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SharePoint Lists datasource

SharePoint Lists datasources allow you to connect to Microsoft SharePoint Lists and display list data directly in your widgets and templates. The system automatically processes SharePoint list structures and makes the data available for dynamic content display with real-time updates from your SharePoint sites.

Prerequisites​

Before creating a SharePoint Lists datasource, ensure you have:

  • Microsoft SharePoint Online or SharePoint Server access
  • SharePoint site with the target lists you want to connect
  • SharePoint user account with proper list permissions (Read access minimum)
  • Understanding of your SharePoint list structure and data types
  • Administrative access to configure Microsoft credentials in Wallboard
  • Network connectivity to SharePoint services
  • "Site Collection Administrator" or "Site Owner" permissions for best compatibility

Supported SharePoint Lists Features​

The SharePoint Lists datasource supports:

List Data Types:

  • Text fields, number columns, date/time fields
  • Choice fields, lookup columns, person/group fields
  • Boolean fields, currency fields, calculated columns
  • Multiple lines of text and rich text content
  • Attachments and file references

List Types:

  • Custom lists with various column types
  • Calendar lists (events and appointments)
  • Task lists with status and assignment tracking
  • Contact lists and announcement lists
  • Document libraries (metadata only, not file content)

Limitations:

  • Maximum of 5,000 items per list for optimal performance
  • Complex calculated fields may show values only, not formulas
  • Workflow-specific fields may have limited access
  • Some custom field types may not be fully supported
  • File attachments are referenced by URL, not downloaded

Data Structure Examples:

Custom List Format:

| Title        | Category  | Status    | Created      |
|--------------|-----------|-----------|-------------|
| Project A    | Development| Active   | 2024-01-15   |
| Project B    | Marketing | Completed | 2024-01-10   |

Calendar List Format:

| Title        | Start Time        | End Time          | Location    |
|--------------|-------------------|-------------------|-------------|
| Team Meeting | 2024-01-20 09:00 | 2024-01-20 10:00 | Conference Room |
| Project Review| 2024-01-22 14:00| 2024-01-22 15:30 | Online      |

Microsoft SharePoint Credentials Setup​

To create a SharePoint Lists datasource, you need to configure Microsoft credentials in the Wallboard system with SharePoint Lists access.

Creating Microsoft Credentials​

1. Navigate to Credentials
Go to Settings > Cloud Integration > Microsoft credentials

2. Add New Credential
Click Add new and select the Lists scope where you have to choose SharePoint from the available options

3. Team Assignment (Optional)
You can assign the credential to specific teams if your organization requires access control

4. Authentication Process
After filling the required fields:

  • Click the Sign in with Microsoft button
  • Complete the Microsoft OAuth authentication flow
  • Grant the necessary permissions for SharePoint Lists access
  • Verify the authentication was successful
Microsoft Permissions Required

The Wallboard system requires SharePoint access permissions. During authentication, you'll be prompted to grant:

  • Read access to SharePoint lists and libraries
  • View SharePoint site structure and list metadata
  • Access to user profile information for person/group fields
Credential Modification

After you created a credential, you will not be able to modify the type, only the name of the credential. If you wish to change the type of the credential you have to create a new one with the type you need.

Once authenticated, you can create external datasources using the acquired SharePoint Lists access.

Create Datasource​

Go to Datasources > Click Add new in the External datasource tab > Choose the SharePoint Lists type.

Basic Configuration​

1. Credential Selection
Select the Microsoft credential you created previously from the dropdown.

2. SharePoint Site and List Selection
Choose your SharePoint configuration:

  • Select the SharePoint site from your available sites
  • Choose the specific List you want to connect to
  • In the header section, define which Lists you want to see in the datasource
  • Verify if the list shows the expected columns and data structure

3. Update Schedule
Decide how your datasource updates from the SharePoint List:

  • Select a Refresh Frequency for regular intervals (every minute, 15 minutes, hour, etc.)
  • Specify a Cron Expression for custom scheduling
Example Cron Expressions
  • 0 */15 * * * * - Every 15 minutes (recommended for most lists)
  • 0 0 */2 * * * - Every 2 hours
  • 0 0 8 * * 1-5 - Weekdays at 8:00 AM
SharePoint List Refreshing

For more information about external datasource refresh options, see the External Datasource Refreshing documentation.

Advanced Configuration Options​

4. SharePoint List Settings
Configure how the system processes SharePoint list data:

  • First row is header: Enable this if your list view has custom column ordering
  • Active: Enable/disable the datasource without deleting the configuration
  • Ignore Error counter: Continue operation even if temporary errors occur during data fetching

5. Data Processing Options
Configure how the system handles SharePoint content:

  • Cache external resources: Store external content (images, files) referenced in list items locally for faster access
  • Remove broken external resource references: Automatically clean up invalid links found in SharePoint list data
  • Rotate cache on every update: Clear and rebuild cache with each data refresh to ensure fresh content
  • Exchange internal resource references: Update internal file paths when content is moved or reorganized
  • Request settings: Configure timeout, retry options, and other request parameters for SharePoint API calls

6. Array Processing
Enable Randomize arrays to shuffle the order of list items each time the datasource updates. This is useful for:

  • Rotating through different list entries
  • Displaying varied information on each refresh
  • Creating dynamic content presentation from static SharePoint data

Using SharePoint Lists Data in Widgets​

After creating the SharePoint Lists datasource, you can bind the list data to widgets:

Standard List Fields:

  • data[0].Title - List item title (standard field)
  • data[0].Created - Item creation date
  • data[0].Modified - Last modified date
  • data[0].Author - Item creator information
  • data[0].Editor - Last editor information

Custom Fields Access (varies by list):

  • data[0].Description - Custom text fields
  • data[0].Category - Choice field values
  • data[0].DueDate - Date/time field values
  • data[0].Status - Status or workflow fields
  • data[0].AssignedTo - Person/group field values

List Data Navigation:

  • data.length - Total number of list items
  • data[0], data[1], etc. - Access specific list items
  • data.filter(item => item.Status === "Active") - Filter items by field values

Dynamic Data Binding Examples:

  • Task status: data[0].Title - Status: data[0].Status
  • Event listing: data[0].EventDate - data[0].Title in data[0].Location
  • Contact display: data[0].FirstName data[0].LastName - data[0].Email

Common Use Cases​

Task Management: Project task lists, assignment tracking, status dashboards
Event Calendars: Meeting schedules, event announcements, room bookings
Contact Directories: Staff directories, vendor contacts, customer information
Inventory Lists: Equipment tracking, supply management, asset monitoring
Announcement Boards: Company news, policy updates, important notices
Document Tracking: Document libraries metadata, approval workflows, version tracking

SharePoint List Design

For optimal display, structure your SharePoint Lists with consistent column types and meaningful column names. This ensures reliable data binding and consistent widget presentation.