InfoPath Dev

 Hello,

 I have created a form (browser enabled) that is posted in a SharePoint library but this library is only accessible to few people who can review/submit this form. However, they need to share the submitted form with some who do not have permission to access the library. So, I thought that by saving a copy of the form in their computers  "Send to --> Download a copy", and then email it to whomever they needed to would resolve the issue. Well, I just realized that the form will not open for those without the right access to the SharePoint library and I was wondering if there is a way the form could be open by any one once downloaded... 

 Thank you for your help!!

J

 J,

They would not be able to open up the form, since when the form is open is 'connects' back to the library.

Why not have a workflow allow read only access to the forms that are required.

All my forms are submitted to libraries generally by anyone i.e. contribute rights, then once the form is uploaded to the library, a workflow starts, strips out the default permission i.e. authenticated users and adds only the initiator and other groups or people as required.

 You could add a field to your form i.e. extra reviewer and the workflow could take that name and add the permission as and when required. (Think about when you want the person to view the form  - i.e. at the end only?)

The only other alternative I can think of is to take a screen shot as and when required and email it to them.

 Hi,

Thank you very much for your  reply. I would love to be able to do that but I wouldn't know how to implement it.. I think the idea of having a field at the end of the form triggering the access to that particular person would be great but as I said before, I'm not savvy enough to put tat in place... Is it really hard? Any advice?

 Thank you so much!!

How I did it on one of my forms was as follows.

On you form where appropriate, add a people picker control. I added 1 control per person to be added (max3). Name the fields appropriately i.e. ExtraPermission1, ExtraPermission2 etc.

Publish these fields as extra columns in your SharePoint library.

Then in the workflow where appropriate (not at the beginning-unless they need access straight away):

1.Add the Impersonation step

2. Within the Impersonation step add a step "block" per people picker field.

3. Then write your workflow.

If current item: Extra Person1 is not empty

            Set Variable:ExtraPermission1 to CurrentItem:ExtraPermission1 (You'll create this variable "ExtraPermission1" at the time of writing)

            Add (List Item Permission) “Required Level” i.e. Read in Current Item.

Else log no permission added for Extra Permission 1.

Repeat for each extra people picker control

Create yourself a test form and library if you don't have one already, so that you can go through the steps and see what is what.

i.e.

can you publish the fields from your form?

when you add Names to the people picker control, do the values come through as expected?

Test the workflow steps, add a log entry after each piece, then if something goes wrong, you'll know where it works or doesn't.

Then you can add it to your real form and test again.