drive, before connecting Fieldwire with Egnyte, 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 Egnyte, you will need the following:
- Either a Business or a Business Plus account in Fieldwire
- Be an Account Manager (or Owner) in Fieldwire
- Admin-level access in Egnyte
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 Egnyte app.
- Here, you'll be brought to another page where you get a brief description of the benefit of connecting Egnyte with Fieldwire as well as the automation the connection between that app and Fieldwire will provide.
2. Click on the blue "Connect Egnyte account" button.
3. 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]".
4. Click "Next".
5. Fill in the field for the Subdomain.
- Open Egnyte on your web browser and use the URL of your SharePoint.
- Note: Your Subdomain will not be "jherbulotfieldwire3" as shown in the short video below. It will be specific to your instance of SharePoint.
6. Click the 'Connect' button.
7. Click 'Allow access' after being redirected
- If the connection to Egnyte 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 Egnyte to Fieldwire. For steps on how to create an automation, proceed to the next section.
Setting up an Automation with Egnyte
After you've created your Connection to Egnyte at the Account-level, you can create an “automation” in your projects. 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).
As mentioned previously in this article, automations are where the magic happens - they facilitate the connection of Fieldwire to one of your document manager apps. 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
To create the automation, follow these steps:
1. Click on 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.
- 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. Select "Egnyte".
7. Select the only available automation. Click on "Create draft".
8. Click on the blue "Select folder" button
9. Choose the Egnyte folder that you want to sync to Fieldwire (you can select subfolders as well).
- In the GIF below, we're creating an automation between Fieldwire and Egnyte so that the files in the "Project Cold Storage" in Egnyte are automatically synced with the Files tab in Fieldwire.
10. Click "Connect" once you've chosen the folder that you want to sync to Fieldwire.
- After clicking "Connect", 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".
- Note: The video below was slightly sped up as you may need to wait ~30 seconds before the status changes from "Connecting" to "Connected". If you're still not seeing the status update, please refresh your page.
Under the "Egnyte folder" section, it lists "Shared / Documents / Project Cold Storage" to indicate the file path Fieldwire will be pulling from. As it states under the "Fieldwire folder" section, the folder you selected will sync directly to your projects "All files" view. So, in this case, the files within the "Project Cold Storage" will pull into Fieldwire.
Now, when you navigate to the Plans tab or the Files tab in Fieldwire, you'll see the Egnyte folder you selected as well as all of the files that were within that folder.
Frequently Asked Questions
Once an automation is set up, how long does it take for changes made in Google Drive to display in Fieldwire?
If you alter a large number of plans (100+), you can expect for it to take up to a few hours for the changes to be reflected in Fieldwire.
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.
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?