Intro to InfoPath Workflow

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Introduction to InfoPath Workflow
Created by Carter-McGowan
Services
Created For:
Created by Carter-McGowan Services, LLC
@CarterMcGServ
www.cartermcgowanservices.com

Created by Carter-McGowan Services, LLC @CarterMcGServ
About Me
2
@CarterMcGServ

About Me
3
Created by Carter-McGowan Services,
LLC @CarterMcGServ
 Nikkia T. Carter, CEO/Owner of Carter-McGowan Services, LLC (Industry Experience
since 2001)
 CMS specializes in business technology consulting, setup, migration,
development, support, training and training material
 Microsoft Partner/VAR (Value Added Reseller): Silver Small and MidMarket Cloud
Solutions, SMB Champion; Other Partnerships/VARs: Constant Contact,
Hootsuite, BrainStorm, SkyKick, BitTitan, ShareGate
 Past Experience: Application, Intranet / Recent: SharePoint, InfoPath, Office
365
 Past Clients: DoD (Navy, Army, AF), NSF / Recent Clients: Mostly commercial
organizations and entrepreneurs (many nonprofits, bail bondsman, insurance
agent, tech consultant, defense contractors, facilities management company, US
Courts, Center of Medicaid and Medicare, NIST, etc.).
 Certifications: CompTIA Certified Technical Trainer (CTT), Microsoft Certified
Professional
 Other Roles: IAMCP DC Philanthropy Chair, Board Member, and WIT
Community Leader, Microsoft VFI Board Member, SUGDC and MFCF-DC Co-
organizer, FEDSPUG Board Member, Microsoft WPC Partner Engagement

About Me
4
@CarterMcGServ www.cartermcgowanservices.com
If you are interested in events I attend/speak at:
http://www.cartermcgowanservices.com/where-we-
will-be
 Webinars on SharePoint and Office 365
 Volunteer events
 Places I am speaking
 Etc.

Enough About Me. How About
You?
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@CarterMcGServ www.cartermcgowanservices.com
Interested in InfoPath?
Currently using InfoPath?
Beginner? Intermediate? Advanced?
Government? Commercial?
SP Version? Experience?

Before we begin…
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@CarterMcGServ

LLC @CarterMcGServ
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 Don’t forget to visit our sponsors!
 Don’t forget to fill out the survey on the event app
 Go to https://crowd.cc/spfdenver
 Click on the session (this one is WF103)
 Click on the survey link at the bottom
 Get the speaker decks at
www.sharepointfest.com/Denver/slidedecks
 Please tweet using #spfdenver and, for my
sessions, using @CarterMcGServ
Before we begin…

Topics Covered
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@CarterMcGServ

Topics
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 What is InfoPath?
 How is it used?
 How is it used with SharePoint?
 What are List forms?
 What are Form Library forms?
 What is the difference?
 How can I use it? (Live examples)
 What workflow functions can't be done (or can’t be
done OOTB)?
 How can I create a workflow using InfoPath?
LLC @CarterMcGServ

What is InfoPath?
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@CarterMcGServ

What is InfoPath?
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 Microsoft InfoPath is a software application for designing,
distributing, filling and submitting electronic forms containing
structured data.
 It adheres to the XML paradigm of separating the data in a
document from the formatting
 Features a WYSIWYG form design area in which the various
controls (dropdowns, text boxes, etc.) are bound to data fields
represented separately as a hierarchical tree view of folders and
data fields.
 Microsoft initially released InfoPath as part of Microsoft Office
2003 family.
 In summer 2010, Microsoft released a new version that split
InfoPath into two applications: InfoPath Designer 2010 is used to
create forms and define data structures, and InfoPath Filler 2010
is used to fill out and submit forms.
LLC @CarterMcGServ

What is InfoPath?
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 In InfoPath, you can do the following:
 Design form templates
 Fill out forms
LLC @CarterMcGServ

What is InfoPath?
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 Features
•Rules apply specific actions when triggered by button
clicks or changing values in the form. They can change the
values of fields in the data source, submit to and query
databases, display messages, open and close forms, and
switch to different views of the form.
•Data Validation tests the validity of input into fields by
comparing the input to patterns, checking for the correct
data type (such as a string or an integer), and in other
customizable ways.
•Conditional Formatting can be used to change the
appearance or visibility of objects based on values in the
form.Created by Carter-McGowan Services,
LLC @CarterMcGServ

What is InfoPath?
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 Features (cont)
•InfoPath has many different ActiveX Controls, all of which
have a value bound to a field in the form's data source.
Common controls include:
•List boxes
•Radio buttons
•Text boxes
•Buttons
•Check boxes.
•Calculated Values, which display the result of xPath
expressions, and sections, which are containers for other
controls.
•Repeating fields and sections, which can store many different
values.Created by Carter-McGowan Services,
LLC @CarterMcGServ

