SharePoint

The SharePoint connection in linqi allows you to interact with Microsoft SharePoint from processes. For example, you can upload documents, read and create entries in lists, create folders and much more.

info

To be able to use the SharePoint connection, you must activate the corresponding feature in the business unit management.

Connection

To be able to work with a SharePoint server via the SharePoint actions in linqi, you must first create a corresponding connection in the connection management ( button in the navigation). In the connection list, you can use the plus button on the top right-hand side and then select SharePoint.

You have the following options in the connection settings

• Display name:
  The display name helps you to reuse the connection and can be freely assigned.
• Type of authentication:
  Here you can define the way linqi logs on to the server. The following options are available:
  • User name and password:
    Here linqi attempts to log on to the SharePoint server with a user name and password. This can be used for SharePoint OnPremise environments.
  • User and ClientId (SharePoint Online):
    This login type is to be used exclusively for SharePoint Online. Here linqi logs on in the context of a user via Microsoft Entra. You must create a corresponding app registration (see below).
  • ClientId and certificate (SharePoint Online):
    This login type is to be used exclusively for SharePoint Online. Here linqi logs on in the context of an application via Microsoft Entra. You must create a corresponding app registration (see below).
  • ADFS:
    This login type is used to log in to SharePoint via an ADFS server. This can be helpful for OnPremise environments.
• Username:
  If you are logging in in the context of a user (all types except ClientId and Certificate) you must enter the username of the account you want to log in with here. This could be the account of a real person or a service account.
• Password:
  Enter the password of the user you want to log in with here. This cannot be retrieved afterwards.
• Client Id:
  To be able to log in to SharePoint Online, you must create an app registration in Microsoft Entra ID and enter the Client Id here. The details of the app registration requirements can be found in the question mark next to the Client Id field.
• Tenant Id:
  If you use a certificate for registration, you must enter the Tenant Id here. You can also find this on the app registration overview page in Microsoft Entra Id.
• Certificate:
  If you are using a certificate as the type of connection, you must upload the corresponding certificate with private key here.
• Certificate password:
  If you are using a certificate as the type of connection, you must enter the password for the certificate here.

Shared configuration

Many SharePoint actions have a fundamentally similar configuration. Therefore, these general configurations are explained here first so that they are not repeated in every action.

General configuration

In almost all actions, you must first specify a SharePoint web and a list / document library with which the action works. The following configuration options are available for this:

• Connection:
  Select the connection (see above) which is used to log in to SharePoint.
• SharePoint site url:
  The SharePoint site url is the url of the SharePoint site from which data is retrieved or inserted. This normally has the format https://sharepoint/sites/seite. Attachments such as Sites/Page.aspx or Lists/ListName/AllItems.aspx are not permitted here.
• List:
  Once you have specified the SharePoint site url, the available lists and document libraries will be loaded. You can then select the list or document library you want to work with here.

Filter configuration

Many SharePoint actions allow you to define a filter. For example, you can define which entries are loaded or updated. You can define a filter using the following settings:

• Allow multiple entries:
  This option is only available for actions that manipulate data. By default, linqi only allows you to delete, update etc. one entry at a time. This is intended to prevent you from accidentally overwriting or deleting a lot of data in SharePoint. However, if you plan to edit more than one entry at a time, you must activate this option.

• Combine filters:
  Select here whether an entry must fulfill all filters (And) or only one filter (Or) to be affected by the action.

• Filter assignment:
  You can now define the actual filters here. First select the column of the list to be filtered by.
  You can then determine the filter operator via Operator. This allows you to determine whether the column must or must not correspond to a certain value, etc.
  The comparison value then allows you to define which value the column may or may not correspond to.

  For example, if you select Title as the column, Corresponds as the operator and linqi as the comparison value, all entries are found for which linqi is entered in the Title column.

Column assignment

If you want to write values in a SharePoint list, e.g. to create or update an entry, you can define which values are written to which column in the column assignment. You define this assignment as follows:

• File:
  In the case of a document library, you can use this placeholder to define which file is uploaded.
• Column:
  Here you select the column that is to be filled with a value. You can only select each column once.
• Value:
  You can use this configuration option to define the value to be written to the column. You can either enter a fixed value or use a placeholder.
  In the case of a taxonomy field, you can also open a dialog via a button above the text field to select an entry.

