SharePoint List Forms
Extensions Feature
Wipe out SharePoint List forms limitations,
Real Dynamic Forms – for Everyone!
KWizCom Corporation
• Founded in 2005
• Headquartered in Toronto

• Global vendor of SharePoint Add-Ons
• 5000+ customers ...
Over 40 different addons, solving various
SharePoint challenges!
http://www.kwizcom.com/sharepoint-add-ons/
Forms in SharePoint 2010/2013

What are my options
Implementing forms in SharePoint
SharePoint List forms
 Immediate & simple
 Works in all SharePoint editions
 LIMITED

...
SharePoint List Forms – the fastest option!

Immediate & easy
implementation

Support for various
field types

Fully integ...
What’s missing?
Form = “A Bunch of fields”
 There’s no context
 Always same actions
(menus)
What’s missing in SharePoint forms?









Field-level permissions
View-level permissions
Dynamic field constrai...
SharePoint List Forms
Extensions
Turn your SharePoint list forms into
Smart, Context-Sensitive Forms
SharePoint List Forms
Extensions
Get all advanced form features
End-user tool, no technical skills required
No need for...
Product Features
Let’s show you the features by
implementing an IT Helpdesk
solution, step-by-step
Helpdesk engineer

Cust...
Demo
Static Field permissions:
Allowing different users access different
fields
This is the
Support Request
form

Some fields
should be visible
to customers
Customer

Helpdesk
Engineer
Other fields shou...
1

Hide marked fields
from everyone

2

Show these fields only
to Helpdesk engineers

Helpdesk
Engineer
Let’s configure List Forms Extensions to
hide these fields
1
1
2
1

Select fields that
you wish to
show/hide/disable
Select permission
type
2
Type users/groups for
which this permission
rule should apply
3
Select the list forms
where you want to
apply the field
permission rule
4
In run-time, these
rules are processed
one by one according
to their order.

Click to add static
permission rules

5
Let’s save the settings and see which fields
users see now when creating a new
Support Request.
Customer

In New/Edit forms
users see only these
fields, as configured
Customer

In View form users
see all fields, as
configured
Helpdesk
Engineer
Now let’s make these
fields visible to
Helpdesk engineers
Select fields that
you wish to show
1
Select “Show”
permission type
2
3

Type users/groups for
which this permission
rule ...
New rules
added, showing the
selected fields to
Helpdesk engineers.

5
Customer

Customers still see
only part of the
fields, as configured
While Helpdesk
engineers see all
fields, as configured.

Helpdesk
Engineer
Demo
Dynamic field permissions:
Dynamically hiding/disabling fields
according to logical criteria
Customer

Selecting a category
should show and hide
the relevant fields
Customer

When selecting
“Hardware”
Customer

When selecting
“Software”
Let’s configure List Forms Extensions to
dynamically show these fields
1
1
2
1

Hide the
“Hardware type”
field, and add rule

2

3
1

Show the
“Hardware type” field
if Category=“Hardware”

2

3

4
These 2 rules make the
“Hardware type” become
visible only when Category
field equals “Hardware”
These 2 rules make the
“Hardware type” become
visible only when Category
field equals “Hardware”

Let’s click “OK” to
save...
Customer
Customer
Customer
Customer
These 2 fields should be
displayed only when Issue
status field equals “Closed”

Helpdesk
Engineer
Let’s configure List Forms Extensions to
dynamically show these fields
1
1
2
These 2 dynamic rules
display the Issue closing date
and Resolution fields only if
Issue status equals “Closed”

Let’s cli...
Helpdesk
Engineer
Let’s close this
Support Request..

