SharePoint List Parameter | OptimiDoc Server Documentation

The SharePoint List parameter populates a selection from a list held on an on-premises SharePoint server. Options are managed centrally in SharePoint, cached on the OptimiDoc server, and refreshed on a schedule, so operators always choose from up-to-date values without the device ever contacting SharePoint directly.

Overview

A SharePoint List parameter connects to an on-premises SharePoint site, reads a list, and offers its items as a selection on the device panel. You map two columns: one whose value is stored (the Value Field) and one that is displayed to the operator (the Display Field). Authentication uses Windows (NTLM) credentials, so this type suits on-premises SharePoint. The list is cached on the OptimiDoc server and refreshed at a configurable interval; the MFP device talks only to OptimiDoc, never to SharePoint.

Configuration Fields

Field	Type	Description
Url	Text	Base URL of the SharePoint server, e.g. `http://sharepoint-server/`
Web	Text	Web/subsite path within the site, e.g. `sites/optimitest`. Leave empty for the root site.
List Name	Text	Name of the list to read items from, e.g. `Documents`
Login	Text	Username for authenticating to SharePoint
Password	Password	Password for the login account
Domain	Text	Windows/NTLM domain, e.g. `CONTOSO`
Value Field	Text	The list column whose value is stored on selection and exposed via `[key]`, e.g. `ID` or `ProjectCode`
Display Field	Text	The list column shown to the operator in the selection, e.g. `Title` or `ProjectName`
Refresh Period (hours)	Number	How often OptimiDoc refreshes the cached list from SharePoint, in hours. Default `24` (once per day); use `168` for weekly.

Standard Properties

Property	Description
Title	The display name shown to the operator, e.g. "Client" or "Project".
Key	The parameter's internal identifier used in `[key]` placeholders, e.g. `client`.
Default Value	Optional pre-selected value (must match a Value Field entry). Can be overridden per workflow.
Required	Whether the operator must select a value before scanning.

Whether the operator can change the selection is set per workflow on the Parameters tab.

Setup Guide

Go to Scanning → Scan Parameters and create a parameter with Type = SharePoint List.
Enter a Title (label the operator sees) and a Key (used in [key] placeholders).
In Configuration, fill in the connection fields:
- Url — the SharePoint server base URL
- Web — the subsite path (empty for the root site)
- List Name — the target list
- Login, Password, Domain — a service account with read access to the list
Map the columns:
- Value Field — the column stored as the parameter value (e.g. ProjectCode)
- Display Field — the column shown to the operator (e.g. Title)
Set Refresh Period (hours) to control how often the cache is refreshed (e.g. 24).
Optionally set a Default Value and mark the parameter Required, then Save.

How It Works at the Device

The panel shows a selection field with the parameter's Title.
Options are the Display Field values from the cached SharePoint list.
The operator selects an item.
The corresponding Value Field value is stored and exposed via [key].
That value can be used in filenames, folder paths, email fields, and metadata.

Because the list is cached on the OptimiDoc server, the device never connects to SharePoint. The cache is refreshed when it is older than the Refresh Period (hours).

Configuration Example

Field	Value
Url	`http://sharepoint.contoso.com/`
Web	`sites/projects`
List Name	`Active Projects`
Login	`svc_optimidoc`
Domain	`CONTOSO`
Value Field	`ProjectCode`
Display Field	`Title`
Refresh Period (hours)	`24`

Authentication

The SharePoint List parameter uses Windows (NTLM) authentication. The service account must have:

Read access to the SharePoint site and list
Network connectivity from the OptimiDoc server to the SharePoint server

For SharePoint Online (Microsoft 365) there is no direct NTLM equivalent — use the SharePoint Online destination type instead, or export the data to a CSV/JSON file (for example via Power Automate) and use a CSV or JSON List parameter.

Troubleshooting

Issue	Possible cause	Solution
Empty selection (no items)	Wrong list path or connection settings	Verify Url, Web, and List Name against the SharePoint structure
Authentication error	Wrong credentials or domain	Confirm Login, Password, Domain; ensure the account has read access
Stale values	Refresh period too long	Reduce Refresh Period (hours)
Connection timeout	SharePoint unreachable	Ensure the OptimiDoc server can reach SharePoint; check firewall rules
Wrong values displayed/stored	Incorrect column mapping	Verify Value Field and Display Field match actual column names

Scan Parameters Reference — Overview of all parameter types and the [key] placeholder syntax
List Parameter — Inline key/value list
CSV, XML and JSON List Parameters — External file-based lists
Parameters Tab — Attaching parameters to workflows