Vladi Gubler
Vladi Gubler
August 19, 2025
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The Problem: Unstructured Data Doesn’t Belong in SharePoint

Effectively managing information from external sources, such as emails or databases, can feel like patchwork. Manually copying content from emails into SharePoint, or reimporting data from SQL, is repetitive, error-prone, and time-consuming. Built-in SharePoint tools offer limited capabilities. That is especially true in SharePoint Online, where features like incoming email are not even supported.

That’s where Infowise Ultimate Forms: Import comes in. It offers a flexible, no-code, browser-based tool to automate importing information from various sources directly into SharePoint.


What Makes Ultimate Forms: Import So Powerful?

Ultimate Forms: Import supports a wide spectrum of data sources:

  • Emails and attachments from Exchange, IMAP/POP3, Gmail, and more.

  • Databases, including SQL Server, Oracle, MySQL, and generic ODBC/OLE DB.

  • Text-based data, like CSV, TAB-delimited files, Excel, or even SMS content.

  • SOAP/REST web services for dynamic integrations.

It lets you configure multiple import profiles, each with its own schedule, source, mapping, and logic. And it's all done from within your browser, without needing admin rights. You can create new items, update existing ones, sync changes, and even parse complex patterns from your data.


Real-World Scenario: Contact Form via Email to SharePoint

Imagine a public website with a “Contact Us” form that stems inquiries to an inbox like contact@yourcompany.com. Ideally, you'd like each email to appear as an item in a "Contact Requests" SharePoint list, with columns like First Name, Email, Company, and Comments.

Here’s how to set it up using Ultimate Forms: Import:

Step 1: Create the SharePoint List

Define a list with columns such as:

  • First Name

  • Last Name

  • Company

  • Email

  • Comments

  • Date Received

Step 2: Define Your Email Content Format

Structure your emails consistently. For example:

First name: John
Last name: Smith
Company: ACME Ltd
Email: jsmith@acme.com
Comments: Interested in pricing information.

Consistent labels and line breaks help with accurate parsing.

Step 3: Configure Ultimate Forms: Import

  • Source: Email (via Exchange, IMAP, POP3, Gmail) with credentials and filtering on subject or sender.

  • Destination: Map email components to SharePoint list columns.

  • Use $StripHTML([Body]) to remove formatting, then $Extract(...|?Label: ^\r) to capture values between a label and a line break.

For example:

$Extract($StripHTML([Body])|?First name: ^\r)

extracts “John” from the body after stripping HTML. Repeat to map each column.

Step 4: Test & Tune

Send a test email, let the profile run, and ensure the list populates accurately. Adjust patterns or filters as needed.

Benefits

  • Fully automated with no manual copy/paste

  • Greater accuracy and consistency

  • Near real-time processing of incoming emails

  • Ideal for support requests, applications, forms, and more


Another Scenario: Importing SQL Data into SharePoint

Another powerful use case: you have a line-of-business SQL database, and you need to surface or sync data into SharePoint, and possibly push writebacks.

Step 1: Create a SharePoint Target List

Build a list with matching columns (e.g., ID, Name, Value) aligned with your SQL schema.

Step 2: Configure Database Import

  • Source Type: Database (MS SQL, Oracle, MySQL)

  • Provide connection string or credentials

  • Define polling schedule (e.g., every 15 minutes)

Step 3: Map and Import

  • Use the ‘Sync’ action to match existing records by unique identifier, or create new ones.

Step 4: Configure Two-Way Sync (Optional)

You can also use Ultimate Forms: Actions to run SQL stored procedures from SharePoint. For example, to update a record’s LastSale in the SQL database when an item is edited in SharePoint.

Benefits

  • Bi-directional synchronization between systems

  • No custom code or external sync tools needed

  • Auditability and seamless integration


Scheduling, History, and Control

Manage import behavior via profiles:

  • Set start date for backlog imports. The system will import items created or modified after this date.

  • Define polling intervals: hourly, daily, weekly, or manual triggers. You can even start an import profile execution from an Action.

  • Receive error notifications or success alerts as needed.

Administrators can review import history, including item count, errors, and runtime, directly in the UI.


Best Practices for Reliable Importing

Best Practice Description
Test first Use a sandbox list to validate parsing logic and mapping before going live.
Use filters Import only relevant emails/database rows to avoid clutter.
Be consistent Maintain structured email formats or database changes for reliable parsing.
Secure connections Especially for email and database sources, use encrypted and credential-safe connections.
Monitor history Regularly review import logs to catch failures early.
Use conditional actions Only trigger updates when specific patterns or conditions are met.

Why Import Matters

  • Automates tedious tasks and frees users to focus on meaningful work

  • Reduces manual errors, improves security, and maintains data consistency

  • Scalability: supports multiple sources (email accounts, databases) with multiple profiles per list

  • Fully browser-based: no SharePoint farm access required, making it safe for pure SharePoint Online environments


Use Cases at a Glance

  • Capture support requests or survey responses via email directly into SharePoint

  • Import financial or operational data from databases into reporting dashboards

  • Automate multi-system synchronization without integration tools

  • Build forms that trigger email-to-list processing dynamically


Final Thoughts

Infowise Ultimate Forms: Import is a game-changer for bridging external data sources and SharePoint. It smoothly handles everything from email parsing to full database syncs. And it is all configurable via a friendly UI, and without needing development or administrative access.

Whether you're consolidating communication, syncing business data, or building cross-system automation, this tool transforms SharePoint into an intelligent hub for your workflows.

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