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Using info path to create knowledge base articles

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InfoPath is one of the best, least known products from the Microsoft Office suite. If you want to create a form for people to fill out, ditch Word and Excel, because this is so much easier to use and …

InfoPath is one of the best, least known products from the Microsoft Office suite. If you want to create a form for people to fill out, ditch Word and Excel, because this is so much easier to use and it integrates into SharePoint allowing you to use it to create knowledgebases for everyone to update and access.

In this walkthrough we will show how to create an InfoPath form to manage semi-structured data (like consumer recipes) and then store them in SharePoint so that you can start archiving and searching through them.

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  • 1. SharePoint | InfoPathUSING INFOPATH TO CREATEKNOWLEDGEBASE ARTICLES InfoPath is one of the best, least known products from the Microsoft Office suite. If you want to create a form for people to fill out, ditch Word and Excel, because this is so much easier to use and it integrates into SharePoint allowing you to use it to create knowledgebases for everyone to update and access. In this walkthrough we will show how to create an InfoPath form to manage semi-structured data (like consumer recipes) and then store them in SharePoint so that you can start archiving and searching through them. © 2013. All rights reserved.
  • 2. Create An InfoPathTemplateThe first step is to create the InfoPath form. We willcreate an off-line form to show how these could be storedlocally on your network, but even these forms can beupgraded and published to SharePoint as we will show ina later step. So here we are just creating a blank form. © 2013. All rights reserved.
  • 3. Create An InfoPathTemplateNow that we have the blank template it’s time to startcreating making it useful by adding fields. © 2013. All rights reserved.
  • 4. Create Field For TheTitleFrom the myFields, we will start by adding a new field forthe recipe title. © 2013. All rights reserved.
  • 5. Create Field For TheTitleWe give the field a name, and for this one, we will requirethat there be a value for the recipe name. © 2013. All rights reserved.
  • 6. Add The Title ToThe FormNow we can drag and drop the field over to the form.This will bring over the description of the field as well.Notice that it formatted the name with spaces. If you useupper case characters for the start of each word in thename of the field, then InfoPath is clever enough to splitthe description out into the proper format. © 2013. All rights reserved.
  • 7. Add The Title ToThe FormWe don’t want the description though so we’ll take it outfrom this example. © 2013. All rights reserved.
  • 8. Add The Title ToThe FormAlso, to make the form look nice we will remove thedefault border from the field. We just want this form tolook like a document rather than a data entry form. © 2013. All rights reserved.
  • 9. Create More FieldsNow we will add more fields to the form. We will add apicture… © 2013. All rights reserved.
  • 10. Create More FieldsA field for the number of servings… © 2013. All rights reserved.
  • 11. Create More FieldsA repeating list for the ingredients… © 2013. All rights reserved.
  • 12. Create More FieldsAnd a rich text field for the instructions. © 2013. All rights reserved.
  • 13. Create A Layout ForThe Body FieldsNow we will start adding the fields to the body. Using atable is a good way to manage the formatting. © 2013. All rights reserved.
  • 14. Create A Layout ForThe Body FieldsWhen we drag the picture field over to the form, itcreates a blank picture control for us. © 2013. All rights reserved.
  • 15. Create A Layout ForThe Body FieldsYou can format the size of the picture through theproperties of the control. © 2013. All rights reserved.
  • 16. Create A Layout ForThe Body FieldsWe’ll just make it a little bigger. © 2013. All rights reserved.
  • 17. Create A Layout ForThe Body FieldsNew we will add the other text fields, and format themwith another embedded table. © 2013. All rights reserved.
  • 18. Create A Layout ForThe Body FieldsWe’ll start by adding the serving size… © 2013. All rights reserved.
  • 19. Create A Layout ForThe Body FieldsThen the ingredients, which we will make a bulleted list. © 2013. All rights reserved.
  • 20. Create A Layout ForThe Body FieldsAnd finally the instructions. Also we will format the tablea little to make it prettier. © 2013. All rights reserved.