What is InfoPath?
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 Features (cont)
•XPath Expressions and Functions can be used to
calculate values by applying functions to the value of fields
in the form, such as "concat(string(field1 + field2), "#;",
field3)" (the concatenation of the sum of two fields, the
string "#;", and the value of another field). XPath functions
for manipulation of strings, simple mathematical operations,
and many other operations are included in InfoPath.
•InfoPath supports Connections to External
Datasources. SQL, Microsoft Access, and SharePoint
databases can be connected to and submitted in the form.
LLC @CarterMcGServ

What is InfoPath?
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 Features (cont)
•JScript, Visual Basic, C#, and other languages can be
used to extend InfoPath's capabilities by adding custom
HTML taskpanes, iterating through data, using Active
Directory, and generally accomplishing tasks that are
impossible in the InfoPath design environment.
•SharePoint integration
•User Roles can customize a user's experience by
changing views or using conditional formatting based on
the identity of the user.
•InfoPath's formatting capabilities and user interface are
similar to Microsoft Word 2003 and 2010, depending on
version.Created by Carter-McGowan Services,
LLC @CarterMcGServ

How is it used?
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@CarterMcGServ

How is it used?
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LLC @CarterMcGServ
 Stand Alone
 Connect to:
 Outlook
 Access
 Excel
 Word
 XML Schema
 Other business systems or applications using web services
 SharePoint
 And more!

How is it used with SharePoint?
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@CarterMcGServ
+

How is it used with SharePoint?
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 “Pretty” forms
 More functional forms
 Digital signatures
 Workflow (built around and/or in)
 Dashboards
 Reports
 Content Types
LLC @CarterMcGServ

What are List Forms?
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@CarterMcGServ

What are List Forms?
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 The SharePoint List form template is used to
customize the form that is used to create, view,
and edit items in a SharePoint List.
 You start by specifying a new or existing
SharePoint list, and InfoPath automatically
generates the list form.
 After you customize the form, publish it back to
SharePoint in one click using the InfoPath
Designer Quick Publish feature.
LLC @CarterMcGServ

What are Form Library Forms?
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@CarterMcGServ

What are Form Library Forms?
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 The SharePoint Form Library template is used to
design a form for collecting data in a SharePoint
form library.
 InfoPath starts you out with a basic layout that can
be quickly tailored by adding controls, selecting
from available SharePoint Themes in the Page
Design tab of the ribbon, and customizing your
submit options.
 Basically, it is a form (document) that is published
to a library and coupled so that the data in the form
can be exposed as library fields.
 Typically, more features available than in the List
LLC @CarterMcGServ

What is the Difference?
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@CarterMcGServ

What is the Difference?
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 SharePoint List Forms
 Basically a way to modify the list’s new, edit, and
view forms.
 Not as powerful as the Form Library form.
 SharePoint Form Library Forms
 Basically, it is a form (document) that is published to
a library and coupled so that the data in the form can
be exposed as library fields.
 More features available than in the List form.
LLC @CarterMcGServ

How can I use InfoPath?
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@CarterMcGServ

How can I use InfoPath forms?
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Ok, enough talk… let’s do
some!!!
At this point, the demo I do is live so there are no slides for the demo but there
is a video!
To video of the examples that I did for SP24 World Conference, visit my
Knowledge Center here:
http://www.cartermcgowanservices.com/#!knowledge-center/q8bya
LLC @CarterMcGServ

About SharePoint Workflows
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@CarterMcGServ

LLC, www.cartermcgowanservices.com,
@CarterMcGServ
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Workflow Functions
What are the workflow options in SharePoint?
 OOTB Workflows – OOTB, or Out-of-the-Box, workflows are
prebuilt workflows that come standard with SharePoint. The
user would simply instantiate and configure the WF based on
the options given.
 SharePoint Designer Workflows – These WFs are those that
can be created using data gathered from SharePoint and
prebuilt WF “parts” that can be linked together to create a
website.
 InfoPath Workflows – Workflows can be created using the
conditions, actions, and email capabilities in InfoPath.
 Visual Studio Workflows – These are workflows that are
highly customized through writing code in Visual Studio.

Workflow Functions
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LLC @CarterMcGServ
Build a Workflow in
InfoPath???
I Don’t Think So!
Think

Workflow Functions
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LLC @CarterMcGServ
What is a Workflow?
 Workflows are used to manage business processes for
applications and human collaboration and be as simple or
complex as a business process requires.
 Workflows are built based on conditions and actions which
are linked together in a logical chain.