Activate error output

As soon as you activate this switch, you can Intercept and process errors.

Actions

Query SharePoint item

You can use this action to query items from a SharePoint list or document library. The following configuration options are available:

• General configuration:
  The general configuration (see above) defines the list from which you want to query items or documents.
• Filter configuration:
  You can use the filter configuration (see above) to define which entries or documents you want to query.
• Columns to be loaded:
  Use the dropdown to select which columns you want to load. These are then available as placeholders. The fewer columns you load, the faster SharePoint can process the request.
• Download files:
  If you are requesting data from a document library, you can activate this option to download not only the metadata but also the actual files. This allows you to work with the files, e.g. to display them in a form or to transfer them to other third-party systems. If you do not download the documents, the request can be processed more quickly.
• Sort column:
  Here you can optionally select a column by which the results are sorted and define whether the results are sorted in ascending or descending order.
  This can be helpful, for example, if you want to display the results in a table in a form.
• Maximum number of entries to be queried:
  You can use this option to specify that you only want to query the first n entries. For example, if you enter 1 here, only the first entry that matches the filter will be queried.
  This can be particularly useful in combination with the sort column, e.g. to query only the most recent entry.
• Remove duplicates:
  If this option is activated, duplicates are removed from the results. A duplicate is any entry in which all column values are the same.
• Target folder:
  If you want to search through all entries in the list, leave this field empty. Otherwise, you can specify the path within the target list under which entries are searched for. You must separate multiple folders with /. The value Processes/linqi would therefore mean that only objects below the folder Processes->linqi are searched for.

This action provides the following placeholders:

• Any selected column:
  Each selected column can be selected as a placeholder. Outside of loops, all entries are separated by a comma.
• Number of items:
  You can use this to reference the number of items found. You can also use this in conditions, for example, to check whether an entry exists.
• Files:
  If you download files from a document library, you can use this to reference the downloaded file.
• Entries:
  Within a loop or, for example, a table in a form, you can use this to reference the entries that are then run through.

Create SharePoint item

You can use this action to create an entry in a list or upload a document to a document library. The following configuration options are available:

• General configuration:
  The general configuration (see above) defines in which list or document library you want to create an item.
• Column assignment:
  You can use the column assignment (see above) to define which values are to be written to the various columns for the new entry or which file is to be uploaded.
• Target folder:
  If you want to create the object at the top level, leave this value blank. Otherwise, you can specify the path within the target list under which the new object is to be created. You must separate multiple folders with /. The value Processes/linqi would therefore mean that the new object is created under the folder Processes->linqi.

This action provides the following placeholders:

• Id of the created entry:
  You can use this to reference the ID of the newly created entry. You can use this, for example, to subsequently update the entry.

Update SharePoint item

You can use this action to update one or more items in a SharePoint list or document library. The following configuration options are available:

• General configuration:
  The general configuration (see above) defines in which list or document library you want to update an item.
• Filter configuration:
  You can use the filter configuration (see above) to define which entries or documents you want to update.
• Column assignment:
  You can use the column assignment (see above) to define which new values are written to the columns. Only the columns that you specify here are updated. In the case of a document library, you can also define the new file content here.
• Target folder:
  If you want to search through all entries in the list, leave this field empty. Otherwise, you can specify the path within the target list under which entries are searched for. You must separate multiple folders with /. The value Processes/linqi would therefore mean that only objects below the folder Processes->linqi are searched for.

Delete SharePoint item

This action allows you to delete one or more items from a SharePoint list or document library. The following configuration options are available:

• General configuration:
  The general configuration (see above) defines in which list or document library you want to delete an item.
• Filter configuration:
  You can use the filter configuration (see above) to define which entries or documents you want to delete.
• Target folder:
  If you want to search through all entries in the list, leave this field empty. Otherwise, you can specify the path within the target list under which entries are searched for. You must separate multiple folders with /. The value Processes/linqi would therefore mean that only objects below the folder Processes->linqi are searched for.

Create SharePoint folder

You can use this action to create a folder in a list or document library. The following configuration options are available:

• General configuration:
  The general configuration (see above) defines in which list or document library you want to create a folder.
• Order name:
  Define the name of the folder to be created here.
• Skip if folder exists:
  By default, linqi throws an error if the folder already exists. If you activate this option,
• Target folder:
  If you want to create the folder at the top level, leave this value blank. Otherwise, you can specify the path within the target list under which the folder is to be created. You must separate multiple folders with /. The value Processes/linqi would therefore mean that the new folder is created below the folder Processes->linqi.

