Free Training (Lab 4): Track Responses from Your Event Form - Jennifer Walts
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InfoPath Dev

Jennifer Walts

Free Training (Lab 4): Track Responses from Your Event Form

This is last of four free labs Qdabra is offering to help people learn how to build InfoPath forms. In previous labs, you created an event form template, improved the design, and then made the form smarter.

In this lab, we will:

  • Create an R.S.V.P. form
  • Add form logic (conditional formatting and rules)
  • Publish it to a separate SharePoint library
  • Add an email submit to an email back to the event organizer
  • Create SharePoint view with grouping by event (sorted by attendStatus) to show response and use sum to count “yes” attendees

CREATE AN R.S.V.P. FORM

We will create a simple InfoPath form that guests can use to respond to event invitations.

 1.  Launch InfoPath Designer 2010 and design a new blank form template.

 2.  Enter “R.S.V.P. Form” as a title to the form.

 3.  Add a new group under myFields named details in the main data source.

  
 
 4.  Under details, add the Fields (elements) eventTitle and hostname, both with a data type of Text (string).

  
  
 5.  Drag the details group onto your canvas and drop it, letting InfoPath create controls.

  
 
 6.  Switch to the Home tab, and under Controls, select the Option Button control. Leave the default number to 3 and click OK. This will add three radio buttons on your canvas.

 7.  Go to the Main Data Source and notice that a new field named field1 has been added as well. Double-click on the field to view its properties.

 8.  Change the name to something descriptive, such as attendStatus, and then click OK.

 9.  On the design canvas, left click to the right of the radio button and type these labels: Attending, Maybe Attending, and Not Attending:

  
 
 10. Right-click on each of the option buttons to open the properties and change ‘Value when selected’ to Attending, Maybe Attending, and Not Attending:

  
 
 11. Add a new group under myFields and name it additionalGuest.

 12. Add a child node to the additionalGuest group. Name it bringGuests, keep type as Field (element), and change the data type to True/False Boolean with default value = FALSE.

 13. Add a repeating field (still under the additionalGuest parent group) named additionalGuests, data type = Text (string):

  

                  Click the Show Details checkbox and your schema should look similar to this:

                         
  
 14. Drag the additionalGuest group onto your canvas and allow InfoPath to insert controls for you.

 15. Add some formatting to your form, such as theme, fonts, borders/shading, spaces. Save your changes and close your template.

USE DATA FROM YOUR EVENT PLANNER FORM

The RSVP Form template (see Lab 4 folder) is already set up to use a data connection to a SharePoint library to provide information for some drop down controls. You’ll need to update the form to point to the library you created for your Event Planning form.

 1.  Save the template locally:

  
 
 2.  Right click on the saved file and select Design to open the form in design mode.

 3.  Modify the data connection:

   a. Click the  Data Connections button on the Data tab:

             
 
   b. Make sure EventPlanner is selected and click Modify:

         
 
   c. Enter the correct SharePoint site location for your My Site and Next:

       
 
   d. Select the SharePoint Library you published your event planning form to and click Next.

       

   e. Only select Event Title and Host Name in the next window and Next:

     
 
   f.  Leave other settings as is and click Next until the wizard closes. Close the Data Connections dialog.

 4. Preview your form. If you have filled out and submitted Event Planning forms to your form library, your drop downs will have values for you to choose from. Close the preview. It would be nice  to also only be able to select the correct host for each event, so we’ll add a filter to the hostName dropdown:

   a.  Right click the Host Name drop down control and select Drop-Down List Box Properties:

     
 
   b.  Click the button next to the Entries field:

     
 
   c.  Click the Filter Data button to add a filter.

   d.  Click Add to add a new filter.

   Set the Event_Title field as equal to the eventTitle field in your main form:

   

 

    

 

   

   Click OK more times than you ever thought possible to close all the dialogs. Preview your form again, and after selecting an event title, you should only see appropriate host name options:

      

ADD FORM LOGIC (RULES AND CONDITIONAL FORMATTING)

 1. Add rules:

    a. Right click on any of the attendStatus option buttons and select Rules > Manage Rules…

    b. Click New > Action.

       
 
    c. Click the Condition dialog

        
 
    d. Leave the default values in the first and second dropdowns. In the third dropdown, select Type text…, type in Not Attending and then click OK.

      
 
    e. Click on the Add dropdown; and select Set a field’s value.

       
 
    f. For the Field, select bringGuests and leave the Value blank.

       
 
   g. Click OK to accept your changes and close the dialogs.

 2. Add conditional formatting:

   a. In the Main Data Source, right click on bringGuests and select Rules.

   b. Select New > Formatting.

     
 
   c. In the first dropdown of the Conditional Format dialog, choose Select a field or group…

   d. Select the attendStatus field and click OK.

     
 
   e. Leave the second dropdown to the default of “is equal to”.

   f. In the third dropdown, select Type text… and type in Not Attending.

   g. Click OK.

   h. Check the box Disable this control.

 Your conditional formatting should be similar to this:

     

ADD AN EMAIL SUBMIT

The RSVP Form template we started using midway through this lab already has a field added for the hosts’s email address. If you are using that template, skip to Step 3. If you need to add this yourself, continue to Step 1.

 1. Right click the hostname field and add a new field named email:

     
 
 2. Add another row to the layout table and place a control under the host name for the email:

       
 
 3. Add a submit connection to your form to submit via email:

   a. On the Data tab, select To E-mail from the submit connection:

        
 
   b. Click the fx button for the To field, click Insert Field or Group and select your newly added email field:

      
 
 Take a second to be really happy about the size of that formula editing window. It was ridiculously tiny in previous versions of InfoPath!

   c. You can use a concat formula to create a subject line for your email:

      
 
   d. Leave defaults set for the rest of the wizard. Add a button to your form (Home > Controls > Objects > Button). Richt click on the new button, Button properties, and change the  action to Submit so your users can submit their forms through email. Click OK.

    


PUBLISH YOUR FORM TO A SEPARATE SHAREPOINT LIBRARY

 1. Save your form template and then go to File > Publish > SharePoint Server.

      
 
 2. Enter your SharePoint My Site URL (i.e. http://<YourSharePointSite>/my/personal/<username>, replacing <YourSharePointSite> with your actual site, and <username> with your user name and then click Next.

 3. In the next screen, leave the default selection to Document Library and click Next.

 4. Select the option to create a new document library and click Next.

 5. Enter a name for your new SharePoint library, pehaps RSVP Forms, and then click Next.

 6. Promote/Add columns for the fields: eventTitle, hostName, and attendStatus.

      
 
 7. Click Next > Publish > Close.

  You are now finished with Lab 4 and we hope you’ve enjoyed Qdabra’s free training labs. Want to learn more and become an InfoPath master? Check out our in-person and online training options.

  Requirements for the free training labs:

  •   Microsoft InfoPath 2010 and Microsoft SharePoint 2010 (contribute permissions) - parts of the labs can be completed without SharePoint. While most of the labs can be completed with InfoPath 2007, the instructions and screenshots are for InfoPath 2010.

Comments

 

Jennifer Walts said:

Qdabra has four free labs that are a great place to start if you’re new to InfoPath and want to build

July 23, 2010 12:20 PM
 

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