Output to SharePoint

The Output to SharePoint Action Task can be used to send files to an existing Microsoft SharePoint server.

Input

Any data file, with optional metadata.

Processing

The task connects to the selected Document store and uploads the current data file. If the file already exists, it will be overwritten and, if this option is selected, marked as "checked in". The information accompanying the file (the SharePoint metadata) is either updated or created.

Output

The output of this task is the original data file.

Task Properites

General Tab

SharePoint Site: The name of the SharePoint site where you want to send the files. You can click on the Refresh button to display a list of sites on your SharePoint server.
Document Library: The document library where you want to send the files. You can click on the Refresh button to display a list of libraries on the SharePoint site selected previously.
Folder: The folder location in the document library where your files will be sent. You can click the Browse button to display your folder structure. In the Browse Folders dialog, click on the folder you want to use and click OK.
Force folder creation: If the folder does not exist, it will be created.
Error if the file name exists: Task will generate an error if the filename is already there.
Mark the document as checked in: Sets the "Checked in" property of the document on the SharePoint server.
Configure Fields: Opens the Configure SharePoint Metadata Fields dialog.

Configure SharePoint Metadata Fields dialog

This dialog lets you setup the information you want to assign to the SharePoint Metadata information. It contains one line for each field present in the SharePoint document library.

Field Name: Name of the field as set in SharePoint Document Library.
Field Information: The information to enter in the SharePoint Document's Metadata for this field.
Use PDF/A: Check to use the information contained within an PDF. This PDF must have been created with PReS™ Image and contain an Index field (data selection) of which the name corresponds exactly to the Field Name in the SharePoint Document Library. If this option is checked, the Field Information will change to "Use PlanetPress Index (PDF/A)".
Field Type: The type of field as set in the SharePoint Document Library. The following SharePoint field types are supported by the SharePoint output task:
- Single line of text: This type may contain a string of any type of characters. This is the most flexible type of field. Use this type when you are not sure if the constraints of the other types of fields will be appropriate.
- Multiple line of text: This type may contain multiple lines of text.
- Choice: This type contains the menu to choose from.
- Number: This type may contain a number (1, 1.0, 100). The decimal separator is “.” in the plug-in.
- Currency: This type contains the currency ($ …).
- Date/Time: Date/Time fields contain a date and time
- Yes/No: Yes/No (menu to choose from). If passing a variable, has to be either "Yes" or "No".
- Hyperlink or Picture: This type contains an html hyperlink or picture.

Document libraries using the Content Type system in SharePoint 2007 and higher (as well as Windows SharePoint Services 3.0 and higher) are supported in PlanetPress Suite 7.4 and higher only.

Connection Tab

Server Name: The name of the SharePoint server. This can either be a server name (e.g. http://SharePoint2003 ) or an IP address (e.g. http://192.168.1.123 ). Both http:// and https:// (secure) connections are accepted.
Domain: The active directory domain for the logon credentials. This is not necessary if the SharePoint server is not part of a domain.
User Name: A valid username that has access to the SharePoint site and is able to read and write to document libraries.
Password: The correct password for the username.

Examples & Use Cases

This task is put into effect in the following use cases and example processes:

Capture Post Processing Workflow

On Error Tab

By default, any action task, branch, splitter or condition that generates an error will simply be ignored, and the task just under it (not within a branch) will be given control of the job file without any modification. Any initial input task that generates an error will stop the process from running as a whole, and output tasks will not generate output. The On Error tab can be used to overwrite the default behaviors.

Send to Process: Check this option to send the job file to an error management process.
Error Process drop-down: Enabled only when the Send to Process option is checked. Lists any process of which the initial input task is the Input Error Bin task.
Action Group: This group is disabled in the initial input tasks and defaults to Stop Process. In all other tasks where the On Error tab is present, the following options are available:
- Ignore: The task is ignored as if it did not exist, and the job file is passed on to the next task in the process.
- Stop Branch: If the task is in a branch of the process, the branch is stopped and the job file is returned to the process after the branch. The branch will not produce any output.
- Stop Process: The process is stopped and no more processing is done. No further output is produced.
Log Message: Check this option to enable logging a custom error message in the PlanetPress Suite Workflow Tools' log file.
Message: Enabled only when the Log Message option is checked. Enter a message that will be logged in the PlanetPress Suite Workflow Tools' log file. You can use any variables available in PlanetPress Workflow to customize the message.
Store the message in variable: Select in which jobinfo, local or global variable you want to store the message content.
ID: Enter an error ID. This ID will be visible in the Windows Event Viewer. However, the ID is not visible in the PlanetPress Suite Workflow Tools' log file.
Store the ID in variable: Select in which jobinfo, local or global variable you want to store the error ID.
Reset to defaults: Resets all options in this tab to their default values.

If storing the message or ID, if they are store in a jobinfo they will be available in any error handling process where errors are being forwarded. In all cases, if your process continues after the error, the contents of the variables selected in this window will be available for the rest of your process, or whenever they are overwritten.

Common Errors

Though some error messages are specific to a task in particular, others may apply to any and all tasks because they are related more to the system than to PlanetPress itself. Some examples would be W3813, W3830, W3991, W4005. These correspond to issues such as not having any space to write files, permission errors on folders or files, etc.

Comments Tab

The Comments tab, added in PlanetPress Suite 7.5, is common to all tasks. It contains a single text area (Task comments) that lets you write comments about the task. These comments are saved when the dialog is closed with the OK button, and are displayed in The Task Comments Pane.