Helpdesk
Engineer
Relevant fields
appear when Issue
status is “Closed”

Helpdesk
Engineer
Demo
Dynamic default values:
1. Different default values for different
people
2. Automatically update document Title to
be...
Demo
Different default values for different
people
Customer

For a customer,
“Employee” field’s default
value should be equal to [Me]
(Although it’s invisible)
For Helpdesk engineers,
The “Employee” field’s default
value should be empty

Helpdesk
Engineer
Let’s configure the “Employee” field’s
default value to be equal to [Me] only for
customers.
1
2
We have configured 2
Default value rules
1st

Helpdesk
Engineer

rule: set the default
value to [Me] for
everyone

Customer

2nd rule: set the
“Employee” field’s d...
Demo
Automatically update a document’s Title
(This has nothing to do with our Helpdesk example,
but still it’s an annoying...
Click the “Library”
ribbon
Then click the
“List Extensions Settings”
menu
Select the field for
which you want to
setup a default value
Define your dynamic
default value

And click to add this
rule
Rule added
Click “OK” to save
the settings
Let’s add now a new
document
Demo
Field Constraints:
1. Dynamic: Conditionally-mandatory fields
2. Custom: Validate custom pattern using
regular expres...
Demo
Field Constraints:
Dynamic: Conditionally-mandatory fields
These 2 fields should be
mandatory only when Issue
status field equals “Closed”

Helpdesk
Engineer
Let’s configure the Resolution and Issue
closing date fields to be mandatory only if
Issue status equals “Closed”.
1
2
Select the field that
you wish to validate
Define the
validation rule

1

Define conditions
(when to validate the
field’s ...
We’ve configured 3 field
validation rules
Issue closing date
mandatory and not in
the future

Resolution mandatory
Helpdesk engineer
edits a Support
Request item

Helpdesk
Engineer
Change Issue status
to “Closed”

Helpdesk
Engineer
Try to save without
updating Resolution
and Issue closing date
fields

Helpdesk
Engineer
Validation errors, as
configured

Helpdesk
Engineer
Demo
Field Grouping:
Lets divide a long form to multiple tabs, each
visible to relevant audience
1

2
1

Decide which fields
appear in each
groups

Create field
groups

2

3

Define who can see
this field-group

4
Configure ...
This is the group (tab)
used to create
support requests

Customer
And this one is for
Helpdesk engineers to
update case
resolution details.

Helpdesk engineer
Customer sees only one
tab, because he has no
permissions to see any of the
fields in the other tab.

Customer
Helpdesk
Engineer
Helpdesk engineer
sees the 2 tabs
Helpdesk
Engineer
Summary – List Forms Extensions






Field-level permissions
View-level permissions
Dynamic field constraints
Dynami...









Field-level permissions
View-level permissions
Dynamic field constraints
Dynamic default values
Field-gro...
SharePoint List Forms Extensions
Training Resources
• Product web page:
http://www.kwizcom.com/sharepoint-add-ons/sharepoi...
Thank you!
Nimrod Geva
Product Group Manager, KWizCom
nimrod@kwizcom.com
SharePoint List Forms Extensions feature - introduction
SharePoint List Forms Extensions feature - introduction
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SharePoint List Forms Extensions feature - introduction

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Would you like to have advanced, dynamic forms by simply using the out-of-the-box SharePoint list forms?
With KWizCom's List Forms Extensions Feature you can do it, without any need for InfoPath skills, and without having to purchase expensive SharePoint Enterprise license.

This presentation includes a very detailed demo walkthrough that really shows you how this product works, and how you can easily create advanced from-based solutions in SharePoint without any development.
For more details about the product, please visit the product page:
http://www.kwizcom.com/sharepoint-add-ons/sharepoint-mobile-extensions/overview/