@CarterMcGServ
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• If the workflow has multiple participants, it can be sent one
at a time (serial) or multiple participants at the same time
(parallel), going through every participant until the
workflow ends.
• You can even set up the workflow in stages, with a series
of serial tasks and parallel tasks containing different
participants.
Serial Parallel
Workflow Functions
What is a Workflow?

Workflow Functions
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LLC @CarterMcGServ
Now think about this…
Most workflows you use in SharePoint are like this:
User fills out form… User clicks submit button…
Someone is notified…
That person probably takes action (performs task)…
That person may fill in the form with some info…
That person clicks the submit button…
Workflow ends or next person gets notified…
Etc. until workflow ends

Workflow Functions
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LLC @CarterMcGServ
Now think about this…
InfoPath has the following:
Ability to create new fields (like one for “status”, for
example)
Ability to create buttons for submitting with conditions and
actions attached to them
Ability to send emails

Workflow Functions
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LLC @CarterMcGServ
So, InfoPath can do…
 The 3 types of Sharepoint OOTB workflows:
 approval,
 collect feedback, and
 collect signatures.
 Custom workflows
 Content types 

Workflow Functions
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LLC @CarterMcGServ
Get the picture?
Yeah, I told

 Add/change/inherit/remove item permissions
 Check in/out item
 Discard check out
 Copy/create item
 Undeclare record
 Log to History list
 Start/stop/pause workflow
 Loop
@CarterMcGServ
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Workflow Functions
What are the workflow options can’t be done in
InfoPath (or can’t be done OOTB)?

How can I create an InfoPath
workflow?
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Ok, enough talk… let’s look at
one!!!
LLC @CarterMcGServ
• This form is:
• A 3 step workflow:
1. Requestor
• Requester fills out the form and clicks on the Submit to Supervisor button.
• Requestor gets an email notification that form was submitted. Supervisor
(picked from the dropdown that pulls from a list on SP) is notified of the
request via email. Both email notifications include form in email).
• Form status changes.
2. Supervisor
• In the supervisor’s email, there is a link back to the form.
• In the form, the supervisor can:
• Approve the request - Email notification sent to Accounting when
they click on the Submit to Accounting button. Button changes
based on approval.

workflow?
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one!!!
LLC @CarterMcGServ
• This form is (cont.):
2. Supervisor (cont.)
• Reject the request –
• Supervisor fills in reason for the rejection. Field appears based on
rejection being chosen and the field is also required when rejected.
• Email notification sent to the Requestor after Supervisor clicks
Submit and Notify Employee. Button changes based on rejection.
Form included in the email.
• Workflow Ends
3. Accounting
• Accountant puts in hours that the Requestor has available. The time
requested is autopopulated from the Requestor’s section and subtracted
from the available amount to give the Accountant the balance.
• The Requestor is notified, with the Supervisor cc’d, that they request was
approved. Form included in the email.
• Workflow Ends

workflow?
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one!!!
LLC @CarterMcGServ
• This form is (cont.):
• A browser based form deployed to SP 2013 (SPOnline) but it can be deployed to SP
Server as well.
• Deployed as a content type.
• NOTE:
• The use of sections in the form to help with hiding sections until each form submit
stage and to help with only showing the link to the form when emailed to the
supervisor and accounting.
• The signatures are not digital because I feel there is no need since SP can track
who did what when by turning on versioning in the library that is using it.
• See Tips slides at the end for tips on publishing and other useful info.
• Feel free to explore and reuse parts but please do not sell.
• Feel free to reach out to me! 

Supplemental Info
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@CarterMcGServ

InfoPath History
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LLC @CarterMcGServ
Version Included In...
Release
Year
InfoPath
2003
Microsoft Office 2003 Professional
and Professional Enterprise
2003
InfoPath
2007
Microsoft Office 2007 Ultimate,
Professional Plus and Enterprise
2007
InfoPath
2010
Plus; Office 365
2010
InfoPath
2013
Plus; Office 365
2013

How is it used?
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LLC @CarterMcGServ
InfoPath Forms
Services
You can design a browser-compatible form
template and publish it to a server that is
running InfoPath Forms Services.
Microsoft Excel
Users can choose to export data from one
or more InfoPath forms into a new Excel
worksheet.
You can convert an Excel workbook to an
InfoPath form template by using the Import
Wizard in InfoPath.
Microsoft Outlook
You can distribute form templates to users
by publishing the form template to a list of e-
mail message recipients. Similarly, you can
design a form template so that users can
submit completed forms as an attachment in
an e-mail message.

