SharpCloud has the capability of connecting to SharePoint lists directly to import data and create items/relationships.
To be able to use Data Sources, you must authenticate via O365/Azure AD when logging in to SharpCloud.
What is SharePoint?
SharePoint is a collaborative cloud-based service, hosted by Microsoft, used to create sites to share documents and information with colleagues, partners, and customers.
It is provided with most Office 365 accounts, so if you sign in with Azure AD then you will most likely have access to this service.
It can be seen as a similar tool to OneDrive as you can store documents in the cloud, collaborate with others in a team and edit documents in a site.
What is a SharePoint Site?
A SharePoint team site connects you and your team to the content, information, and apps you rely on every day. For example, you can use a team site to store and collaborate on files or to create and manage lists of information. On a team site home page, you can view links to important team files, apps, and web pages and see recent site activity in the activity feed.
What is a SharePoint List?
A SharePoint list is a container for information, similar to a very simple database or spreadsheet. Using a list is the most common way to manage information in a SharePoint site. In a list, data is gathered in rows, and each row is known as a list item.
Note: When pasting your data into SharpCloud the name column is the only required column, although the category column is recommended too since SharePoint uses an internal ID for each of the rows. Unfortunately you cannot bring in data while matching on External ID.
Connecting to SharePoint as a Data Source
There are 7 steps to creating items via a Data Source:
1. To add a data source, navigate to the Data Dropdown and select Data Sources as shown below.
This will generate the Data Source Dialog box, where you can add and maintain data sources.
2. To add a data source, click on “Add Data Source” as shown below.
3. The following dialog box will appear and there will be a few options to choose from, but in this instance, we will select a SharePoint List (online).
You will then choose if you will bring in items or relationships.
4. You must name the data source connection and optionally describe it. Once you’ve pressed Add, you will then be shown a list of all sites available to pull data from. These sites are associated with your O365/Azure AD login, so you will see all the sites that you have created in this Microsoft Account.
5. Once you have selected the relevant site you wish to bring the data from, you will be presented with the items/relationships that will be created/updated/deleted from the data as shown above.
The legend for what each colour means when syncing your data can be found in the top corner of the table. The legend is as follows:
Blue – New – Any row that is highlighted blue means that SharpCloud will create a new item/relationship per row.
Orange – Updated – Any row that is highlighted orange means that SharpCloud will update that item/relationship as it has changed in SharePoint but not yet updated in SharpCloud.
Red – Deleted – Any row that is highlighted red means that SharpCloud will delete this item/relationship as the data no longer exists in SharePoint.
6. For a new data entry, all the rows are going to remain blue as there is currently no data in the story. To define how you want your rows to be interpreted in your story, you can use the settings on the right hand side to pick what columns you want to use as an Item Name and what category you would like the items to be put in.
Item Name – Use this column – This is where you specify what column you want to use in your data set to use as the item name.
Category – This is where you specify what category you want to put your items during the data entry. The options are:
- Use this Category - Pick an existing category (in the story) to move all the items into - one category for all items.
- Use this Column – Use a certain column in the data as the category. SharpCloud will create each category (if it doesn’t already exist) and move every item in to the relevant category
7. Once all the settings are confirmed and checked, press Create Items and the items will be created into the relevant category.
Creating Relationships using Data source will follow the same process, apart from Step 6, where instead of choosing the category, you can select what you want to match on for the relationships as shown below.