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  • The problem is there is no logical connection between the fields. You can easily for example define a task where its Due Date is earlier than its Start Date – this woul pass SharePoint validation, but obviously it is not logical.
  • Here we have a support request form.The form has some fields that should be visible and updatable by end users (customer), and some – by Helpdesk engineers..
  • Let’s hide the marked fields from everyone, and then show them only to the Helpdesk engineers group
  • By clicking the “Add field-level permission rule” we have added 4 rules for the 4 selected fields.These rules are processed in run-time when a user opens any of the list forms.These rules are called “Static rules” because we did not use any conditions, we skipped over the “Conditions” sections.Last thing to do is click “Apply” to save the settings.Let’s see the results…
  • Users cannot see those fields that we have hidden in New/Edit forms (Including administrator).
  • In the View form these fields are visible (as configured).
  • Now, let’s enable ONLY helpdesk engineers to view and update these fields.
  • Let’s click “Apply” to save the settings and see the results…
  • As a customer I still see the same fields, and do not see the fields that were configured as hidden
  • As a helpdesk engineer I can see all fields, as configured
  • So, we saw how we can hide fields from specific user/group. We call it ”Static” field permissions because these permission rules apply always, depending only on who you are (Customer or Helpdesk engineer in our example).In this demo we’ll see “Dynamic” field permissions; these are permission rules that can be conditionally applied, depending on the current situation (and not only on who is the current user).
  • When reporting an issue, the end-user has to select the issue category. Depending on the selected value, different fields should appear, which are relevant to the selected category.
  • If user selects the “Hardware” category…
  • If user selects the “Software” category…
  • 2 rules were added:First one hides the “Hardware type” field always, from everyone and the second rule shows the field only if Category field equals “Hardware”.Let’s repeat the same way and configure “Which software?” field be visible only when Category field equals “Software”
  • Let’s save the settings and check the results…
  • As a result, a new “Hardware type” choice fields appears.
  • And if I choose the “Software” category, the relevant field appears.
  • The Resolution and Issue closing date also need to be displayed in a dynamic way: only if Issue status field equals “Closed”.Let’s configure the appropriate dynamic permission rules.
  • Let’s save the settings and check the results…
  • When a customer creates a new Support Request item, he cannot change the Employee field because we made it invisible for him.We would like that field to have the value of the current customer ([Me]) in this case.
  • For a Helpdesk engineer, the “Employee” field is configured to be visible so he’ll be able to create support requests on behalf of customers. In this case we prefer to leave the “Employee” field’s default value empty.
  • So this is our out-of-the-box documents library.Let’s configure its default values settings…
  • Let’s select the “Field default values” option, under the “List Extensions Settings” menu. This will redirect us to the Default values settings page:
  • Remember these 2 fields (Resolution and Issue closing date)?We’ve already configured them to appear to Helpdesk engineers only when Issue status field is set to “Closed”.Now, we want these fields to be mandatory, only if Issue status equals “Closed”. So, what we want is these fields to be conditionally-mandatory. This is a dynamic constraint.
  • So, we’ve configured 3 field validation rules:
  • So, we’ve configured 3 field validation rules:According to rules 1 and 2, Issue closing date field is mandatory and also cannot be a future date (later than today) if Issue status equals “Closed”.According to rule 3, Resolution field is mandatory if Issue status equals “Closed”.Let’s see how this works…
  • SharePoint List Forms Extensions feature - introduction

