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How to use Infopath form for Multiple approvals RRS feed

  • Question

  • Hi,

    I have a infopath form with 5 approvers. Depending on the type of request we will route to any 3 approvers of the 5. Now this is done by a coordinator whose job is to look at the forms submitted by the business user, assign appropriate approvers ( 3 out of 5) and send route the form for approvals. Now my question is, is it possible for all the approvers to work (i.e provide approval) on the same form. Also how would I be able to provide the link to the form is the email.

    Please suggest.

    Thanks 


    RRS
    Tuesday, August 2, 2011 5:32 PM

Answers

  • Hi srituraj,

    We can use SharePoint Designer workflow and send emails action to insert the link in the email. When use the send an email action, we need get URL Path field of current item using lookup field function. And the URL Path string should similar like this: /formlibraryname/formname.xml, so we need to add some more string before the URL Path filed to make it to be an entire URL. Like http://server/site[%formlibrary:URL Path%].

    Now Form URL has added in the email, you can use some logical and maybe SharePoint Designer workflow to achieve your requirements.

    1.       Create a form library, add the approval workflow to the form library, and set it parallel assign tasks to all participants and start manually.

    2.       Disable email notification for the tasks list used to work with the approval workflow.

    3.       Create a Send email workflow using SharePoint Designer, attach it to the form library, and set auto start when an item is created. We will use this workflow send email to the coordinator whose job is to assign the approval workflow to appropriate approvers. Manually start the approval workflow from a form item, we can get its URL similar like this: http://Server/site/_layouts/IniwrkflIP.aspx?List=687686****&ID=1&TemplateID={263***}&Source=http%3A****Easpx
    This is the approval workflow URL for all item in that form library, and the only different is ID parameter. We will insert the URL in the workflow email, and the ID field can be get using workflow lookup filed.
    When the coordinator get the email, s/he will manually start workflow and assign approval workflow to 3 approvers follow the URL in the email. And after the workflow stared, send email to the first approver.

    4.       Custom form template of that form library. Add the tasks list you selected to use with the approval workflow as a second data source for that form library, so that we can update approval status also in the form template. Create different form views for different approvals (using InfoPath rules and SharePoint web services).

    5.       Update a form library field when an approver approved the task, so that we can send email to the next approver using wait for a field change and send email action.

    And please also take a look these references using SP workflows with InfoPath form.
    http://msdn.microsoft.com/en-us/library/bb267332(office.12).aspx
    http://msdn.microsoft.com/en-us/library/cc627286(v=office.12).aspx

    Hope this helps.

    Best regards,
    Emir Liu
    Forum Support
    Please remember to mark the replies as answers if they help and unmark them if they provide no help. If you have feedback for TechNet Subscriber Support, contact
    tnmff@microsoft.com.

    • Marked as answer by srituraj Wednesday, August 10, 2011 4:33 PM
    Wednesday, August 3, 2011 7:13 AM

All replies

  • Hi srituraj,

    Are you using InfoPath by itself, or are you using it with SharePoint?  I assume you're using it with SharePoint, but need to make sure.  Also, is this a browser-enabled form or is it a filler form (filled out using the end-user's InfoPath application)

    Tuesday, August 2, 2011 8:38 PM
  • I am using it with Sharepoint. Also it is browser enabled. Also one more thing that i am trying to do is to have the form submitted by 2 users with different permissions. Now is that possible.

     

    Thx

     

     


    RRS
    Tuesday, August 2, 2011 11:46 PM
  • Hi srituraj,

    We can use SharePoint Designer workflow and send emails action to insert the link in the email. When use the send an email action, we need get URL Path field of current item using lookup field function. And the URL Path string should similar like this: /formlibraryname/formname.xml, so we need to add some more string before the URL Path filed to make it to be an entire URL. Like http://server/site[%formlibrary:URL Path%].

    Now Form URL has added in the email, you can use some logical and maybe SharePoint Designer workflow to achieve your requirements.

    1.       Create a form library, add the approval workflow to the form library, and set it parallel assign tasks to all participants and start manually.

    2.       Disable email notification for the tasks list used to work with the approval workflow.

    3.       Create a Send email workflow using SharePoint Designer, attach it to the form library, and set auto start when an item is created. We will use this workflow send email to the coordinator whose job is to assign the approval workflow to appropriate approvers. Manually start the approval workflow from a form item, we can get its URL similar like this: http://Server/site/_layouts/IniwrkflIP.aspx?List=687686****&ID=1&TemplateID={263***}&Source=http%3A****Easpx
    This is the approval workflow URL for all item in that form library, and the only different is ID parameter. We will insert the URL in the workflow email, and the ID field can be get using workflow lookup filed.
    When the coordinator get the email, s/he will manually start workflow and assign approval workflow to 3 approvers follow the URL in the email. And after the workflow stared, send email to the first approver.

    4.       Custom form template of that form library. Add the tasks list you selected to use with the approval workflow as a second data source for that form library, so that we can update approval status also in the form template. Create different form views for different approvals (using InfoPath rules and SharePoint web services).

    5.       Update a form library field when an approver approved the task, so that we can send email to the next approver using wait for a field change and send email action.

    And please also take a look these references using SP workflows with InfoPath form.
    http://msdn.microsoft.com/en-us/library/bb267332(office.12).aspx
    http://msdn.microsoft.com/en-us/library/cc627286(v=office.12).aspx

    Hope this helps.

    Best regards,
    Emir Liu
    Forum Support
    Please remember to mark the replies as answers if they help and unmark them if they provide no help. If you have feedback for TechNet Subscriber Support, contact
    tnmff@microsoft.com.

    • Marked as answer by srituraj Wednesday, August 10, 2011 4:33 PM
    Wednesday, August 3, 2011 7:13 AM