How is it used?
45
LLC @CarterMcGServ
Microsoft Access
You can connect your form template to an
existing Access database. Users can then query
or submit data to that database. Similarly, you
can populate list boxes with values from the
database or bind.
You can also create an InfoPath form template
based on an Access database and then publish
the form template to a list of recipients as an e-
mail message.
Microsoft Word
You can convert existing Word documents into
InfoPath form templates, you can use the Import
Wizard in InfoPath to do so.

How is it used?
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LLC @CarterMcGServ
Microsoft Script
Editor
It is possible to use Microsoft JScript or Microsoft
Visual Basic Scripting Edition (VBScript) in your
form template by accessing the Microsoft Script
Editor (MSE) from design mode.
Microsoft Visual
Studio Tools for
Applications
(VSTA)
If you know how to write managed code, you can
access VSTA (Microsoft Visual Studio Tools for
Applications (VSTA) from design mode in order
to create, edit, and debug Microsoft Visual Basic
or Microsoft Visual C# code.
Microsoft Visual
Studio
You can integrate InfoPath design-mode features
into the Microsoft Visual Studio development
environment by downloading and installing
Microsoft Visual Studio Tools for the Microsoft
Office System on your computer. You can then
open Visual Studio, create an InfoPath form
template project, and use design-mode features
to design your form template.

How is it used?
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LLC @CarterMcGServ
Web services
You can connect your form template to a Web
service in order to exchange XML data with other
programs or systems such as an Oracle
database, which is not directly supported by
InfoPath. You can also populate list boxes with
values that come from the Web service or bind
controls to the fields and groups associated with
the Web service.
XML Schemas
You can base your form template's design on an
XML Schema (.xsd) that is already being used
by your organization. For example, if your
organization uses a specific .xsd file for expense
reports, you can base the design of a form
template for expense reports on that .xsd file. If
you don't have an existing schema, InfoPath
builds one for you when you add controls to your
form template.

Tips
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 Two Useful Links
 Intro to Designing a Form in InfoPath 2010:
http://office.microsoft.com/en-us/infopath-help/introduction-to-
designing-a-form-in-infopath-2010-HA101821252.aspx
 Getting Started with InfoPath 2010: http://office.microsoft.com/en-
us/infopath-help/getting-started-with-infopath-2010-
HA010370230.aspx
 NOTE: If you are using InfoPath Designer 2010 or 2013
and you have SharePoint 2007, you cannot use List
Forms at this time, only the Form Library Form.
 NOTE: To design a form, right click on it in Windows
Explorer (files) and choose Design from the dropdown,
not Open. Open will open the form for submitting data
like it does in Preview mode.Created by Carter-McGowan Services,
LLC

Tips
49
 Publishing – When publishing a document you
should keep the following in mind:
 Publishing as new : When you publish a document for the first
time, you must first publish it to that site before you set up the data
connection if you are going to have InfoPath Designer create the
Form Library for you. It is recommended that you have InfoPath
create the Form Library instead of manually creating it. You must
also use the full publish (File -> Publish -> SharePoint Server).
 Moving a form using publish: When you are publishing it to a
new site for the first time, the above (publishing as new) applies.
If the form is redirecting a form to publish to a place where it has
already been published, you must change the data connections to
point to the site where you want it redirected. If you do not do this,
the form will publish but all submitted data will go to the previous
site. You must also use the full publish (File -> Publish ->
SharePoint Server). DO NOT use the Quick Publish.
LLC

Tips
50
 Publishing – When publishing a document you
should keep the following in mind (etc.):
 Publish as a modification: When modifying the form but not
moving it to a new location or publishing it new, use the Quick
Publish button. If you need to promote new fields, do so before
using the QP button (File -> Form Options [Advanced Form
Options] -> Property Promotion)
 NOTE: Sometimes wen publishing you many get an error that the
server can’t be reached even though you have already published
your form once or even multiple times before. You will need to
clear the cache. First close all of your InfoPath forms then click
Start -> Run > type in InfoPath /cache clearall. InfoPath will open
without the List Form, Form Library Form, and other options
present. Close that InfoPath and reopen your InfoPath forms in
Design mode.
LLC

Questions?
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@CarterMcGServ

Contact Information
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@CarterMcGServ
Carter-McGowan Services, LLC
Toll-free/fax: (866) 721-6085
Local: (540) 693-0578
Email:
service@cartermcgowanservices.co
m
SharePoint Online Trial with Office
365: http://ow.ly/HAzZs
Web: www.cartermcgowanservices.com
Twitter: @CarterMcGServ
FaceBook: CarterMcGowan
Google+: Carter-McGowan Services
LinkedIn: NikkiaTCarter
Free Monthly Business Technology
Webinars/Q&A Sessions and Helpful Tips:
http://ow.ly/yVSFM

Intro to InfoPath Workflow

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