    1. 1. SharePoint List Forms Extensions Feature Wipe out SharePoint List forms limitations, Real Dynamic Forms – for Everyone!
    2. 2. KWizCom Corporation • Founded in 2005 • Headquartered in Toronto • Global vendor of SharePoint Add-Ons • 5000+ customers worldwide
    3. 3. Over 40 different addons, solving various SharePoint challenges! http://www.kwizcom.com/sharepoint-add-ons/
    4. 4. Forms in SharePoint 2010/2013 What are my options
    5. 5. Implementing forms in SharePoint SharePoint List forms  Immediate & simple  Works in all SharePoint editions  LIMITED End-user tool Forms Server & InfoPath  Advanced, dynamic forms  Requires SharePoint Enterprise license  Requires technical InfoPath skills Power-user tool
    6. 6. SharePoint List Forms – the fastest option! Immediate & easy implementation Support for various field types Fully integrated with workflow, alerts and search
    7. 7. What’s missing? Form = “A Bunch of fields”  There’s no context  Always same actions (menus)
    8. 8. What’s missing in SharePoint forms?         Field-level permissions View-level permissions Dynamic field constraints Dynamic default values Field-grouping (Tabs) Dynamic Custom Menus Cascaded fields Repeating rows fields
    9. 9. SharePoint List Forms Extensions Turn your SharePoint list forms into Smart, Context-Sensitive Forms
    10. 10. SharePoint List Forms Extensions Get all advanced form features End-user tool, no technical skills required No need for expensive SharePoint Enterprise license! Implement dynamic forms Faster!
    11. 11. Product Features Let’s show you the features by implementing an IT Helpdesk solution, step-by-step Helpdesk engineer Customer
    12. 12. Demo Static Field permissions: Allowing different users access different fields
    13. 13. This is the Support Request form Some fields should be visible to customers Customer Helpdesk Engineer Other fields should be visible to Helpdesk engineers
    14. 14. 1 Hide marked fields from everyone 2 Show these fields only to Helpdesk engineers Helpdesk Engineer
    15. 15. Let’s configure List Forms Extensions to hide these fields
    16. 16. 1
    17. 17. 1 2
    18. 18. 1 Select fields that you wish to show/hide/disable
    19. 19. Select permission type 2
    20. 20. Type users/groups for which this permission rule should apply 3
    21. 21. Select the list forms where you want to apply the field permission rule 4
    22. 22. In run-time, these rules are processed one by one according to their order. Click to add static permission rules 5
    23. 23. Let’s save the settings and see which fields users see now when creating a new Support Request.
    24. 24. Customer In New/Edit forms users see only these fields, as configured
    25. 25. Customer In View form users see all fields, as configured
    26. 26. Helpdesk Engineer Now let’s make these fields visible to Helpdesk engineers
    27. 27. Select fields that you wish to show 1 Select “Show” permission type 2 3 Type users/groups for which this permission rule should apply Click to add static permission rules 4
    28. 28. New rules added, showing the selected fields to Helpdesk engineers. 5
    29. 29. Customer Customers still see only part of the fields, as configured
    30. 30. While Helpdesk engineers see all fields, as configured. Helpdesk Engineer
    31. 31. Demo Dynamic field permissions: Dynamically hiding/disabling fields according to logical criteria
    32. 32. Customer Selecting a category should show and hide the relevant fields
    33. 33. Customer When selecting “Hardware”
    34. 34. Customer When selecting “Software”
    35. 35. Let’s configure List Forms Extensions to dynamically show these fields
    36. 36. 1
    37. 37. 1 2
    38. 38. 1 Hide the “Hardware type” field, and add rule 2 3
    39. 39. 1 Show the “Hardware type” field if Category=“Hardware” 2 3 4
    40. 40. These 2 rules make the “Hardware type” become visible only when Category field equals “Hardware”
    41. 41. These 2 rules make the “Hardware type” become visible only when Category field equals “Hardware” Let’s click “OK” to save settings
    42. 42. Customer
    43. 43. Customer
    44. 44. Customer
    45. 45. Customer
    46. 46. These 2 fields should be displayed only when Issue status field equals “Closed” Helpdesk Engineer
    47. 47. Let’s configure List Forms Extensions to dynamically show these fields
    48. 48. 1
    49. 49. 1 2
    50. 50. These 2 dynamic rules display the Issue closing date and Resolution fields only if Issue status equals “Closed” Let’s click “OK” to save settings