This action provides the following placeholders:

• Id of the created folder:
  You can use this to reference the ID of the newly created folder. You can use this, for example, to update the folder afterwards.
• Folder name:
  This placeholder represents the name of the newly created folder.
• Folder path: This allows you to use the full path of the folder. This can be very helpful to use this placeholder as a target folder in other actions, e.g. to create an entry in the created folder.

Check out SharePoint file

This action checks out a file or a list entry in order to block it from being edited by other users. The following configuration options are available:

• General configuration:
  The general configuration (see above) defines the list or document library in which you want to check out an entry.
• Filter configuration:
  You can use the filter configuration (see above) to define which entries or documents you want to check out.
• Target folder:
  If you want to search all entries in the list, leave this field empty. Otherwise, you can specify the path within the target list under which entries are to be searched for. You must separate multiple folders with /. The value Processes/linqi would therefore mean that only objects below the folder Processes->linqi are searched for.

Check in SharePoint file

This action checks in a file or a list entry in order to release it for editing by other users. The following configuration options are available:

• General configuration:
  The general configuration (see above) defines the list or document library in which you want to check in an entry.
• Filter configuration:
  You can use the filter configuration (see above) to define which entries or documents you want to check in.
• Version type: A major version is a new version which has been created by a major change, for example. A minor version is a new version that has been created by a minor change, for example. A minor version can, for example, be a correction of a spelling mistake.
• Version comment:
  Here you can enter an optional comment which is associated with the version. This comment is also displayed in the version history of the SharePoint.
• Target folder:
  If you want to search all entries in the list, leave this field empty. Otherwise, you can specify the path within the target list under which entries are to be searched for. You must separate multiple folders with /. The value Processes/linqi would therefore mean that only objects below the folder Processes->linqi are searched for.

Assign SharePoint permissions

You can use this action to assign permissions to a web, a list or individual list entries. The following configuration options are available:

• General configuration:
  The general configuration (see above) defines in which web, list or document library you want to assign an authorization.
• Authorization level:
  After you have entered a SharePoint site url, the available authorization levels are loaded here. An authorization level is created in SharePoint and defines which rights people should have to the entry.
• Assign to:
  Here you can define which persons or groups should receive the authorizations.
• Authorization target:
  Determine here whether the authorizations are assigned at web, list or list entry level.
• Filter configuration:
  If you want to assign the authorizations at list entry level, you can use the filter configuration (see above) to define which entries or documents should receive the authorizations.
• Target folder:
  If you want to assign permissions at list entry level, you can specify an optional folder here in which to search for entries. If this value is empty, all entries are searched.

Reset SharePoint permissions

You can use this action to reset the permissions of a web, a list or list entries to the original value. The following configuration options are available:

• General configuration:
  The general configuration (see above) defines in which web, list or document library you want to reset the authorizations.
• Authorization target:
  Determine here whether the authorizations are reset at web, list or list entry level.
• Filter configuration:
  If you want to reset the authorizations at list entry level, you can use the filter configuration (see above) to define which entries or documents should receive the authorizations.
• Target folder:
  If you want to reset the authorizations to list entry level, you can specify an optional folder here in which to search for entries. If this value is empty, all entries are searched.

SharePoint event

In some cases, it may be necessary to start a process automatically when a document is uploaded to SharePoint or a list entry is changed. For example, you can start an approval process or carry out an automatic notification. The following configuration options are available:

• General configuration:
  The general configuration (see above) defines in which list or document library you want to react to an event.
• User context:
  Enter the person for whom the process is started here. You can of course then assign a new person or group based on the SharePoint event via Assign process agent.
• Event type:
  Here you can select whether the event reacts when a new entry is created and / or when an entry is updated.
• Filter configuration:
  You can use the filter configuration (see above) to specify that a process is only started in certain cases. If a filter is defined here, a process is only started if the entry corresponds to this filter.
• Columns which are loaded:
  Use the dropdown to select which columns you want to load. These are then available as placeholders. The fewer columns you load, the faster SharePoint can process the request.

This action provides the following placeholders:

• Any selected column:
  Each selected column can be selected as a placeholder. Outside of loops, all entries are separated by a comma.