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Create an export profile for Microsoft OneDrive: Excel Online

Table of Contents

  1. What is an export profile?

  2. Preparation: Create an Excel file

  3. Creating an export profile in Incontrol

  4. Connections and settings

  5. Defining data settings

  6. Working with Dynamics and Repeaters

  7. Handling standard identification values

  8. Linking the export profile to a form

What is an export profile?

An export profile ensures that completed forms are automatically added as a new row in an Excel file. This happens each time a draft is completed. It makes it easy to share overviews without sending multiple PDFs.

Preparation: Create an Excel file

  1. Go to OneDrive or SharePoint.

  2. Create a new Excel file and give it a clear name.

  3. Remember the name — you’ll need it later.

Creating an export profile in Incontrol

  1. Log in to Incontrol via your browser.

  2. Click Organisation in the left-hand menu.

  3. Click Connectors.

 If you have a Basic license, you won’t have access to export profiles. You need to upgrade to a Professional license or higher.
If your organisation has a Professional license but you still can’t see export profiles, you likely don’t have permission.
Please contact your Incontrol organisation administrator to request access.

4.  You’ll now see an overview of all connectors in your organisation.

5.  Click the blue plus-button in the bottom-right corner.

6.  Choose Microsoft OneDrive → Send document values to Microsoft OneDrive.

7.  Give the connector a name (you can change this later).

8.  Click the blue ‘Add’ button at the bottom.


Connections and settings

Name of the profile

At the top of the green bar, enter a name for your export profile.
Tip: Use this format: [creation date] – [your name] – [purpose of the profile]

Link your Microsoft account

You must connect a Microsoft account that has access to the Excel file.

  1. Click the field to select a connected account or add a new one.

  2. If adding a new account, you’ll be asked to give permission. Without permission, the connection won’t work.

To remove an existing account:

  1. Go to your profile settings (bottom left in the menu).

  2. Click Settings → then Cloud Accounts on the left menu.

  3. Here you can add, test, or remove connected cloud accounts.

Select an Excel file

  1. Click the field and search for your Excel file by name.

  2. Use the Microsoft account you connected.

  3. Click the correct file to select it.

Select a table

  1. Choose an existing table or check "Add if it doesn’t exist".

  2. Already have tables? Click the magnifying glass to search and select one.

Defining data settings

Columns

  • Add missing columns: A new alias = a new column.

  • Ignore missing columns: Only existing columns will be filled.

  • Match columns: Choose how fields are linked to Excel columns.

Working with Dynamics and Repeaters

Dynamics and repeaters are repeating sections in the form, like lists or tables with multiple rows.
These are exported as separate tables in Excel.

Match containers (dynamic/repeater element)

Options:

  • Add missing containers: A new alias = a new table.

  • Ignore missing containers: Only existing containers will be used.

Handling standard identification values

These fields can be exported automatically with every form.
If you leave a field blank in the form, it will not be exported.

Alias Description Suggested Excel name
@document.id Unique ID per document Document ID
@document.name Name of the document Document name
@document.created Date the document was created Document created on
@document.url Link to the document Document URL
@user.name Name of the user User
@user.email User’s email address User email
@form.name Name of the form used Form name
 

When everything is set up, click the Save button in the top right (green bar) to save the export profile.

Linking the export profile to a form

Now link the export profile to a form:

  1. Click My Forms.

  2. Hover over the form, right-click, and select Edit form.

  3. Scroll to Document settings (bottom-left in the grey menu).

  4. Click the dark blue plus-button next to ‘Export new documents’.

  5. Select the export profile you just created.

What data gets exported?

  • All fields with an alias are included in the export.

  • Fields without an alias are not exported.

  • Dynamic elements (like repeatable tables) are placed in separate tables.

Extra

If you also want all filled-out forms to be sent by email, create an export profile for email.