    51. 51. Helpdesk Engineer
    52. 52. Let’s close this Support Request.. Helpdesk Engineer
    53. 53. Relevant fields appear when Issue status is “Closed” Helpdesk Engineer
    54. 54. Demo Dynamic default values: 1. Different default values for different people 2. Automatically update document Title to be equal to the file’s name
    55. 55. Demo Different default values for different people
    56. 56. Customer For a customer, “Employee” field’s default value should be equal to [Me] (Although it’s invisible)
    57. 57. For Helpdesk engineers, The “Employee” field’s default value should be empty Helpdesk Engineer
    58. 58. Let’s configure the “Employee” field’s default value to be equal to [Me] only for customers.
    59. 59. 1
    60. 60. 2
    61. 61. We have configured 2 Default value rules
    62. 62. 1st Helpdesk Engineer rule: set the default value to [Me] for everyone Customer 2nd rule: set the “Employee” field’s default value to be empty only for Helpdesk engineers
    63. 63. Demo Automatically update a document’s Title (This has nothing to do with our Helpdesk example, but still it’s an annoying issue…)
    64. 64. Click the “Library” ribbon
    65. 65. Then click the “List Extensions Settings” menu
    66. 66. Select the field for which you want to setup a default value
    67. 67. Define your dynamic default value And click to add this rule
    68. 68. Rule added
    69. 69. Click “OK” to save the settings
    70. 70. Let’s add now a new document
    71. 71. Demo Field Constraints: 1. Dynamic: Conditionally-mandatory fields 2. Custom: Validate custom pattern using regular expressions
    72. 72. Demo Field Constraints: Dynamic: Conditionally-mandatory fields
    73. 73. These 2 fields should be mandatory only when Issue status field equals “Closed” Helpdesk Engineer
    74. 74. Let’s configure the Resolution and Issue closing date fields to be mandatory only if Issue status equals “Closed”.
    75. 75. 1
    76. 76. 2
    77. 77. Select the field that you wish to validate Define the validation rule 1 Define conditions (when to validate the field’s value) 2 3 4 Click to add this field validation rule
    78. 78. We’ve configured 3 field validation rules
    79. 79. Issue closing date mandatory and not in the future Resolution mandatory
    80. 80. Helpdesk engineer edits a Support Request item Helpdesk Engineer
    81. 81. Change Issue status to “Closed” Helpdesk Engineer
    82. 82. Try to save without updating Resolution and Issue closing date fields Helpdesk Engineer
    83. 83. Validation errors, as configured Helpdesk Engineer
    84. 84. Demo Field Grouping: Lets divide a long form to multiple tabs, each visible to relevant audience
    85. 85. 1 2
    86. 86. 1 Decide which fields appear in each groups Create field groups 2 3 Define who can see this field-group 4 Configure group layout settings
    87. 87. This is the group (tab) used to create support requests Customer
    88. 88. And this one is for Helpdesk engineers to update case resolution details. Helpdesk engineer
    89. 89. Customer sees only one tab, because he has no permissions to see any of the fields in the other tab. Customer
    90. 90. Helpdesk Engineer Helpdesk engineer sees the 2 tabs
    91. 91. Helpdesk Engineer
    92. 92. Summary – List Forms Extensions      Field-level permissions View-level permissions Dynamic field constraints Dynamic default values Field-grouping (Tabs) List Forms Extensions
    93. 93.         Field-level permissions View-level permissions Dynamic field constraints Dynamic default values Field-grouping (Tabs) Dynamic Custom Menus Cascaded fields Repeating rows field List Forms Extensions List Custom Actions Cascading Lookup Plus Repeating Rows Field Forms Bundle KWizCom’s Forms Bundle
    94. 94. SharePoint List Forms Extensions Training Resources • Product web page: http://www.kwizcom.com/sharepoint-add-ons/sharepoint-list-formsextensions-feature/overview/ • FREE 30-day evaluation version (SP2007, 2010, 2013): http://www.kwizcom.com/sharepoint-add-ons/sharepoint-list-formsextensions-feature/download/ • Admin guide: http://www.kwizcom.com/objects/ListFormsExtensions/v12.3.00/KWizCom _SharePoint_List_Forms_Extensions_Feature_Admin_Guide.pdf • Training videos: http://www.kwizcom.com/sharepoint-add-ons/sharepoint-list-formsextensions-feature/training-videos/ 96
    95. 95. Thank you! Nimrod Geva Product Group Manager, KWizCom nimrod@kwizcom.com

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