InfoPath Dev

Okay, my problem seems very simple in theory but in practice I can't get it to work. I have a web-enabled infopath form where a user, (let's call them USER 1), enters certain fields in VIEW 1 of the form and submits the form. On submit, the forms view is changed to VIEW 2 and the data is stored in the sharepoint library, under a unique name consisting of their email and date time stamp. The new view includes additional fields for the same form, i.e., approve, reject and comments. (The original items in VIEW 1 are read-only and only the new items can be editted in View 2.) 

When the workflow is initiated (as a new record is created in the sharepoint library) it sends a link to a designate individual (who is identified from the form USER 2). I want USER 2 to populate the new fields (from VIEW 2) and ONLY change the records for those fields in the sharepoint library WITHOUT creating a new document in the library. At this point, I can get everything to work, except for changing the records. When USER 2 submits the FORM (view 2) a new record is created in the sharepoint library. Is there anyway I can get USER to to update or change the records they have access to the original form without creating a new one?

The first thing I would check is the data connection and the unique name.

If the unique name (email and date time stamp) is getting updated when the second user edits the document, then that would explain the new record in the library.

The unique name must only be set when the document is first created, and the data connection set to allow overwrite.

Hope this helps!

 Hello,

 The unique name is created when the first user hits submit at which point the data is sent to the library. How would I allow the 2nd user to update the form (record) in the library without creating a new file?

Again, the two things to watch out for:

1. Is your data connection (to submit) allowing overwrites?

2. Are you sure that the file name is not being recreated when the second user updates the form?

For example, try this: submit a form, note the file name, update the form, note the file name. If the file names are different, then your rule to set the file name is firing incorrectly. You should create conditions to prevent it from firing when the second user updates.

 Maybe I am missing soemthing pretty basic. The submit button right now does the following:

1. Changes a column that I use to determine the view (called CURRENTVIEW) from 2 to 4.

2. Submits date to a sharepoint library (at this point I have the generation of a new file name or else how does it know where to save the data?)

3. Closes the form.

 The obvious problem is with RULE #2. I guess what I am saying is that I don't know how to submit data without renaming the file. The only appropriate function seems to be "Submit using a data connection" to update data from a form in a SharepPoint library. If I create a new connection, I have to give it a file name unless there is a code that allows me to look-up the current file name, save it as such by overwriting exisiting data. If not, I don't know how else to do it.

 Can you please let me know how (specifically) I can overwrite or add additional data without requiring a new file name?  Thanks again.

The problem is that you are re-setting the filename everything someone submits, so this triggers a new filename everytime. The filename should only be set once if you wish to allow overwrites.

Just add a field to your schema (my:filename) and have a rule that sets its value if the field is blank. This means that the rule will only execute when the form is first created. You can then use that my:filename in the data connection wizard.

 Thanks for your quick response. Sorry for my newbie question, but how do I add a schema (My:filename)?

Thank again.

 Sorry...maybe a better question would have been

How do I set a rule to read if there is a filename or not. I guess the problem I am having is making the connection between an open form (no file name) and one that is saved (which now has a file name). Since the SAVING is generating the filename, I don't understand how the rule would work. So here is the process:

1. FORM A is filled by USER 1 --> upon submission the form is saved with a unique file name generated using the SUBMIT button

2. FORM B (which is FORM A with additional 3 fields) is filled out by USER 2.  --> upon submit how do I overwrite the file name generated by USER 1? 

If I have a new field (FILENAME) and I set a rule to only save if FILENAME is blank...I still don't know how to populate the filename field with the filename generated in Step 1. When I set a rule for the submit button.

Sorry about this, I just really don't understand this piece. (It sounds pretty simple, I just can't figure it out.)

I would refer you to step by step online tutorials for InfoPath beginners. Here is one I found via Google: http://bytelab.blogspot.com/2008/06/submit-infopath-forms-to-sharepoint.html

Good luck!