Connect your SharePoint forms to external sources
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This document discusses how KWizCom Forms can connect SharePoint forms to external data sources. It provides features like loading default field values, conditional formatting, and passing parameters to external APIs or databases. The document demonstrates examples of loading product inventory details from SQL Server as default values and updating inventory quantities after an order is placed. It also shows how to build and manage external data connections and use custom web services to retrieve user profile details.
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Connect your SharePoint forms to external sources
- 1. KWizCom Forms Connect your forms to external data sources Nimrod Geva Product Group Manager nimrod@kwizcom.com 100% SharePoint-Native Forms & Mobile Solution
- 2. External Values Your SharePoint list form SharePoint / LOB system / Database HTTP/S Web request with dynamic parameters Returned external value
- 3. External values– key features • Field default values • Dynamic conditions • Custom actions • Pass dynamic parameters • Update external sources • Cache external values • S.C repository of external values Your SharePoint list form SharePoint / LOB system / Database HTTP/S Web request with dynamic parameters Returned external value
- 4. Ready to use services Your SharePoint list form
- 5. Using external values in your forms
- 6. Demo Loading default values from SQL Server: Load selected product’s inventory
- 7. When selecting a product, I want to load it’s current inventory from SQL Server
- 8. This is the Inventory table from which we want to take the remaining inventory for the selected product
- 9. In the “Orders” list we select the “Dynamic default values” menu
- 10. Click to select an external value
- 11. Select an external value from the external values repository
- 12. Click the relevant external value (that someone has already prepared)
- 13. External value = Function with parameters You can pass current item’s column value by using square brackets []
- 14. Click “validate” to make sure parameter types match Now you can click “OK” to select this external value
- 15. Now you see the selected external value Click to add this default value
- 16. Rendered as R/O label
- 17. Default values is loaded from SQL Server when selecting a product
- 18. Demo Using an external value in field constraints: Make sure order amount doesn’t exceed existing inventory
- 19. Let’s validate that the ordered quantity does not exceed the remaining inventory
- 22. Creating and managing external values
- 23. Click to get to the external values management page
- 24. Click to edit an external value Click to add a new external value
- 25. Type any custom web url Or, use a built-in serivce
- 26. Demo Use existing service: Update product’s remaining inventory in SQL Server when saving order
- 27. When saving the order we want to subtract the ordered quantity from the product’s remaining inventory.
- 28. Use the SQL service with an UPDATE SQL sentence Command=UPDATE Inventory SET AvailableQty=AvailableQty-'[quantity]' WHERE ProductID='[ProductID]' Create an external value called “UpdateInventory”
- 29. We need to set-up 2 field-constraint rules 1 Verify that ordered quantity is less than available inventory
- 30. We need to set-up 2 field-constraint rules 2 This is a dummy constraint (will never fail), conditionally run if ordered quantity is less than inventory. The rule uses the external value that executes the database update.
- 31. Demo Use custom web url: Load user details from SharePoint profile service by using custom ASP.NET page
- 32. We want to load agent’s details from the SharePoint Profile service
- 33. We have created an external value that uses a custom ASPX page that gets a requested property from the profile shervice
- 34. This is our custom ASPX page
- 36. Resources • Product web page: http://www.kwizcom.com/sharepoint-add-ons/sharepoint-list-forms- extensions-feature/overview/ • FREE 30-day evaluation version (SP2007, 2010, 2013): http://www.kwizcom.com/sharepoint-add-ons/sharepoint-list-forms- extensions-feature/download/ • Admin guide: http://catalog.kwizcom.com/sites/pc/Product%20Documentation/KWizCom _SharePoint_List_Forms_Extensions_Feature_Admin_Guide.pdf • Training videos: http://www.kwizcom.com/sharepoint-add-ons/sharepoint-list-forms- extensions-feature/training-videos/ 39
- 37. Thank you! Nimrod Geva Product Group Manager, KWizCom nimrod@kwizcom.com
Editor's Notes
- In version v13.3.00 we’ve introduced a new feature called “External values”. An external value is a web request, that uses dynamic parameters and returns a value of defined type.
