Office 365 Integration

The Office 365 integration allows admins to automatically sync all app submissions into an online Excel sheet stored in Office 365. 

Once connected, all previous submissions from the app will appear in the Office 365 sheet, and any new submissions will continue to be pushed automatically as long as the sync remains enabled.

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Steps to Enable Office 365 Integration

Open the app you want to connect to from your Clappia Dashboard.

Go to Design App > Configuration > Office 365.

On the right panel, toggle the switch Enable sync with Office 365.

Click on Sign in with Microsoft. A pop-up window will appear where you can enter your Microsoft account credentials.

You will also be asked to grant Clappia access to your Office 365 files so that it can create and update the sheet. Click Accept to continue.

Once the connection is successful, you will see the option Show Office 365 Sheet in the right panel. Click this option to open the linked Office 365 Excel sheet.

All existing submissions from your app will already be listed here.

Any new submissions made in the app will automatically appear in this sheet.

If you turn off the toggle Enable sync with Office 365, no new submissions will be pushed. When you turn it back on, future submissions will start syncing again.

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Sync Images and Other Files

When your app submissions include files such as images, videos, or documents, Clappia can automatically upload these files to the connected OneDrive. This ensures that all file attachments from submissions are stored securely and are easy to access later.

After enabling Office 365 integration, you can enable the “Sync Images and Other Files” option from the right panel. Once this option is turned on:

• Every file attached to a submission (e.g., photos taken in the app or uploaded PDFs) will be uploaded to the OneDrive folder linked to your app.
• New files will continue to sync in real-time for every new submission, along with the data updates in the connected Excel sheet.
• Each file can be automatically organised by the submission it belongs to, making it easier to identify which files came from which records in the app (see Organise Files into Sub-Folders section). You can also leave the pathway as it is, which is {$app_id}, where all the files will reside in the main folder.

Note:

Files (images, videos, documents) are only pushed to OneDrive for new submissions made after the integration is enabled.

Submissions created before enabling this feature or during periods when the feature is disabled will not automatically sync their files to OneDrive.

Workaround:

You can manually download these files from the Submissions tab. Use filters (e.g., by submission date) to find the files corresponding to the time when Drive integration was disabled, then upload them manually to your OneDrive.

Sync Print Templates

If your app generates PDF documents using print templates, you can enable Clappia to automatically save these PDFs to your connected OneDrive folder.

By enabling the “Sync Print Templates” option in the right panel:

• A PDF copy of each print template generated for a submission will be stored in OneDrive, along with other synced data.
  This is useful for keeping a centralised archive of all generated PDFs, such as invoices, certificates, or reports, without manually downloading them.
• Only the primary print template (if multiple are configured) will be synced to OneDrive.
• The PDF files generated from print templates will also follow the same folder structure as defined in the File Path settings under Sync Images and Other Files (see Organise Files into Sub-Folders section).

Note:

PDFs from print templates are only pushed to OneDrive for new submissions made after enabling this feature. Older submissions will not sync their PDFs automatically. You can download them manually from the Submissions tab and upload them to OneDrive if needed.

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Organise Files into Sub-Folders

When submissions in your Clappia app include files (such as images, videos or PDFs from print template), these files are automatically stored in a OneDrive folder named after your app’s ID (e.g., AppID).

With the File Path setting, you can create a custom folder structure within this main AppID folder. This helps you organise files based on submission data instead of having all files stored in a single location.

How it works:

• Default Behaviour: By default, all files are stored in a single folder:
  AppID/
• Dynamic Folders: You can insert field variables (like dropdown values or text fields) into the folder path to automatically create sub-folders for each submission.

How to set it up:

1. In the File Path field, {app_id} will appear by default, which means all files go to the main folder.
2. By typing @ in the File Path field, you can choose any field variable (like country or state) to build your own folder hierarchy. You can get multiple folders to store corresponding images within the main AppID folder.

Example Scenario:

If your app contains dropdown fields named Country and State, having same variable names, and you set the File Path as:

{$app_id}/{country}/{state}

Then, a file uploaded by a user in the submission, selecting the dropdown named country as ‘India’ and state as ‘Karnataka’, will be saved like this:

AppID/India/Karnataka/

This approach is especially useful for apps that manage data from multiple regions, projects, or categories, as it keeps files neatly separated and easy to find.

Note on Subfolder Retention:

If you define a folder path using field variables (e.g., {$app_id}/{country}/{state}), Clappia creates subfolders inside the main AppID folder based on those field values.

If you later delete that field (e.g., state) from the app or remove it from the File Path, the corresponding subfolders and files will not be deleted automatically. These subfolders will remain in your OneDrive.

You can manually delete these subfolders if needed, but ensure you download or back up their files first to avoid data loss.

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Notes

• If Camera, Image & Files blocks are used in your app, the uploaded files (images, PDFs, etc.) will appear as clickable links in the Office 365 sheet.
  
• You must have a paid version of Office 365 to directly edit the Excel sheet online. If you are using the free version, the submissions will still be pushed to the sheet as usual, but editing may not be possible.
  
• The integration pushes both old submissions (at the time of connecting) and all new submissions (after connecting).

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Troubleshooting

1. The Microsoft sign-in window does not appear when connecting to Office 365
   Possibility: Browser Pop-ups are Blocked
   When you click the button to connect your Microsoft account, the browser usually opens a new tab or pop-up window for Microsoft sign-in. If this window does not appear, your browser may be blocking pop-ups for Clappia.

What you can do:

• In Chrome, open a new tab and go to chrome://settings/content/popups.
• Or, go to Browser Settings > Privacy and security > Site settings > Pop-ups and redirects.
• Find Clappia in the list (or add it) and allow pop-ups for the site.
• If the setting is on Don’t allow sites to send pop-ups or use redirects, change it to Sites can send pop-ups and use redirects.

Retry connecting your Microsoft account. The sign-in window should now appear.