Upload to SharePoint

Updated a few days ago

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4 min read

Overview

 

This action will upload files to SharePoint cloud storage.

 

Rules

 

  • When configuring the action, the user will be prompted to pick a SharePoint folder as a destination
  • They will have to sign in to SharePoint first if they haven't entered their SharePoint credentials yet. Sign in screen will be opened in another tab.
    • Beware that the browser's pop-up blocker may block the tab from opening
  • After signing in, the list of folders will be presented so the user can pick the desired location
    • Please note that we only show the first 100 files in a folder. In case there are more, we write “Showing first 100 files only” at the bottom of the list.
  • SharePoint's instance top-level "folders" are called Sites. You can't pick a location in the root of SharePoint's instance nor the root of any site. You have to go at least one level deep, e.g. devwillow.sharepoint.com/Site/Documents.
    • Until you're at least one level deep, Upload Here Button will not be shown, signalling that that location can't be picked as an upload location
  • Note that the access rights need to be configured on SharePoint too. For example, if you pick a location in SharePoint action, all the users that upload the files must be set as eligible to access that location in SharePoint. Otherwise, they will get a SharePoint error trying to upload files.
  • Create new subfolder at the location lets the user specify the extension to the specified location path.
    • The path specified here may (and typically will) be dynamic, which means it will depend on the metadata variables of the file (e.g. when you want to categorise your files in Current year / Current month folders or create a CustomerID folder for each customer)
    • It will create a subfolder at the desired location or use the existing folder if it's already created and put the files in it.
    • Maximum number of characters for subfolder name is 200
    • Characters : “ # % * : < > ? \ | ~ & ゛ဧ $ are forbidden when you try to put them directly in the text field for the subfolder path. If you use metadata value for the subfolder path, then the aforementioned characters will be replaced with “-”.
    • If a file/folder needs to be named after a Microsoft platform reserved name, Willow360 will rename it by adding a dash (-) to the end of the name
      • Reserved names: COM0, COM1, COM2, COM3, COM4, COM5, COM6, COM7, COM8, COM9, LPT0, LPT1, LPT2, LPT3, LPT4, LPT5, LPT6, LPT7, LPT8, LPT9, .LOCK, CON, PRN, AUX, NUL, DESKTOP.INI, FORMS, and also “_vti_” sequence anywhere in the name
      • For example, if a folder is to be named "lpt4", Willow will rename it to “lpt4-”
    • When the character “.” appears at the end of the subfolder name, it's replaced with  “-”
    • Enter character is replaced with space
    • Day and month metadata are padded with leading 0 if needed (like 08, 09, 10)
  • Use Default User Credentials concept:
    • Off (default) - User who puts files into the workflow needs to provide their SharePoint credentials to upload files. Files will be uploaded in the name of the user who put files into the workflow.
    • On - User who ticks the checkbox while configuring workflow needs to provide their SharePoint credentials to upload files. Files will be uploaded in the name of that default user. This helps organisations as files can be written to restricted SharePoint folders that only certain users have access to.
  • When files are put into the workflow, the user responsible for providing credentials will get a notification to do so (if the credentials weren't provided yet).
    • Note that that will be:
      • Whoever put the files into a workflow in case Use Default User Credentials isn't ticked
      • Default user, otherwise
  • Notification leads directly to the SharePoint Sign In Screen
  • When the file is stuck in Unable to sign in to SharePoint status, there will be the Sign in to SharePoint action on File View and as a bulk action on To-do List. The action will lead to the SharePoint Sign In Screen.
  • After signing in, Willow stores the credentials for that user. Until SharePoint credentials expire, this upload action will be automatic. It will use the existing credentials to upload files and won't bother the user anymore.
  • Furthermore, whenever the credentials are provided, it unblocks all the files waiting for SharePoint sign in, even files in another workflow.
  • Credentials can be cleared only in Personal Settings > Stored Credentials Panel
  • SharePoint action will create an entry in the File History. The entry will have the link to the chosen location on SharePoint.
  • The way SharePoint deals with the files with the same names is - it overwrites the files, but it keeps the old versions in the Version History
  • Using the SharePoint location in other actions
    • Metadata inputs have the Export Location option, which is a URL to the file on the drive.
    • Only the actions after the Upload to SharePoint action can use its data.
    • If you want more info on the actions where SharePoint location can be used in metadata inputs, please check the Metadata Concept chapter (under Export Location bullet).

 

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