Have you ever used Document sets in SharePoint? Document Set is a feature in SharePoint 2010 that helps you manage a group of documents in a special kind of folder:
Some call Document Sets the “super folder”. If you dig more into this feature, you’ll find a broad range of capabilities for managing content – it can have unique folder attributes, metadata, workflows and what’s more – a great user interface!
So, if you are a DBXL user and you want to utilize this feature and integrate with your document types, it can be done by using qRules to submit to DBXL. Follow the steps below:
1. Inject qRules in your form. (If you don’t have qRules yet, you can download a trial from our site)
2. Add a submit data connection to the DBXL Submit Document web service.
3. Add a submit button and add a rule in your submit button that sets the value of qRules Command (/QdabraRules/Command) to:
concat("SubmitToDbxl /submit=<name of submit data connection to DBXL> /doctype=<DocumentType Name> /name=", Name, " /author=", Author, " /desc=", Description)
Note: Name, Author, and Description are fields in the form. You can change it to any fields that you want to map to DBXL.
4. Add a submit data connection to your SharePoint Document Set. For the file name, select Result field from the QdabraRules schema and check allow overwrite if file exists. The reason why you’ll be using Result is because we want the file name to be unique, and the Result field in qRules contains the DocID of the document submitted in DBXL.
5. Click on your button and add a new action that submits data using the submit data connection to your document set. Make sure that you add it after the qRules action that submits to DBXL.
6. Save the form.
7. If your SharePoint is not sandbox enabled, you need to publish the form as admin approved template and activate it to your site collection.
8. After you have activated the form in the site collection, go to the Document Set folder and click Library tab > Library Settings > Document Set (under Content Types).
9. Click Document Set settings.
10. Select the form from Available Site Content Types and click Add. Click OK.
11. Now when you go back to the main form library page and create a new Document Set, the form should be available when you select from Documents tab > New Document of that Document Set folder.
12. You also need to attach the activated form in DAT. To do that, open DAT and click Edit Configuration for your document type. In the General tab, attach the activated form. You can enter the full URL to attach the form or you can also download the activated form from your site and attach that. After doing so, click Save in DAT.
Test document submit:
1. In your document set, click Documents tab > New Document.
2. Select the content type.
3. Fill out the form and submit.
The form will be submitted to the SharePoint document set and DBXL. You can also try editing the form from your document set and you’ll see the changes reflected in DBXL.