- So, where in KWizCom Forms can we use these “external values”? Everywhere! As field default values As values in conditions in all KWizCom Forms setting pages In custom actions
- Ready-to-use services enable you to connect your SharePoint forms to the following sources: Remote SharePoint lists SQL server Oracle Excel files
- In the Default Values settings page you can enter a value or select and external value for a selected field
- Clicking the “external value” picker icon will open the “Select external value” popup In this popup window you will see all the available external values that match your field type (in this example it’s a DateTime field) An external value looks like a function; it can have parameters and returns a value of a defined type. Parameters are surrounded by brackets [].
- To select an external value simply click it, it will appear in the “Value” textbox Now, you can replace the [Product] parameter with a fixed value such as: GetProductInventory(3) for example, or you can provide a dynamic token such as [Today], [ListId], [ListTitle], [Me], or any column from your list surrounded by []. In this example we want to pass the column “Product” as parameter to the external value so we leave it as-is.
- To select an external value simply click it, it will appear in the “Value” textbox Now, you can replace the [Product] parameter with a fixed value such as: GetProductInventory(3) for example, or you can provide a dynamic token such as [Today], [ListId], [ListTitle], [Me], or any column from your list surrounded by []. In this example we want to pass the column “Product” as parameter to the external value so we leave it as-is.
- After you’ve selected your external value, click validate to make sure your external value is formatted correctly, then click OK.
- After you click OK, you’ll see the selected external value as the default value, all left to do is click the “Add Default Value Rule” to add this default value rule to your form.
- External values are stored in a hidden list in the site collection level. To access the list of external values, click the “click here” link in the Select external value popup, this will open a new page showing all the existing external values in the current S.C
- This page is accessible only to users who have the permission to access this list. If you want to manage this list’s permissions to enable other users to access this list, click the link at the bottom of this page. The External value management page displays all available external values, and allows you to edit, delete and add new external values. To edit an external value click the external value’s link. To add a new external value – click the “add a new external value” button at the top of the page.
- Adding/editing an external value, fill-out the following fields: Name Specify a clear and descriptive name for this external value. The name must follow function naming convention (letters, numbers and _ only, no spaces or other special characters), example: GetProductFromCRM. Once you create the external value, its name cannot be changed. Description Enter a description for this external value that will make it easier for other users to understand when and how to use it in their solutions. Url (with query string if needed) Please provide the URL address of the service you wish to get the data from. You can use tokens such as [Today], [ListID], [ListTitle], [Me] or any column from the item surrounded by [] anywhere in the URL or query string. Built in services KWizCom Forms includes 2 sample services you can use right out of the box: Get value from remote list item by item ID Get value from remote list item by specific value Get value from SQL database Get value from Oracle database Get value from excel file Clicking each of these links will populate the URL text area with the selected service’s url. For a more detailed description and usage examples of these built-in services, simply click the ? icon next to the Url text are. Request body/data optionally, if your request requires a body to be sent - please provide the value for the request body here. You can use the same tokens as for URL parameter. Also, if your query string to our built-in services gets too long, you can drop it and place it here instead. Just move everything after the “?” character (without the “?” character) to the request body. User name optionally, if your request does not accept anonymous calls, provide the login information here. Both the user name and password will be encrypted in the database. * Some authentication providers are not supported. Contact our support if you are facing an issue with this. Password optionally, if your request does not accept anonymous calls, provide the login information here. Both the user name and password will be encrypted in the data base. Expected data type returned Select the data type this external value should return. Cacheability this property defines for how long to cache the results of the external value. If your data does not change frequently, a higher number will get better performance. After you have filled-out the form you need to validate your external value (make sure it really works as expected). Click the “Validate” button.