  • 21. Save Your FormTemplateNow that we have the form template, we can save itlocally so that we can use it for creating recipes. © 2013. All rights reserved.
  • 22. Test The FormNow we can use InfoPath Filler to create a recipe card. © 2013. All rights reserved.
  • 23. Save The RecipeOnce we have created the card, we can then save it locallyto access later. © 2013. All rights reserved.
  • 24. Extend The FormOne of the benefits of InfoPath is that you can update theform template at any time, and the instances that youhave created with data will automatically updatethemselves. So here we will add a group for thenutritional information of the recipe. © 2013. All rights reserved.
  • 25. Extend The FormAnd then add a few more fields… © 2013. All rights reserved.
  • 26. Extend The FormNow we will create a Nutritional Label inside the form… © 2013. All rights reserved.
  • 27. Extend The FormAnd link up the fields that we created to the new fields inthe form. © 2013. All rights reserved.
  • 28. Update Prior FormDataNow we just overwrite the form template that we createdbefore… © 2013. All rights reserved.
  • 29. Update Prior FormDataAnd the recipe that we created now has a section for us tomaintain the nutritional information… very cool. © 2013. All rights reserved.
  • 30. Create An On-LineSharePoint LibraryRather than store the InfoPath data locally on thenetwork, a better place to store it is on SharePoint. © 2013. All rights reserved.
  • 31. Create An On-LineSharePoint LibrarySo we will create a new library for the forms. To find theInfoPath Forms Library, you will want to go to the MoreOptions menu item in the Site Actions. © 2013. All rights reserved.
  • 32. Create An On-LineSharePoint LibraryWe will create a new Forms Library. © 2013. All rights reserved.
  • 33. Create An On-LineSharePoint LibraryNow we have a place to put our recipes… we just need tolink the form we created to it. © 2013. All rights reserved.
  • 34. Publish The Form ToSharePointTo do that we will choose the “Publish your form” optionin InfoPath. © 2013. All rights reserved.
  • 35. Publish The Form ToSharePointAnd we will publish to SharePoint. © 2013. All rights reserved.
  • 36. Publish The Form ToSharePointJust give InfoPath the path to your SharePoint instance. © 2013. All rights reserved.
  • 37. Publish The Form ToSharePointAnd we will publish to a Forms Library. © 2013. All rights reserved.
  • 38. Publish The Form ToSharePointThis will give us the option to create a new library, orpublish to one that we have already created. We willchoose the forms library that we just created. © 2013. All rights reserved.
  • 39. Add Index Fields ToSharePoint FromThe FormWhen publishing the form, we are able to pass throughfields from the form to SharePoint as index fields. This willallow us to filter the data fromwithin SharePoint. © 2013. All rights reserved.
  • 40. Add Index Fields ToSharePoint FromThe FormYou just select the fields that you want as indexes fromthe fields in the form. © 2013. All rights reserved.
  • 41. Add Index Fields ToSharePoint FromThe FormI’m going to add all of the fields except for the repeatingand rich text fields. © 2013. All rights reserved.
  • 42. Finish PublishingThe FormNow we can publish the form. © 2013. All rights reserved.
  • 43. Finish PublishingThe FormDone. © 2013. All rights reserved.
  • 44. Save The Off-LineForm To The LibraryThe off-line form that we created should now be placedinto SharePoint. To do this save it, but in the file path, usethe full path to the SharePoint forms library URL. © 2013. All rights reserved.
  • 45. Save The Off-LineForm To The LibraryThis will publish the form for everyone to see and alsoindex the fields from the form to the SharePoint fields. © 2013. All rights reserved.
  • 46. Create A NewDocument DirectlyFrom SharePointAlso, now that the form is in SharePoint, to create a newrecipe card, all you have to do is select the “NewDocument” from SharePoint… © 2013. All rights reserved.
  • 47. Create A NewDocument DirectlyFrom SharePointAnd you can update the form directly from SharePoint. © 2013. All rights reserved.
  • 48. Create A NewDocument DirectlyFrom SharePointNo need to use the client InfoPath Filler any more… © 2013. All rights reserved.
  • 49. Create A NewDocument DirectlyFrom SharePointWe just need to save the recipe card now… © 2013. All rights reserved.
  • 50. Knowledge ForEveryoneAnd it is updated to SharePoint for everyone to access.Very cool. © 2013. All rights reserved.
  • 51. AboutMurray Fife