InfoPath Dev

So I have read hundreds of blog entries, and a book on InfoPath (Step by Step), and I still don't really understand the difference between data fields and query fields.  Can someone please explain in plain english what the two are used for and how they are different (with examples)?

When I am linking to a SharePoint List or Access Data base from InfoPath, all of my columns/fields show up in both lists.  When I am binding fields where people will enter data and I want it stored on the list or database, which of the two do I bind with?

 Query fields are used to filter the data returned to the form - prior to returning it. So - you have a data connection to a SharePoint list of Customers, for example. You can set the Query field of "CustomerPhone" to 123-465-7890 and then run a rule to execute the query - that will return all list records where the CustomerPhone field is equal to 123-465-7890. You may want your users to temporarily enter information into query fields in order to search for records, for example.

Data fields have the results of the query. If your user is entering data, and you want that data stored with your form (or submitted to your list or database), you will want the user to enter that in data fields.

Does that make sense? Let me know if you need more info.

Thanks for the reply – but I am still confused.  In the right hand side of my InfoPath screen is a data connections list.  If I am connected to a SharePoint list or an access database, all of the fields in my data source are listed first as query fields, then again as data fields (note: they are the same (only one) field in the data source!  They just show up in InfoPath in two separate but confusing groups).  If I want the user to record a project number in this form so it will be uploaded to the database, I use a control (text string field) to gather their input.  When I attempt to bind that control to the data source, I have a choice ... do I want to bind to the “queryfield” version of  projectnumber or the “datafield” version of projectnumber.  Depending on the control and which one I select, I often get a warning about binding a repeating field to a non-repeating control.  What do these fields have to do with a repeating structure?  How do I know which ones to select?

You generally will want to bind to the fields in the data fields. If the control on the form is not in a repeating container (section, table) and the data fields group is repeating (likely, if the form is a list or DB form), you will get that warning. You may find it easier to drag the fields onto the form (from the data fields group) to start with - if the data fields group is repeating, InfoPath will ask if you want a repeating table or section.

I do understand that the data and query field groups are in the same data source. If you set the query fields prior to executing your query, they will limit the data returned to your form.

You might find this easier to understand if you drag a field from your query fields onto your form. Add a button that executes that data connection (query for data is the rule action, I believe). Drag the data fields onto the form. Preview the form and enter something in the query field and click the button and see how that limits the returned records in the data fields. If you need help setting this up, attach a template under the Options tab that has a data connection to one of your SharePoint lists.

Thanks for the quick reply and clearing it up, here is what I think you are communicating:

Query feilds are used to bring data into your form and data fields are used to store data in your data source.  Some other thing (like placement or data connection) causes warnings about binding to repeating or non-repeating fields.

 Query fields are used to restrict or filter the data brought into your form - you actually have to query the data connection to return the data.

Data fields are used to store data in your data source - that is correct.

Warnings about repeating controls and binding have to do with the data structure - if the data field you are putting on the form is inside a repeating group, for example, and your control is not, you will get a warning.

 

So, if add a second data connection (database), it is can only be "Receive Data" ... once that connection is set up, I only have data fields showing from that source (no query fields).  This doesn't make sense to me.  Wouldn't I want to filter what is coming back (i.e. need a query version of the field)?  And since I can't store data in that source (it was set up as receive only) why do I even have data field available? 

This depends on the type of data connection. Here is an Office Online article that may help you: http://office.microsoft.com/en-us/infopath-help/data-connections-overview-HA101821253.aspx

Data fields can also display data. So, in the case above, the data fields will display the returned data from the receive data connection. I oversimplified things above - I was trying to clarify for you data connections that had both query and data fields. I can't over-emphasize how helpful it can be to drag the fields from the data source onto your form, add buttons to query the data source, preview and just experiment. I think you'll get a much better sense of what is going on that way.

 

Hi all, and thinks Hilary for the support!

Here is what I have learned in newbee terms:

Query fields are for pulling information from your data source (particularly when you want to filter data).  Data fields can be used for both, pulling from and pushing data to your form. 

Hilary Stoupa:

I can't over-emphasize how helpful it can be to drag the fields from the data source onto your form, add buttons to query the data source, preview and just experiment. I think you'll get a much better sense of what is going on that way.

The best advice of 2013. Having never understood the difference between the two, I followed your advice and within 5 minutes I had it figured out and was able to solve a difficult challenge that has presented itself a number of times before without a known solution. Thank you Hilary!

 That is just fantastic to hear. I used to be so ... I dunno, delicate about this. I had my form formatted all pretty and was scared to make changes, etc. But the only way you can figure out what is going on sometimes is to actually see the data, and the way to do that is to put stuff on your form. If it is a production form, and you need to look at it from a published location (like when a browser form is misbehaving) add a debug view and hide a button on the main view where your users won't find it - then you can switch to a view that will show you the data you need to see. I am so glad this was helpful for you!

Is it possible to design the form if using Data Fields. I'm seemingly allowed only to drop the fields onto the form and it simply places them in a vertical position; one on tops of the other.