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Getting information from an external SharePoint site RRS feed

  • Question

  • Hello all,

    I currently develop (client side only) SharePoint solutions internally for a company. They are now wanting to be able to allow partners with our company to submit information to use that can be easily imported into our SharePoint site. We have an external SharePoint site that we can allow other companies to log into.

    My question is, how would you go about integrating the two? I don't believe there can be any direct link between the two sites because of a firewall. The solution would likely be something involving a form being filled out and e-mailed to one of us internally and then uploaded into our internal SharePoint site.

    I've dealt with using Word document with embedded SharePoint fields to pass external data into SharePoint. I could have them fill out an InfoPath form and pass the data to a Word document, but that would require two separate Word templates. One on the external site, and one on the internal site. Unless I am missunderstanding how "templates" can work, SharePoint fields embedded from an external site library, wouldn't be able to pass to field on an internal site library.

    Tuesday, December 10, 2013 2:54 PM

Answers

  • What kind of system is used by external partner? They can have C# solutions for this as lists.asmx and other SOAP services allow connections from other system. The only condition is the have users authenticated. It is a standard functionality in .NET to use web services, so should not be rocket science. 

    As for communications between internal and external SharePoint, I think a communication is possible. We have the same in my company. The difference is external site can be accessed using a certificate and for other is required to be inside the network. So, you can let the partner to commit data into external site and display what is committed on internal one using a SOAP data source:

    http://office.microsoft.com/en-us/sharepoint-designer-help/add-a-soap-service-as-a-data-source-HA010355752.aspx

    • Marked as answer by Lindali Sunday, December 22, 2013 2:19 PM
    Saturday, December 14, 2013 10:15 AM

All replies

  • Hi,

    According to your post, my understanding is that you wanted to get information from an external SharePoint site.

    If the two SharePoint servers are the same version and the same edition, there are multiple things you could do to accomplish this.

    The easiest way is that you can use the “Open with Explorer” to achieve it.

    You can view the document library of both sites in Explorer View, then drag and drop the file.

    You can also use the SharePoint Content Deployment Wizard  from CodePlex.com to achieve it.

    This tool is for moving content in *SharePoint 2007/2010/2013* - within an environment (or across similar environments). 

    What’s more, you can use the Content Deployment in SharePoint.

    http://technet.microsoft.com/en-us/library/cc263428.aspx

    http://blog.beckybertram.com/Lists/Posts/Post.aspx?List=eb3e1762%2Dbab0%2D4e96%2D8bc5%2Dd67d6e6bfd44&ID=83

    There is a similar thread for your reference.

    http://social.technet.microsoft.com/Forums/en-US/cb9daa73-1ca1-45e3-8f98-83b2a0286f3d/import-files-from-external-sharepoint-site?forum=sharepointgeneralprevious

    Thanks & Regards,

    Jason

    Jason Guo
    TechNet Community Support

    Friday, December 13, 2013 9:13 AM
  • hi

    do you want to have your solution automatic or manual (like you mentioned with email sending to you)? If you want to have fully automatic solution when no manual work is required there are several options:
    - if 2 sites are located on the same farm, then use regular object model in order to access external site (var site = new SPSite("http://example.com"));
    - if these 2 sites are located on the different farms, you should use client object model. It may require changes in your firewall configuration.


    Blog - http://sadomovalex.blogspot.com
    Dynamic CAML queries via C# - http://camlex.codeplex.com

    Friday, December 13, 2013 9:29 AM
  • Thank you both for your response. You have both provided valueable input. Unfortunately I don't think any of the options will work though, as my hands are pretty tied on what I'm allowed to do.

    I haven no access to central administration for either site. So installing any third party software is not an option, though I might look into what I might be able to get installed.

    I do not have permissions or ability to develop on the server side. The servers reside in another state, and I am not allowed permissions to access them.

    Firewall changes are also out of my control, and likely not allowed to be done.

    The explorer view is probably the most likely option, though that doesn't provide any automation, and I don't think it will allow me to pull the data from the documents like I would like to. Currently I have document libraries setup that I drop Word documents into with 50+ embedded SharePoint fields. Those fields are grabbed from the document and thrown into a list via SharePoint workflow. That's how I'm currently getting information outside of SharePoint. The issue with this though is that having the information gathered via Word document does not give me the input validation or auto calculated features like InfoPath could offer if I allowed them to fill out an infopath form.

    Friday, December 13, 2013 2:31 PM
  • If you are using SP2010 you can go a head with Client Object Model and bind the code with Event handlers or timerjobs for migrating the content

    Ishaan Puniani | http://coderower.com

    Friday, December 13, 2013 3:28 PM
  • Do you have access to the external site? I'm thinking that exporting their list to an Accesss table that then synchs with one of your own lists might be an option?

    Steven Andrews
    SharePoint Business Analyst: LiveNation Entertainment
    Blog: baron72.wordpress.com
    Twitter: Follow @backpackerd00d
    My Wiki Articles: CodePlex Corner Series
    Please remember to mark your question as "answered" if this solves (or helps) your problem.

    Friday, December 13, 2013 6:43 PM
  • What kind of system is used by external partner? They can have C# solutions for this as lists.asmx and other SOAP services allow connections from other system. The only condition is the have users authenticated. It is a standard functionality in .NET to use web services, so should not be rocket science. 

    As for communications between internal and external SharePoint, I think a communication is possible. We have the same in my company. The difference is external site can be accessed using a certificate and for other is required to be inside the network. So, you can let the partner to commit data into external site and display what is committed on internal one using a SOAP data source:

    http://office.microsoft.com/en-us/sharepoint-designer-help/add-a-soap-service-as-a-data-source-HA010355752.aspx

    • Marked as answer by Lindali Sunday, December 22, 2013 2:19 PM
    Saturday, December 14, 2013 10:15 AM