This document summarizes Alan Arenz's work using external content types and SharePoint to replace a VB application and Access database for client data management. The objectives were to allow core data to be used as metadata for documents and easily create lists, and link an employee list from HR. A proof of concept created a centralized employee phone directory linked to the HR system. Client data integration is underway but challenges remain in merging multiple data sources. Lessons learned include security configuration, content type deployment, InfoPath form limitations, and performance of external content types. The book "Enterprise Application Development in SharePoint 2010" by IRA Fuchs is recommended as a guide.

1. Alan Arenz
Oconomowoc Residential Programs

2. Objectives
 Replace base data entry for Client system that uses VB
application and Access for front ends.
 Allow core data to be used as metadata on documents
and allow for easily created lists rather than using
coded applications to store related data and
documents.
 Link employee list from HR system to minimize
duplication of data.

3. Proof of Concept first
 Created a link to a table containing employees to centralize
phone directory (we have 150+ small locations and 2,000+
employees)
 Used database to collect and update data from the HR
system to keep names current and remove terminated
employees(very high turnover rate)
 Created connection with search criteria based on several
fields and then added to page in SharePoint using Text
Filter web part sending to the external content list for
search
 This content type is also used in InfoPath form for
workflow base ePIF system

4. Efficient Lookups
 Search for name, position, department all enabled
using a combination of filters in external content type
and SharePoint designer connection parameters.

5. Client Data
 Working through the client data, it is not simple flat table so
views and stored procedures will be required to facilitate many
to many relationships in database
 Existing stored procedures that were created for business layer of
existing VB application are being used for retrieval and updates.
 Once the data is attached the content type can be used as a
column in document libraries and lists to allow creation of
profile pages that would show data from multiple forms based on
single search and web part connections.
 InfoPath forms created for external content lists can be modified
to make them cleaner and hide specific fields from users.
 This project is underway but being held up due to merging
multiple sources of client data into central DB and modifying
some structures.

6. Lessons Learned
 Verify the security model being used for accessing the data, we
are using claims based security for SP and Secure Store for DB
access account.
 Grant the correct permissions to groups to be able to access the
content type(caused may errors).
 Create content types at the root of the site so that lists can be
deployed throughout with the same ECT.
 Once content type is created InfoPath can be used to modify the
view and update forms but no other connections can be used
there without making them an association in the content type
(major drawback).
 Updating the InfoPath form for an external list only changes that
particular list. If you use the ECT in multiple lists with system,
you will need to copy the template to each list using SharePoint
designer.

7. Lessons Learned
 Associations can use friendly fields for display in the forms if you select
the field in the association and make it the title field in SP designer
 You can pass the key field for an info path form to use to populate using
query string and query string filter passing value to the form.
 Make sure to copy data needed in non-list InfoPath forms that use
external content type for input to avoid having form look odd if the
item is not in the external content type when the form is viewed at a
later date(think anti-normalized to allow stand alone in form).
 External content types tend to be slow to open the first time they are
referenced after a period of time, users need to be aware of that.
 Remember the 2,000 record limit in external content types. No records
will be returned if it exceeds that limit.

8. Good Book as Guide
 Enterprise Application Development in SharePoint
2010
 Creating an End-to-End Application without Code
 IRA Fuchs
 IHF Publishing
 ISBN 978-1-4507-5417-0
 Link to Amazon