Importing Data from Azure SQL (MSSQL) into SharePoint with Infowise Ultimate Forms
In many SharePoint deployments, critical business data already resides in cloud databases, especially Azure SQL (MSSQL). Rather than rebuilding data or duplicating efforts, importing or syncing this data into SharePoint lists helps unify workflows, enable modern forms logic, and let SharePoint become the front-end portal. Infowise Ultimate Forms provides tools and capabilities that simplify this integration, enabling automated data import, synchronization, and use of that data within forms, validations, actions, and dashboards.
Below is an in-depth exploration of how to import, manage, and maintain data from Azure SQL into SharePoint using Infowise, typical use cases, challenges, and best practices.
Why Bring Azure SQL Data into SharePoint?
Before diving into how, it helps to understand why you’d want this integration:
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Unified UI & Workflow: Even if data lives in Azure, users often want to interact with it within SharePoint (forms, views, reports, approvals) following the rest of the process logic.
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No-Code Actions & Rules: Once data is in SharePoint, you can apply the full power of Ultimate Forms rules, validations, filtering, summaries, and actions on it.
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Offline / Local Context: Having local copies or snapshots in SharePoint can help with caching, offline usage or reporting without constant calls to external systems.
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Security & Gatekeeping: You can mediate what data gets surfaced via filters or views rather than opening entire database to the user.
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Data Enrichment & Blending: Combine Azure data with other SharePoint list data (e.g. metadata, custom fields, workflows) to form richer business objects.
That said, integration must be secure, reliable, maintainable, and efficient. Let’s walk through strategies and patterns.
Integration Patterns & Strategies
When importing data from Azure SQL to SharePoint using Infowise, there are a few common patterns:
| Pattern | Description | Use Cases |
|---|---|---|
| One-time Import / Seed | Import a batch of rows from Azure SQL into SharePoint list one time (or periodically) | Initial population of reference data (e.g. products, customers) |
| Periodic Synchronization (Scheduled) | On a schedule (hourly, daily), refresh or sync data | Keep data up-to-date for reporting, dashboards, or governance. Use "Last Updated" date for auttomating incremental updates. |
| On-Demand / Triggered Refresh | Trigger import via button or action (manual) | For smaller datasets or user-initiated sync operations |
| Hybrid / On-the-fly Queries | Use REST or service calls to query Azure SQL directly and surface results in SharePoint without full physical import | For large datasets where full import is impractical |
Infowise supports both import and integration through REST/web service actions or custom connectors. Let’s explore how.
How to Import / Integrate Azure SQL Data with Infowise
Here are the main technical steps you’d use in an Ultimate Forms environment.
1. Expose your Azure SQL securely
Use Network configuration settings on the Azure SQL Firewall to ensure connections are only possible from authorized IPs. Configure the public IP of Ultimate Forms to be allowed to connect.
2. Configure an Ultimate Forms Import profile
Inside Ultimate Forms:
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Create a new import profile.
- Set the initial value of Start date far enough in the past if you want to import the backlog of items.
- Select Application as your connection type, then MS SQL as your connection provider.
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Provide a connection string, connect, then select SQL table or view.
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Select Last Updated column to ensure smooth and fast incremental updates.
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Map returned table/view fields into your SharePoint list columns. Optionally use functions and calculations to perform on-the-fly data conversions / augmentations.
This approach allows incremental import or updates rather than full reloads.
3. Scheduled or Timer-Based Integration
To keep data fresh:
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Ensure that you run the import profile at scheduled intervals (e.g. every hour).
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Ensure the selected Last Updated SQL field reflects the correct date of last change for each table row
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Ensure Last Updated date field is indexed on the SQL side.
4. Handling Deletes / Deactivations
Not all rows in the database should live forever in SharePoint. Options:
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Database API can return a “Deleted” flag for rows that should be removed; action logic can delete or mark records accordingly in SharePoint.
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Use a “soft delete” approach—mark items inactive rather than physically deleting—so history remains.
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Periodic cleanup actions to purge orphaned SharePoint records not present in Azure for a set time.
Real-World Use Cases
Here are scenarios showing how this integration plays out in real business contexts:
Use Case: Centralized Product Catalog
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Your product data lives in Azure SQL (SKU, pricing, descriptions).
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You import it daily into a SharePoint Products list.
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In your forms for purchases or quotes, users select product from that list (with up-to-date information).
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You can apply Ultimate Forms logic (price rules, default selections, validations) on top of that imported data.
Use Case: Customer / Account Info
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Customer contacts are managed in a CRM system on Azure SQL.
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Import relevant customer records into SharePoint for internal portals or forms.
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Use dynamic lookup columns, validation, or autocomplete based on that data.
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Actions can push updates back (if bi-directional integration is enabled).
Use Case: Financial Data / Budgeting
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Financial performance or budget numbers stored in Azure SQL.
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Daily sync into SharePoint lists/dashboard entities.
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Use summary columns, conditions, and dashboard views in Ultimate Forms to surface financial summaries or alerts if budget thresholds are crossed.
Use Case: Inventory / Logistics
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Warehouse or inventory systems maintain live stock levels in Azure SQL.
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SharePoint portals or request forms import those levels so users submit orders only if stock exists.
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Sync ensures real-time data accuracy without manual reentry.
Challenges & Considerations
Integrating cloud database data into SharePoint is powerful but comes with challenges. Here are key ones and how to manage them:
| Challenge | Mitigation Strategy |
|---|---|
| Authentication & Security | Validate firewall settings. Enforce least privilege for the credentials used for connection. |
| Performance / Throttling | Use paging, batch sizes, incremental updates instead of full loads. |
| Error Handling & Logging | Log failed imports, send alerts, retry logic. |
| Schema Changes | If the Azure SQL schema changes (column rename, type change), ensure mapping logic is updated. |
| Data Volume Limits | Large datasets may be slow or cause throttling—consider only importing necessary subsets or using hybrid approaches. |
| Duplicate / Key Matching | Use a unique key or composite key to match records between source and SharePoint, otherwise duplicates may get created. |
| Latency / Delay Tolerance | Understand how “fresh” data needs to be and schedule accordingly. |
| User Permissions | Ensure SharePoint users cannot indirectly access data they shouldn’t; hide columns or enforce permissions post-import. |
Best Practices & Optimization Tips
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Use incremental sync methods rather than full refreshes whenever possible.
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Keep mapping logic simple and resilient (e.g. don’t modify values on import unless explicitly required).
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Monitor sync health—track how many rows processed, how many failed, use dashboards to detect issues.
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Maintain documentation of mappings (which SQL field → which SharePoint column).
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Consider longer sync intervals for tables that do not change frequently—reduce calls to Azure SQL.
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Test with varying network/load conditions so performance is acceptable in real use.
Summary & Next Steps
Importing data from Azure SQL into SharePoint is a powerful way to bring existing business systems into the SharePoint experience. Infowise Ultimate Forms allows you to build REST-based, scheduled, or on-demand import logic, and then layer form behaviors, validations, summaries, and actions on that data—all without custom code.
