How to get data from SQL database table to generate the invoice

This article describes how to get data from SQL server database table and use the data to generate an invoice.

In this example we will create SharePoint Workflow which gets data from the database table and generates the invoice. The generated invoice will be sent to e-mail recipients, and a copy of the invoice will be saved in the document library. The invoice will be generated and sent as soon as a new item is added into the list.

The invoice will be generated with the data received from the following datasources:
SharePoint List Item – Invoice number, Client’s name, Description of the goods and price.
SQL database table – postal address of the client and e-mail address to which the invoice will be sent.

Such a workflow cannot be created using any standard actions and conditions which are available in SharePoint, and we will use some actions added by “HarePoint Workflow Extensions for SharePoint”:

Component name and type	Set of Workflow components
	SharePoint Workflow	HarePoint Workflow Extensions
Copy or Move Documents (action)
Update Word Document (action)
Convert Document (action)
Wait Conversion Job (action)
Action Execute SQL Command (action)
Delete Item at URL (action)
Send E-mail with Document as Attachment (action)
Get Array Item (action)
If any value equals value (condition)
Log to History List (action)

The Workflow will start once a new item is added into the SharePoint list, and it will work in the following manner:

• make a copy of the invoice template;
• get data from the SQL server database table;
• fill the invoice copy with the data gathered from SharePoint List and the database table;
• convert the invoice into a PDF file;
• send the invoice to email recipient;
• save the PDF into the document library.

Before creation of the Workflow it is necessary to do the following:

1. Create a template of invoice. You can download the template example here. We used Content Control elements in such fields as Invoice Number, Client Name, Price, etc.
2. Save this template in Shared Documents.
3. Create a document library called “Invoices” where the workflow will save sent invoices.
4. Create a list with relevant columns. The List contains the following fields:

    

5. Create the database table “Clients” which contains Clients’ Names, postal and e-mail addresses:

    

6. Start SharePoint Designer, open the web-site, point to “Workflows”, click the “List Workflow” button on the ribbon and select the List which you created at step 4. The Workflow will be linked to this List. Type a name of the Workflow. Click OK. The empty workflow is now created.

Let's start creation of the Workflow.

First, we should add an action “Execute SQL Command” to get data from the database. This action is located in the “HarePoint Activities – Development” category:

 

The first parameter should contain SQL request. In our case it will be:

 

This SQL request returns e-mail and postal addresses of the client whose name is equal to the client name of the current list item which is added.

The second parameter is connection string to the SQL Server database. In our example it looks like:

 

The third parameter is the type of the database which is used. In our example it is “MS SQL”.

The forth parameter which we should specify is the name of the variable which contains the results.

The last parameter is a variable which contains the number of found strings.

The configured action looks like:

 

Click to open real size screenshot

 

Next step is the check of the found data and also how many records are found by our SQL request.

To check it we will use “If any value equals value” condition and set the variable “RecordsAffected” (which is filled in by previous action) as ​the first parameter. We will make sure that it is equal “1”, otherwise the data is not found or the database contains several records with the same name of the client. The configured component looks like:

 

If the SQL request returns a single row of the data we can continue data processing. Otherwise we will save a notification in the Workflow log using the “Log to history list” action.

Next, we should load data returned by SQL script into separate variables. For it “Get Array Item” action of “HarePoint Activities – Arrays” actions group will be used:

 

On this step we obtain all necessary data from SQL database and can start generating invoice.

To copy the invoice template we should use the “Copy or Move Documents” action from the “HarePoint Activities – Document Library” activity group.

 

Click to open real size screenshot

 

The link to the document template should be specified in the parameters for this action. Full path to the document should be specified. In our example it is as follows:

http://sp14.vlab.mapilab.local:133/Shared%20Documents/invoice.docx

The new file should be placed into the document library “Invoices” which we created at step 3. It is necessary to specify full path to the document library. In our example it is as follows:

http://sp14.vlab.mapilab.local:133/Invoices/

Set the invoice number field to be used as the data source for the file name:

 

Next, we should use the “Update Word Document” action (this action is located in the “HarePoint Activities – Office” category) to replace “Content Control” values in the document with a value of relevant fields of the new element in the document library.

 

We select Content Control as the parameter and indicate which document should be updated. Also, we should indicate the data that should be added to the field:

 

The remaining fields are to be filled in similarly but for the field which should be filled in with data from SQL database we should select “Variable: SQL Address”:

 

Next, we should add an action to convert the updated document into a PDF file.

To do this, we will use the “Convert Document” action (this action is located in the “HarePoint Activities – Document Conversion” category).

The previously filled-out Invoice is used as the parameter:

 

Click to open real size screenshot

 

Execution of this action will take a while. So, we need to suspend Workflow until the conversion is finished. For that we will use the “Wait Conversion Job” action.

 

After that we will have two invoice files, and the Word document is to be deleted by using the “Delete Item at URL” action from the “HarePoint Activities – Lists” category. The path to this document should be specified as the parameter:

 

Now we should add an action to send the generated invoice via email. The “Send E-mail with Document as Attachment” action from the “HarePoint Activities – E-mail” category will be used.

The 'To' address is taken from the new element which was added into the List:

 

Click to open real size screenshot

 

Specify message subject.

And specify the path to the generated PDF invoice.

The workflow is ready. It looks like:

 

Click to open real size screenshot

 

Save the Workflow.

Now we should set the Workflow to be launched automatically when new list item is created. To do this click the “Workflows” link in the left menu of SharePoint Designer, select your Workflow and double click it. Put the checkmark to the option “Start workflow automatically when an item is created” and click the “Save” button on the ribbon. Save and Publish the Workflow:

 

Test the Workflow:

Create a new list item, wait a moment, and look at the Document Library “Invoices”. Check your mailbox, the invoice in the PDF format must be there. Check the message subject and make sure that all Invoice fields are filled in properly. ??​