SharePoint/Designer/Infopath 2010, Attachment, Document Library/List

Question

Hi there,

I've used Infopath forms since 2007 but never used it with SharePoint. From what I've read about SharePoint, I would like to deploy it for the following reason:

1. Document Management - I want to give department heads approval permission and department members collaboration (edit/modify/change) permission on documents. I don't want others (select people) to see the draft documents till its approved. Once the document is approved, members should not be able to change it without manager's interference. If that happens, I want version control. Once the document is approved, email must be sent to pre-configured list.

2. Record Management - We have lots of forms that I want to move to SharePoint. Many forms have attachments such as SLA, Resume, Photo, etc. Once the form is submitted and approved, I want these attachments to be saved on Document Library separate from where the forms are stored. Once the form is approved, email must be sent to pre-configured list. Later, when I open the approved form, I should still be able to access the attachments as it is. 

3. In Infopath 2007, when I query the database, it use to hide the empty fields on my form and there was no way to add contents into these fields. Is this behavior changed in Infopath 2010? There are some Infopath forms I use to generate reports.

Is the above possible with SharePoint/InfoPath 2010? Which version of SharePoint do I need? Is there any book that specifically details these operations for non-developers? I want the above requirements to be met without writing any code. Did I forget to mention that before; I'm not a programmer ;-)

Thanks

1ndian

Answer 1

#1 and #2 on your list are very straight forward and easy to accomplish for a non-programmer.

I don't know much about #3 at this point, but someone will hopefully jump in on this.

 

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--Paul Galvin, Computer Generated Solutions (CGS)
  Microsoft MVP - SharePoint
  Blogging @ http://www.mstechblogs.com/paul
  Twitter @ http://www.twitter.com/pagalvin

Answer 2

#1 is just built-in stuff within SharePoint and is not related to 2010 nor InfoPath.

#2 Requires code to dynamically strip attachments from the forms and send them to a separate document library.  This code has already been written by Qdabra and included in their qRules, but it requires code in the form nonetheless.

#3 Don't really know what you're asking.

There is no book that specifies the things you've asked, because they're all over the spectrum.

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SharePoint Architect || Microsoft MVP || My Blog

Answer 3

Thank you Paul and Clay,

My third question is like this. In Infopath 2007, I created a form that will query the database and fill in the fields when data is changed in the first column (rules). I use it to search database based on employee id for example. What I wanted accomplish was to query the existing data into the form fields and then be able to add or edit other fields. This is not possible with Infopath 2007. It will query the database and populate the fields in the form but will hide any fields that does not have corresponding data in the database. I've done it in Access 2007. So my question was whether this is possible with  infopath 2010. It would have made life easier. For example, I can query employee details using the form and then add additional data as and when its available such as issuance of PC, monitor, ID card etc...

I read couple of books. But I guess SharePoint is a much bigger and complex with a deceivingly easier UI. I would love to see articles on how lists, library and columns supplement each other. May be a book about doing crazy things in SharePoint for non-programmer.

Thanks Guys,

Answer 4

I'm still not familiar with the part where fields don't show - maybe it's because you're talking about a client form, and I'm guessing it's a client form that was made as a database template tied directly to the DB schema.  If so, then that is not something I ever do.  Part of the reason is because you can only connect directly to a database like that in InfoPath if it's a rich client form.  Every form I build is a browser form in SharePoint, and to write to a database from a browser form, you must use web services.  Web services are the best practice for interacting with a database anyway.  In InfoPath 2010 and SharePoint 2010, I don't know that the thing you mentioned has changed only because I haven't seen anything related to that in demos, discussion, blogs, nor in the list of enhancements.  It's still possible, though - I just haven't built that type of form.

Be advised that you can still do rich client forms tied to databases in 2010, but only if it's a form library using the InfoPath Filler.  Any list form is automatically a browser form and would have the web service restriction.

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SharePoint Architect || Microsoft MVP || My Blog

Answer 5

Hi Clay,

Your understanding of my question is right on the point.

Do I need to program if I have to use web services just for basic database queries or submit functions? I'm starting over with all my infopath forms and plan to publish them on sharepoint. Should I start with web-services template? or the DB connection in done on the Sharepoint?

By the way, I'll check out your "Building Codeless Solutions with SharePoint and Office 201 "

May be I will get some ideas :-)

Update: http://claytoncobb.wordpress.com/2009/10/28/infopath-2010-designing-external-list-forms/

May be this is what I'm looking for

Thank you very much

 

regards,

1ndian

Answer 6

There is a lot to consider.  We'd need to know all of your requirements, and you'd need to understand SharePoint + InfoPath 2010 better.  Really, though, this is a MAJOR realm of knowledge that can't just be gained through a free forum.

Your questions all require much more discussion in regards to direct DB connections, web service templates vs blank templates with WS data connections, and then external lists are just a completely different situation that aren't conducive to logic-filled InfoPath forms, but maybe they meet your needs?

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SharePoint Architect || Microsoft MVP || My Blog

Answer 7

Hi Clay,

Where did you start? I want to understand the concepts such as lists, libraries, columns, sites, site collections, etc. i don't want to start with previous version books as the new version is very different.

I'm only interested in knowing from an admin's point of view who just needs to be 'jack of all trades' to survive ;-)

I'm really interested in learning sharepoint, infopath and designer.

I am not able to download the video from the above link. it times out before completes. the same issue when I try with download managers. plus, the site does not support resume. Is there any other way I can download that video?

Before you go, please give me few resources that I can use to learn more about sharepoint.

Thank you very much.

Answer 8

I started 4+ years ago with 2003, became really get by doing nothing but SharePoint when 2007 came out, and then I've spent a year with 2010 already by getting in on the early Beta program and spending countless hours on it during my free time.  There were no books for 2010 when I started, but they are starting to come out in droves.

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SharePoint Architect || Microsoft MVP || My Blog

Answer 9

There were no books for 2010 when I started, but they are starting to come out in droves.

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SharePoint Architect || Microsoft MVP || My Blog

Do you have one coming out soon? (Maybe at SharePoint Saturday Denver? If so, I'll buy one!)

Regards,

GEWB

Answer 10

Do you have one coming out soon? (Maybe at SharePoint Saturday Denver? If so, I'll buy one!)

I am working on SharePoint Designer 2010 Unleashed, but it won't be available yet by SPSDenver, although the book is available for pre-order.  I'm trying to get some as giveaways for the event - not physical books, but free purchases for when it releases.

Todd Klindt and Shane Young have already released a SP2010 Administration book, but I haven't personally read any 2010 books yet. 

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SharePoint Architect || Microsoft MVP || My Blog

Answer 11

Thanks - hope I can win one! See you there.

Regards,

GEWB

Answer 12

 

To answer #3 from your list above.

Designing Forms for SharePoint and InfoPath: Using InfoPath Designer 2010 (2nd Edition) (Microsoft .NET Development Series) by Scott Roberts and Jessica Meats

• Paperback: 1128 pages
• Publisher: Addison-Wesley Professional; 2 edition (May 16, 2011)
• Language: English
• ISBN-10: 0321743601
• ISBN-13: 978-0321743602