Multiple People entering data at the same time - InfoPath Dev

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Multiple People entering data at the same time

Last post 08-26-2011 09:53 AM by suehernandez. 3 replies.
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  • 08-25-2011 09:30 AM

    Multiple People entering data at the same time


     Newbie here. I have a form that several people need to access and enter data in. I ran into a situation today where one person tried to save the form but got an error becuase while she was entering her data another user opened the form did her data entry and saved it before the first girl could. How do i advise someone when they open the form is someone else already has it open. they are browser enabled forms




  • 08-25-2011 03:03 PM In reply to

    Re: Multiple People entering data at the same time

    I'm assuming you are using SharePoint.

    How is it that multiple users are trying to edit the same form?  Did you use the Publish feature to publish the form to SharePoint, or are you uploading it directly into a document library?  Each user should be filling out their own form, and not opening an existing (other user's) form to enter data.

    The only reason that they might be trying to use the same form is if either (a) you didn't publish it; or (b) they are trying to save the form as the exact same name as another user is trying (unlikely).

    If you need help on Publishing, let me know.  Let me know if you're using InfoPath 2007 or InfoPath 2010.

    Sue Hernandez
    MCPD - SharePoint Technologies
  • 08-26-2011 04:58 AM In reply to

    Re: Multiple People entering data at the same time

    Thanks for responding!!

    Yes MOSS2007,I am publishing the form. B is actually what is happening. Example. One person opens the form and is entering data while she has it open a second person opened the form entered her part of the data and saved it. The first person then trys to save and gets an error that the other person saved the form with the same name.

    I logged in remote to 2 diffrent machines and logged in as diffrent users to test it and that is exatcly what happened , i got no warning that the form was open already. I though that was supposed to happen.



  • 08-26-2011 09:53 AM In reply to

    Re: Multiple People entering data at the same time

    OK so have you thought of having your own "Save" button on the form, that submits to a data connection?  That way they won't try to save the form as the same name.

    My steps when I do this are as follows:

    • Create a field named FileName
    • Create a Form Open rule
      • IF the FileName field is blank, fill it in with:      concat("My Form Name - ", userName(), " - ", now())
      • That formula takes the name of the file and appends to it the User's name and the current date and time
      • MAKE SURE the condition says to ONLY set this field value if the FileName field is blank
    • Create a Submit Data Connection
      • Use the FileName field as the name of the form to save
      • Allow Overwrites
    • Go to Tools --> Form Options (or the Home tab and Advanced Form Options if you're using IP 2010)
      • Remove the choices for Submit, Save, and Save As on the toolbar.
    • Add your Button to the form
      • Set the Rule to run to submit to the data connection that you set up earlier and then close the form (not required, but usually more user friendly)

    Let me know if that helps


    Sue Hernandez
    MCPD - SharePoint Technologies
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