Multiple file upload

The Multiple file upload question lets users upload one or more files to a SharePoint library. Files can be uploaded from the user’s device or from a SharePoint library the user has access to. You can define allowed or disallowed file extensions to restrict what users can upload, if required:

• Question title: Each question must have a title. It’s a required field and appears on the form as a label when the user fills in the question
• Question code: Each question needs a unique code. One is generated by default when you start creating a new question, but you can overwrite this and give it a different code, if you prefer. The question code won’t appear on the form itself, but you can use it to search and filter by when adding questions
• Question type: Multiple file upload
• Required: You need to specify whether the question is required or not. If you set a question as required, the user must provide an answer to it on the form in order to submit the form. However, the user can save the form as a draft without answering required questions. If you try to submit a form without answering all required questions, an error message appears showing a list of questions that haven’t been answered
• Question description: It’s optional whether you enter a description. The description is used as a tooltip on the form and adds an exclamation point beside the question on the form. If the user clicks the exclamation point, the description entered (tooltip) appears
• Publish question as list field: Check this box to save the question to the SharePoint forms list. This allows you to report on the question from there
• Disallow extensions: Check this option to switch from defining allowed file extensions to defining a list of file extensions you do not want users to upload.
• Allowed file extensions: List the file extensions you’ll allow when users upload files. Separate the extensions with a semicolon ( ; ). You can leave this field blank if you don’t want to restrict the type of files users can upload.
• Limit File size: Specify the maximum size (in MB) of a file that can be uploaded.
• Upload to a specific library: There are two options to define where files are uploaded to
• Select current site library: open the drop-down to select from a list of libraries available on the site. By default, the Form Documents library is selected.
• Folder url defined in a question: select a question from the flow that has the URL of the library entered. This could be a single line of text question, multiple line of text (plain text) question, choice question, lookup question, or calculated question (text)
• Overwrite existing file: By default, when you upload a new file in this question, previous files of the same name are kept as well. However, if you check this option, only one file is kept, i.e. the most recent one.
• Generate in document as image: Select if you want images to be generated and uploaded into a FlowForma generated document, created using the generate document rule. This places the image into the location you have selected in the document template. When you check this checkbox, image file extensions of .png, .jpg and .gif are added to the ‘Allowed file extensions’ field. Use Generate in document as image (wrapping tight) for the same behaviour with tight text wrapping around the image. When either of these is checked, you can also set the Max image width and Max image height, in pixels.
• Resize image: Check this option to resize uploaded images, then set the Resize image max width and Resize image max height, in pixels.
• Show SharePoint file picker: there are two options for where you can upload files from: from the device you are currently using, or from a SharePoint document library. By default, only the ‘Select from device’ option is displayed. If you want users to be able to select a file from a SharePoint document library, check this option and the ‘Select from SharePoint library’ option is added.
• Disable file links: Check this option to prevent uploaded files from being displayed as links on the form.
• If you need to see Microsoft groups (team sites), you will need to create a graph API application in the Microsoft application registration portal. See below
• SharePoint file picker app id: enter the Application ID of the graph API application created above.
• SharePoint file picker callback URL: enter the URL address for your site
• Show question title on form: Check this option if you want to display the question’s title to the left of the question’s input field. If you uncheck this option, the input field moves to the left and appears under the other questions/question titles
• Render, but hide question on form: If you check this option, the question will behave as if displayed by default. Default value, publishing, and calculation will apply despite the question not being displayed on the form

Once you’ve entered all relevant information, click save. If you don’t want to save the question or the changes you’ve made, simply click close.

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The Multiple file upload question on a form

When a form is created, the multiple file upload question is displayed as below

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Selecting a file from your device

When you click the + upload button, the following screen is displayed if you have NOT checked Show SharePoint file picker in the question definition When you click the Select from device button, a file browser is displayed After you have selected the file(s), the following screen is displayed showing all the files you have selected. Click the OK button to confirm that these are the correct files, or click Cancel to select different files. If you hover over the … you will see all the files The file upload question is now displayed on the form as follows, with the option to delete or replace selected files or upload further files prior to submitting the step. When the step has been submitted, the file upload question is displayed as follows; the options to delete or replace the file are no longer available

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Selecting a file using the SharePoint file picker

If you have checked Show SharePoint file picker in the question definition, the following screen is displayed when you click the + upload button. In addition to the Select from device button, you now have a Select from SharePoint library button. When you click the Select from SharePoint library button, the following screen is displayed. The left panel shows all the site collections defined in FlowForma settings, from which you can select a file. If you click a site collection, it expands to show all the sites contained in that site collection. The middle panel displays the SharePoint document libraries contained in the site you have selected. Click the library you require and the files contained in that library are displayed. Select the document(s) you require and then click the OK button The following screen is now displayed for you to confirm that the correct file has been selected. Click OK and the files are added to the question. You have the option to delete or replace files, or upload additional files before the step is submitted.