InfoPath Dev

im trying to implement a scenario whereby certain users can open a form that has been submitted to a document library and upon seeing a view specific to them, either approve or reject the request and click submit. id then like the status field to be updated only on the exisiting form NOT a new version of the form added to the library.

im using a field for status hidden in an optional section (as i found a hidden field alone wasnt available to publish to a library column). then the reviewers can set this to approved or rejected via an option field in their view that will update this hidden status field before updating the library.

one issue i have is that i was utilising the now() function in the form name to avoid errors with duplicate names but this results in a new library entry when its submitted the second time even with overwrite option chosen.

 but i imagine trying to use a 'fixed' name to allow update overwrite will then produce errors when it is initially submited?

how do i get round this or is there a better way to be doing this altogether?

the form could be opened directly from the ones in the library or via an email link to the dept who review the requests.

 

you need to modify your naming convention, have a field(say file_name), and have a rule on form opening

if file_name == blank

file_name = now()//set file name to whatever logic you use to set the file name

and submit it using (file_name), instead of calcuating at saving time.

this should help you

thanks that worked a treat.

a couple of other queries that i have now come up against...

it seems you cannot access an infopath field within a workflow unless it is published as a column to the library... is this always the case?

more crucially, the dept who review the forms would ideally be the only people to be able to open and re-submit them... but by submitting them to the same library they are opened from then all people can open them.

i thought of submitting the forms to a different library that only this dept can access but then i lose the custom columns as these are only setup on publish.

i cant restrict the publishing library as then i presume noone could launch a new form...

how is this scenario handled in sharepoint/infopath ?

yes workflows can only access promoted fields only (unless you go for xml reader, that will require of coding and i dont recommend that).

well have some rules on opening of the form, that checks if the person opening the form belongs to the department that should currently edit the form. if so allow him/her to edit else change view to a readonly view or access denied page which ever suits you best.

 

ok

so how do i differentiate between a submitted form opened for review and a new one being created ?

are they not both opened forms? 

 

A submitted form opens with data that is already being entered and submitted plus with a unique name with which the form gets submitted. Where as the new form opens without any data and have no submit id. In terms of rules,a new form will undergo rules whereas a submitted form has all the rules already applied to it. However if there are rules that are not dependent on form submission,then those rules will work again.