InfoPath 2010 Possibilities Forms Library Versus ListsDeb WaltherSenior SharePoint SpecialistCorridor Consultingdeb.firstname.lastname@example.org
About Me Recovering Scientist o R&D to GMP Ski Instructor o Maine Adaptive Tutoring Plus SharePoint since 2008 o Novartis (Strategic External Resourcing) • Contract management, Finance tools, Outsourcing project & data tracking o Corridor Consulting • Contract management software, consulting, training, documentation. I InfoPath!
Items To Cover InfoPath Capabilities Summary Keys to InfoPath Success Forms Library Benefits InfoPath With List Benefits Real World Case Studies/InfoPath Demonstration Q&A
InfoPath Capabilities | Summary • Graphically Rich Non-Programmatic Tool ForElectronic Form For Designing Electronic Forms With Printable ViewsData Collection • Large Number of Data Types Available (text, integer, people/group, currency, text, file attachment) • Forms sections can dynamically appear on a pageConditional Logic & based upon values from other fieldsVaried Content Display • Single data and multi-data elements are supported • Multiple pages can be configured • Can validate data against external systems (SharePoint Lists, Web/REST Services, Databases)Data Connectivity • InfoPath forms (XML files can be saved directly into SharePoint as form items or lists
InfoPath Capabilities | Example 1Various Control TypesRich Graphics & Formattingwith Support For Tables &Repeating RowsConditional Logic Groupingwhich only displays when“Evergreen” is selectedData lookup into SharePointlist or Line of Business forMaster Data
InfoPath Capabilities | Example 2Repeating Tables to collectmultiple line items of data
Keys to InfoPath Success Defined process Design of form o Pages o Layout o Colors/fonts Information Architecture o Fields/Controls o Section o Where located o List vs. Library
InfoPath Capabilities | Decisions List Based Forms Based
Forms Library Benefits Ability to provide repeating tables for multiple entries asRepeating Groups referenced in prior slide. Only available in nativeAnd Tables InfoPath and not List based forms. List Based Forms Based
Forms Library Benefits Form Library based forms allow for development to take place in the actual form. This provides more flexibility;Code In Forms however it requires the form to be an “Administrator- approved Solution” deployed by farm administrator. Developer Ribbon is available in native InfoPath forms. This ribbon is not available, nor is the associated functionality in List based forms.
Forms Library Benefits When configuring Forms based InfoPath forms, the forms can selectively be published to target destinationsForm Placement and with specific content types. Additionally, existing site columns can be selected. List Based Forms Based
Forms Library Benefits The InfoPath namespace provides for Digital SignatureDigital Signature Usage support.• Provides authenticity, integrity and non-repudiation• Requires incorporation of a 3rd party Digital Certificate• Once form is signed, it cannot be altered• Provides trust.http://office.microsoft.com/en-us/infopath-help/digital-signatures-in-infopath-2010-HA010381868.aspx
Forms Library Benefits Forms Library based InfoPath Forms Can Have the FieldPre-Defined Data Definitions Automatically Imported Into InfoPath From ASchemas Pre-Existing XML Schema
InfoPath With List Benefits Opposite Form Library Based InfoPath Forms o And Of Course … Simpler To Use Customizes list intake form using “InfoPath Lite” o Use conditional logic to present only what the end- user needs Automatic Data Connection to List Separate Forms per Content Type o Provide a unique experience
Real World Case Studies• List-based Form to replace paper Form Highlights: People Picker absentee form Link to fill out form• Automate approval process• Metadata available on a Dashboard Form Challenges: List-based, no repeating tables Collect data for Kpi’s Security
Real World Case Studies• List-based Form for Help Desk Form Highlights: Provide static data (record of• Need 2 pages: 1 for end user to time/place) complete, 1 for staff to complete Content type provided separate form for each client Use versioning to provide time/date stamp of progress Form Challenges: List-based, no repeating tables Collect data for Kpi’s
Real World Case Studies• Client had a paper-based process. Form Highlights: 2 part process: end user and• Not all information completed project team End-user confused 2 pages 1 paper form for all Pull info from page 1 Experienced users vs. departments/ conditions inexperienced• No KPI’s available Only see relevant questions• Approval process by hand Form Challenges: Multiple data connections Client Change Management Form Flow Integrate Approval
Real World Case Studies• Client had a paper-based process Form Highlights: 3 pages 2 part process: end user and• Not all information completed project team 2 pages End-user confused Pull info from page 1 1 paper form for all Experienced users vs. departments/ conditions inexperienced Only see relevant questions• No KPI’s available• Approval process by hand Form Challenges:• Person-based Multiple data connections Client Change Management Form Flow Integrate Approval
InfoPath Do’s KISS o Keep it simple Use conditions o Only show required content o Permission conditions Plan ahead o Current Process o Future usage Use retrieve data connections to auto-fill data Use Web Part for displaying form
InfoPath Don’ts Plan the form in isolation o Keep end users in the loop Make it too complicated Set up fields without groups o Groups organize fields Don’t create a long form o Users hate to scroll o Use multiple pages Don’t plan to use Managed Metadata o MM isn’t supported by InfoPath
InfoPath 2010 Possibilities Forms Library Versus Lists September 22, 2012 Deb Walther email@example.com://www.linkedin.com/in/debwalther
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