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1. Overview & System Requirements

The Gravity Forms Microsoft SharePoint Integration connects your WordPress forms directly to Microsoft 365 SharePoint Online Document Libraries and Lists. In enterprise environments, corporate governance, legal compliance, and IT security mandates strictly require that uploaded customer contracts, vendor compliance documents, job applications, and financial audits are archived in Microsoft 365 cloud storage rather than lingering in public WordPress upload directories.

With this integration, every form submission can automatically upload file attachments to designated SharePoint Document Libraries, organize files into dynamically created folder hierarchies (such as /Vendor Contracts/{Year}/{Company_Name}/), and populate SharePoint List items with complete form entry metadata. This establishes an automated document management bridge between WordPress and corporate Microsoft 365 tenants, reducing manual file transfers and ensuring corporate compliance.

2. Authentication & Microsoft Entra ID (Azure AD) Configuration

The integration leverages Microsoft Graph REST APIs using OAuth 2.0 Client Credentials or Authorization Code flow:

Registering an Application in Microsoft Entra Admin Center

1. Log in to the Microsoft Entra Admin Center at entra.microsoft.com (or Azure Portal).
2. Navigate to Identity → Applications → App registrations and click New registration.
3. Enter a recognizable name (e.g. Gravity Forms SharePoint Connector) and select supported account types (Single Tenant is standard for internal corporate sites).
4. Under Certificates & secrets, generate a new Client Secret and copy the Value immediately.
5. Under API permissions, click Add a permission → Microsoft Graph. Add application permissions for Files.ReadWrite.All and Sites.ReadWrite.All. Click Grant admin consent for your tenant.
6. Copy your Application (client) ID and Directory (tenant) ID from the Overview tab.

Configuring in WordPress Plugin Settings

1. In WordPress, navigate to Forms → Settings → SharePoint.
2. Paste your Tenant ID, Client ID, and Client Secret.
3. Enter your SharePoint Site URL (e.g. https://yourcompany.sharepoint.com/sites/HumanResources).
4. Click Test Connection. The plugin connects to Microsoft Graph to validate permissions and fetch accessible document libraries. A success notification verifies connection.

3. Feed Configuration & Document Library Mapping

Configure feeds to control how file attachments and field entries are routed into SharePoint:

Document Library & Dynamic Folder Hierarchy

• Select Document Library: Choose from populated document drives (e.g. Shared Documents, Client Invoices, Employee Records).
• Dynamic Folder Structure: Use Gravity Forms merge tags to construct nested folders dynamically, such as Applications/{Year}/{Job_Title:5}/{Applicant_Name:2}. Missing subdirectories are created automatically on upload.
• File Field Selection: Select which file upload fields should be pushed to SharePoint. Supports multi-file uploads and individual single-file controls.
• Local File Management: Choose whether to preserve local media uploads or delete files from WordPress storage post-upload to conserve hosting disk space.

SharePoint List Item Synchronization

In addition to file uploads, the add-on can create records in SharePoint Custom Lists:

• List Column Mapping: Map form text fields, dates, dropdowns, and numbers to matching SharePoint List columns.
• Direct Document Link: Automatically append the direct SharePoint web URL of uploaded attachments into a dedicated column in the List item.

4. Advanced Enterprise Workflows & Large File Handling

The integration is engineered for demanding enterprise scenarios:

• Chunked Large File Upload Sessions: Files larger than 4MB automatically utilize Microsoft Graph upload sessions, splitting data into secure chunks to ensure 100% reliable upload of large architectural blueprints, high-resolution scans, or CAD files.
• Power Automate Integration: Uploading a document into a SharePoint library triggers Power Automate cloud flows, kicking off internal multi-stage managerial approval sequences or Teams notifications.
• Conditional Departmental Routing: Route sales order confirmations to the Commercial SharePoint site while employee benefits enrollments route to the private HR site.

5. Troubleshooting & Diagnostic Error Matrix

When transfers to SharePoint encounter errors, refer to this diagnostic matrix:

6. Developer Extensibility & Filter Hooks

Developers can programmatically modify file upload paths or append custom SharePoint metadata columns:

/**
 * Filter: gform_sharepoint_file_upload_path
 * Purpose: Customize the SharePoint folder destination path dynamically based on entry data.
 * 
 * @param string $path  The destination folder path string.
 * @param array  $form  The Gravity Forms form object.
 * @param array  $entry The submitted entry object.
 * @return string Modified destination path.
 */
add_filter( 'gform_sharepoint_file_upload_path', function( $path, $form, $entry ) {
    // Route files into department-specific subfolders
    $dept = rgar( $entry, '8' ); // Field 8: Department
    if ( ! empty( $dept ) ) {
        $path = sanitize_file_name( $dept ) . '/' . $path;
    }
    
    return $path;
}, 10, 3 );

/**
 * Action: gform_sharepoint_post_upload
 * Purpose: Record SharePoint direct web URL and Drive Item ID into entry metadata.
 * 
 * @param array $file_info Returned Microsoft Graph DriveItem metadata array.
 * @param array $entry     The submitted Gravity Forms entry.
 * @param array $form      The active form object.
 */
add_action( 'gform_sharepoint_post_upload', function( $file_info, $entry, $form ) {
    $web_url = rgar( $file_info, 'webUrl' );
    if ( ! empty( $web_url ) ) {
        gform_update_meta( $entry['id'], 'sharepoint_file_url', esc_url_raw( $web_url ) );
        GFFormsModel::add_note( $entry['id'], 0, 'SharePoint', 'Uploaded: ' . esc_url( $web_url ) );
    }
}, 10, 3 );

7. Frequently Asked Questions