This is a paid bot, and its usage will be counted toward your plan's credit limit. For more information about credit usage, refer to this article.
General
Import files stored in your SharePoint folder automatically. No need to download or upload them manually, the Import files from SharePoint folder Bot does it for you.
Use case: When processing a purchase order, the bot automatically imports supplier agreements, invoices, or shipping documents from your SharePoint folder—ensuring all required files are included in the workflow without manual uploads.
Note: Your workflow must contain an Attachment request, a Document placeholder, or a web form with an Attachment request widget.
How to set up
To add the bot:
1. In the step settings, select Add bot or click the plus icon after a specific action.
2. Choose Bot and search for the Import files from SharePoint bot.
3. Click on the bot to install it.
Trigger
A trigger is an event that causes the bot to start working. The moment of the bot's activation depends on its placement in the flow:
If the bot is added after a step or any other element, it will run once that element finishes its job.
If within the step, the bot will run based on the trigger you specify. Choose the trigger type most relevant to your case:
According to this, select the bot's trigger type that will be most relevant to your case:
Trigger type | Description |
Step started | The bot activates when you start the workflow |
Document opened | The bot activates when signers start filling out the documents or switch between them. |
Field changed | Use for cases where a response or action is needed immediately after a user enters or updates information in the specific field. Select the document and the field that the bot should pay attention to complete the setup. |
Document completed | The bot activates once the signer completes a document you specify in the trigger settings. |
Connection settings
In Source, connect the bot to your SharePoint account by clicking the Connectbutton. You’ll be redirected to the Microsoft login screen. Once you’ve logged in, you’ll be directed back to WorkFlow.
Disconnect the current account or connect to different accounts anytime you need, using the three dots connection menu.
Next, indicate the SharePoint folder to import data from by using the dropdowns:
Select the SharePoint site where the needed record is located.
Select the SharePoint list where the needed record is located.
Find the folder the needed file is located.
Note:If you cannot find the site you need on the list, ensure you’ve connected the correct account and have all necessary access permissions.
Additionally, you can set the flie direction manually.
Once finished, click Continue to proceed.
Import
Specify which files from the selected SharePoint folder should be imported. You can import all files or set rules to include only those with specific file names—ensuring only the needed documents are added into the workflow.
Destination
Select the document the files should be imported to.
Testing
In the Test section, check how the bot works by selecting Test. You will see a success message if everything is set up correctly. If there are issues, review the connection, mapping, or trigger configuration.
If you skip testing by selecting Skip testing, you may miss issues with the bot setup. Testing is recommended to ensure everything works as expected.
Conditions
Set conditions to control when the bot activates, tailoring it to your specific needs for more efficient automation. For detailed guidance, refer to this article.
Advanced settings
This section allows you to choose how the process proceeds in case the bot fails:
Select Proceed to allow the workflow to move to the next signer and automation if the bot isn't crucial.
Select Stop if the bot is critical; this prevents the next signer from receiving documents if data wasn't pre-filled from the source of your choice.