InfoPath Dev

Hi,

I'm trying to find find easy ways to capture the contents of a completed for future reference.  Our forms sit on our Intranet that will shortly be being revamped including the tidying up of old files.  However at the moment we are in the situation where we cannot delete old versions of forms (of which there are many) - as completed forms are being held as a audit trail and we won't be able to reference these if they are moved/removed.  Updating reference tables to remove outdated entries is also becoming an issue.

I've looked at the details around Full Trust but don't believe that would be an option, populating another database may be an option but ideally we'd like the stored document to look like the original form (a scrollable screen print if you like) as it will be used by non IT staff.

Any advice on work arounds gladly accepted.

Becky

Hi Becky. Welcome to the forum.

 I would recommend databasing the forms for long term storage and audit trail.

 I would look at Qdabra's web services.  With them you get the functionality to store even versions and all the data.

Another option would be saving a view and exporting it as a pdf or something.

Many thanks Clay.

That's the only way the only way I've thought of at the moment as well.  I'll take a look at Qdabra now.

Thanks

Hi Becky,

I'd be happy to give you a "no strings" demo of our Web Services if you are interested. We have a trial available for free here if you haven't found it already. The linked page also has links to videos and lots of documents. Send me e-mail if you'd like to talk further.

Best regards,

I have a similar situation sometimes.

We retire and old template, but don't want to move it somewhere because then the old forms can't find the template anymore, or other issues which make the situation tricky.

I will do a 'How I use Microsoft Access databases with infopath' post at some point but for now:

1 way:

If you use the import data menu in Microsoft Access and select a completed form of yours, it will create tables and fields and everything for you in a way which matches the form xml schema.

Then if you use VBA ImportXML commad (look in help reference :-) ) any subsequent forms you import using this command will append themselves to the already created tables.

Then you can even build some database forms to display the data and use table relationships etc to archive.

BUT unless you have some sort of 'uniqueId' type field how will you distinguish 'records' (seperate forms) from each other? I plan ahead with my forms and every group and repeating group I make with a 'uniqueId' field which has dateTime stamp of form open in it. This way all forms are very good chance of having a uniqueId different to each other.

2 way: which you could do with 1 way as well

You can use a simple vba function to change the 'template path' inside each of your xml forms made with the old archived templates to point to a new 'archive' location for the old templates - this lets you move them elsewhere so you can clean up your main intranet. You can alter forms in bulk using this method. I think there may be tools also that can do this for you - but I just use VBA.

Just two ideas for you I have used, there could be better ideas - but all my methods are in a limited environment - I can't use webservices, or SQL or level 3 code forms etc etc so I have to use solutions which only need Microsoft Office 2003 to work.

I can help more if you like with code etc if I have made similar already - and may even make new for you if I have time :-)