InfoPath Dev

Hi all - I'm looking for a basic overview of how to build web-based forms using Infopath 2010 and Sharepoint 2010 with multiple approvals. Many of the forms at my company have the same approval process, so understanding how to best build a form with multiple approvals will allow us to have a template on which to base our forms. I'm not looking for an in-depth tutorial, just a basic overview of how to structure the form, the use of workflows (oob vs. custom), how to handle the multiple approvals, etc.

Here are some general requirements:

• Submitted form is only visible to the submitter, those in the approval chain, and admin staff
• Form may have 1-3 approval levels depending on the nature of the request and/or the job level of the user
• Approvals would be serial, i.e. one after another
• Form processors would have the ability to edit the form, cancel workflows, etc.

Things I'm confused about:

• I've seen different methods of building a form using multiple approvals: multiple views with logic built in the form vs. form + custom workflow. Which one is better and why?
• We have one form that has been implemented at our company by a consultant. It is an infopath with custom workflow. It also has a number of different content types associated to it. I'm not sure why this is or the role of content types in this set up.
• How do I handle different levels of employees submitting forms, e.g. a senior employee may only require his direct manager's approval whereas a frontline employee request may need 2 or even 3 approvals?

Thanks in advance!

Hi Kei and welcome to the forum,

We have an InfoPath Master class that we conduct which includes a module on best practices.

To answer your specific requirements, you'll want to use a workflow with an Impersonation Step to remove permissions on submitted forms and add back permissions for submitter, approval chain and admin staff.

Add workflow fields to your form that include a repeating history table with columns for user, date-time, comment, and status.

Add fields for current status and job level. You can use these to control the serial workflow from within the form to hide-show sections based on who the user is and what the status is.

I do not recommend multiple views for the approval workflow. Multiple views are good for hiding information, but you can do that in a separate admin section that is hidden by default too.

Content types are good if you want to reuse the form in multiple form libraries. For workflow on a single form, your consultant's custom coded solution sounds like overkill. I recommend using forms-based workflow for most of the logic since it's declarative and in the form. You'll use SharePoint workflow to move the forms, email notifications, or change permissions - that's it though.

You can do the multiple levels in the form. We'd be happy to show you this in exchange for a support pack. We also have a webinar we did a while back with a video on YouTube that shows the technique.

The training class may be another good idea since it will cover everything here and much more.

Best regards,

P

Hi Patrick - Thanks for responding to my post. Your answer has been very helpful.

I have a follow up question about one of your suggestions: "To answer your specific requirements, you'll want to use a workflow with an Impersonation Step to remove permissions on submitted forms and add back permissions for submitter, approval chain and admin staff."

At the site level, users only have read access. With the item-level permission workflow, individual users are now showing up in the Site Permissions list with limited access. This makes the Site Permissions list pretty unwieldy. Any suggestions on getting around that?

Thanks in advance,

K

Hi Patrick - Disregard my earlier message. We worked out that the workflow automatically creates a permission group and drops the limited access users into it.

Cheers,

K

Hi Patrick,

I need a way to track which approver has approved the form on what date. I think part of the answer is above which is why I am replying to this post. 

I have two approver fields, but one is hidden unless you check the box labeled "Choose additional approver". There are two values for the checkbox 1 and 2.  When the box is checked the value is "2".   When the value is "2"  the form has to be approved twice. 

Would I  "Add workflow fields to your form that include a repeating history table with columns for user, date-time, comment, and status."?   How would I automatically populate a new row in a repeating history table with name of the current user, time stamp and value of the form status field.

 I guess I should add a repeating table and give it a try, but any tips you have would be appreciated.

 Thanks,

 Greg

Hi Greg,

Thanks for your patience.

We looked at the Change History XTP in our class (see attached for 2010 version). This control adds a section to your main data source with default data. The trick is to remember where it is when adding. The default rows give you "room to add" without having to use qRules or code to insert rows.

Of course, this is best when you have variable number of histories. In your case, you may want to be more structured. In other words, just provide two fields for each approval. That will be easier to reference when you have to compare date between approval 1 and 2 (for example). But, it results in a less flexible to change form, since adding another level would involve more change (but not that much more).

Another solution was briefly touched upon during our June 27 webinar: http://www.youtube.com/watch?feature=player_detailpage&list=PL581899A129522F53&v=65z-Wu5Wma0#t=1200s. That is to create workflow that creates a list item for each approval and then pull that list into the InfoPath form.

Please feel free to reach out and send us email. You still have an hour of free post-class help. :)