Updating controls in a form based on task results - InfoPath Dev
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Updating controls in a form based on task results

Last post 12-29-2010 09:41 PM by noppojp. 6 replies.
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  • 12-28-2010 02:13 AM

    Updating controls in a form based on task results

     Hiya,

    I'm putting together a form with 6 levels of approvals.  I will be using something like this to do the workflow in SP.

    http://cycogeek.fiesta25.com/blogs/cycogeek/page/Create-Custom-Approval-Workflow-with-SharePoint-Designer.aspx

    Can anyone recommend any reading online about how to update radio buttons in an IP form based on what an approver would check in a task assigned to them?  What i'm wanting to do is enable the IP form that's been the subject of the workflow to reflect the latest in the approvals so that anyone can click the form to see what the status is. I'm aware that they can also go to a history list, but my question is about showing it in the form.

     I'm failing to see how this is done.  I don't have Visual Studio.  I use Vista, SP2007 and SPD2007.

     Welcome your thoughts on this.

     

  • 12-28-2010 06:10 AM In reply to

    Re: Updating controls in a form based on task results

    Hi NoppoJP and welcome!

    We do a lot of forms-based workflow. When you say "based on what an approver would check in a task assigned to them" are you referring to a task in SharePoint? Or, are you referring to a task in an InfoPath form? It's easy to show data in the form via a SharePoint query. You shouldn't have to develop code to do this. Just IP2007 and SP2007. For better usability, you may want your workflow to reside completely within your form so that users don't have to context-shift to SharePoint to approve things. That's easy to do too.

     More soon,

    Patrick Halstead
    Project Manager at Qdabra
  • 12-28-2010 07:36 AM In reply to

    Re: Updating controls in a form based on task results

     Hi Patrick. Thank you kindly for the reply.  I'm challenged by not knowing full capabilities of IP, so i have to ask such questions.  I've seen your name everywhere on this site!   Much obliged.

    As far as putting the work flow in the form, i'm not sure how to do that, but am totally game if it'll make it more efficient. If you can point me in the right direction on that, i'll be glad to do some reading on it.  Just a nudge is fine.  Just want to do it the right way.  I'm not committed to doing anything in SPD, it's just that it's all i know for doing WF creation.  It'd be a complicated WF though, as 6 people approve, and the first 3 people need reminder emails. But, it's linear.

    Regarding the updating the of the controls, i'm talking about when a task is created for an approver.  The SP WF pushes tasks to them, and when they approve, i'd like to not only have the WF history updated (which i can do w/o issue), but i'd like to have the results of everyone's approvals updated in the form itself (and if those radio buttons can be locked after they're updated, that'd be even better).  That way, when audit wants to see what's been done, they can open the form itself, and the work flow to prove what's been done.  Everybody's happy then, AND the users get a one stop shop for status.

    Shout back on any of the above please when you get time.

     Regards from Tokyo

  • 12-28-2010 07:40 AM In reply to

    Re: Updating controls in a form based on task results

     I've read your post again.
    It's an SP task.  If you can, plz refer to the link i provided at the top post. That's how i'm thinking of doing it.  But, if there's a better way, i'm all ears.

    Cheers

  • 12-29-2010 06:35 AM In reply to

    Re: Updating controls in a form based on task results

    Hi from Osaka (here through 1/12),

    The tutorial in your link is well written but it requires that you write code which increases the IT maintenance cost of your solution (since you have to have a developer to compile and maintain that code). In general, ShP workflows have some advantages in 2010 (editable in Visio, copyable across sites, etc.) but by and large the ShP Designer workflows aren't powerful enough to do a lot. You'll end up having to write code anyway and that's expensive for most companies.

    We prefer to do codeless workflows in InfoPath not only because they are cheaper long-term but because a) have better usability (status easily displayed in the form where users want to see it), b) are easy to setup without code (add rules and actions to your form using InfoPath Designer), c) can be used without SharePoint, and d) can be easily customized down the road and they live in the form so they can migrate to other locations. The big limitation with InfoPath forms-based workflows are that they require more planning and design to implement complex workflows (define your workflow state diagram, actions and user roles). However, even SharePoint workflows are not simple to design in SPD and they require planning/design (but it's nice to see the Visio support in 2010). Most complex workflows end up moving to custom WWF (code) or Nintex or some other platform since ShP workflow doesn't handle complex workflows well.

    Also, SharePoint doesn't control access to forms dynamically based on workflow state. To do that requires more work to move forms from one library to another.  InfoPath can be setup to check user assignment and roles on open and switch views to prevent editing and hide data to the user but this isn't totally secure since users could still save the XML on open and open/edit in notepad and upload to ShP. In practice, though, unless you have a sensitive process, the InfoPath forms-based workflow are a good place to start because they can be done relatively simply without a ton of investment. Define your states, actoins, user roles and change the form to provide the logic and conditional hide/show to handle them.

    To setup a prototype workflow in InfoPath will require some setup and configuration. We have an introductory training lab on creating a simple workflow. I'll ask someone to post a link.

    If you are just beginning, I recommend that you purchase a couple hours of paid support and have one of our experts walk you through some examples. That will be well worth the time investment up front and you'll learn a lot that will prevent mistakes down the road. 

    More soon,

    Patrick Halstead
    Project Manager at Qdabra
  • 12-29-2010 09:01 PM In reply to

    Re: Updating controls in a form based on task results

    Here's the link to our free training lab: Using InfoPath Workflow. There's also a sample InfoPath form template that you can download to get started.

    Hope it helps!

    Mel Clemente
    Qdabra® Software/ InfoPathDev.com
    The InfoPath Experts – Streamline data gathering to turn process into knowledge.™

  • 12-29-2010 09:41 PM In reply to

    Re: Updating controls in a form based on task results

     Thank you Patrick and Mel!

    This is a great site.  Mel, thanks for the link!  Will check out what you both say.
    I'm spending more time on this form than what i'd like to admit. :-(

    Regards from Tokyo

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