D walther info path spnh 2012

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InfoPath 2010 Possibilities | Forms Library versus Lists

Presented at SharePoint Saturday New Hampshire
September 22, 2012

Published in: Business, Technology, Education
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D walther info path spnh 2012

  1. 1. InfoPath 2010 Possibilities Forms Library Versus ListsDeb WaltherSenior SharePoint SpecialistCorridor Consultingdeb.walther@corridorconsulting.com
  2. 2. 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!
  3. 3. 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
  4. 4. 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
  5. 5. 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
  6. 6. InfoPath Capabilities | Example 2Repeating Tables to collectmultiple line items of data
  7. 7. 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
  8. 8. InfoPath Capabilities | Decisions List Based Forms Based
  9. 9. 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
  10. 10. 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.
  11. 11. 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
  12. 12. 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
  13. 13. 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
  14. 14. 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
  15. 15. 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
  16. 16. 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
  17. 17. InfoPath| List formHELP DESK DEMO
  18. 18. 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
  19. 19. 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
  20. 20. InfoPath | Library FormCLIENT DEMO
  21. 21. 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
  22. 22. 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
  23. 23. InfoPath 2010 Possibilities Forms Library Versus Lists September 22, 2012 Deb Walther deb.walther@corridorconsulting.comhttp://www.linkedin.com/in/debwalther
  24. 24. was made possible by the generous support of the following sponsors…And by your participation… Thank you!

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