How to update items in a SharePoint list

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You can update values in your SharePoint list directly from your Formotus forms.  This allows you to not only query your SharePoint lists, but have your users make immediate changes if needed.

HOW TO SET UP YOUR FORM TO UPDATE A SHAREPOINT LIST

First, you must have a SharePoint list.  Second, you need a Repeating Section control in your Formotus form.  With these ready, now you can connect your form to your SharePoint list and set your form up to update items. 

Step 1. Query your SharePoint list.  In the right panel of the Formotus creator, select Data>Query>+ DATA SOURCE

Select SharePoint and NEXT

Now complete the new data source wizard.

Name: You can create any name you like for the data connector in your form. 2 guidelines for the data connector name: special characters (such as @, #, $, %, &, +) are not supported; the name cannot contain a blank space. Example of names you can use: List_1List_2 etc.

Query from: You can query from either a SharePoint library or a SharePoint list. In this example we are querying from a list so please select SharePoint List.

SharePoint URL: Paste your SharePoint URL here, make sure that it is a SharePoint list URL. 

Authentication: There are 2 authentication methods to select from Standard or Custom. Choosing Standard requires you to add the credentials for your SharePoint server. Custom authentication does not require any credentials.  This setting requires that the Federated Login option to be activated on your SharePoint account. Learn more about Standard and custom SharePoint authentication

Query on load: This option for your form will trigger a query when the mobile user opens it.  This query will prompt the mobile user for credentials to the SharePoint server when the form is opened. Make sure to check this option if you don't have a query button.

Offline Cache: Caching data in your form will improve the performance of your forms when your mobile users are working offline without a connection to your data stores.  The data is cached and can be refreshed by the mobile user manually when they have network connectivity. 

Attach credentials: Attaching user credentials does not prompt the mobile user for credentials. All information will be encrypted in the form.

Configuration: In this section you can select the SharePoint columns that you want to push to your form. If you selected Standard authentication then the columns will be displayed in the table.

If you selected Custom authentication then you have to provide the List id and add the columns manually.

 

Once finished, select the DONE button and your form is now ready to query the SharePoint list you selected.

Step 2. Set up your Repeating Section control to contain the data from your SharePoint list.  In my example, my SharePoint list has 2 columns and I want them both to have the ability to be updated.  To accomplish this, I will add 2 textboxes in my Repeating Section control by selecting + Click here to add controls and choosing a Textbox control.  (Note: Depending on the type of values in your SharePoint list, you can use different controls other than textboxes). 

After adding controls to the Repeating Section control, select it to show the Properties in the left panel and select Logic.

Under Logic, select EDIT DATA SOURCE as shown below.

In the Repeating Section Data Source wizard, choose your Data source in the dropdown, select the Update Items checkbox, and match your control fields to the columns in your SharePoint list.  (Note: you will notice my textbox control labels match the columns in my SharePoint list to keep things organized)

Now select DONE, and your form is now ready to query and update items in a SharePoint list.  Below is my simple SharePoint list with 2 columns.  These are the two columns that will be queried and shown on my device.

When my form opens on my device, my SharePoint list is automatically queried and shows the appropriate values.  Notice the values below match the values in the SharePoint list above.

Now I will change the values in my form, and select the green UPDATE button.

Notice my SharePoint list below now has the values I entered in my form.  The mobile user can continue to update items if desired.

 

 

 

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