Qdabra qRules

Re: Mapping form libary?

Hilary Stoupa — Mon, 29 Apr 2013 14:50:30 GMT

Well, I don't think you'll be able to update built in SharePoint columns like "modified by" or "created by". But if you have your own person column, you can do that, the syntax is just sort of special. Here's a link on that.

Re: Mapping form libary?

novak84 — Mon, 29 Apr 2013 09:36:43 GMT

Happy to report i have it working! Many thanks for your help! Only issue i have found is that i cannot update a column that stores a people column, for example, assigned to or modified by, any ideas as to why?

Re: Mapping form libary?

novak84 — Wed, 24 Apr 2013 06:41:01 GMT

sorry i jumped the gun there! Just read your last post, it all makes sense. Let me see if i can get it working. Thanks.

Re: Mapping form libary?

novak84 — Wed, 24 Apr 2013 06:36:22 GMT

Hi Hillary,

I used the infopath tool that comes with qrules to create the mappings file so i am not sure what has happened there.

From previous tasks i have set up a sharepoint list to update, so i understand what you are telling me about the ID field. My issues is, if this was a table row i could have 3 fields, one for form name, user and one for ID. As i am using a list box i am not sure where i would add the ID field to correspond with the relevant row in the list box. I will take a look at your form and get back to you.

Many thanks.

Re: Mapping form libary?

Hilary Stoupa — Wed, 24 Apr 2013 01:11:39 GMT

So, in the form attached, I made some guesses for the mapping - it is already added as a resource file to the form and I added the data connection for it. Since you don't have your secondary data connection in place to provide data for your list boxes, it is sort of hard to show what I mean - I removed the mapping to the Title field - I'm guessing you don't actually want to write to that in the form library, right? Just the assigned to field? I added a field for the List ID and bound your "forms" list box to that - what I'd anticipate is that for the forms box, you'd display the name or title and have the value be the ID for the form. Please keep in mind that in your form library where you want to update items, the Assigned To column must be writable from the list.

Re: Mapping form libary?

Hilary Stoupa — Wed, 24 Apr 2013 01:01:44 GMT

Okay - so to add an ID mapping in the mapping tool, you have to click the Show button in the Options column. I'm including a screenshot of that.

Your mapping file is not valid XML - I'm not sure what you have going on in there - could you attach the file as created by the mapping tool? And let me know what the name of your library is?

Re: Mapping form libary?

novak84 — Wed, 24 Apr 2013 00:35:18 GMT

ok thanks for your time and help with this!

Re: Mapping form libary?

Hilary Stoupa — Tue, 23 Apr 2013 22:04:37 GMT

You bet - sorry, I'm having a busy afternoon, but I'll take a look sometime today and get back to you...

Re: Mapping form libary?

novak84 — Tue, 23 Apr 2013 20:43:11 GMT

here is the mapping file

Re: Mapping form libary?

novak84 — Tue, 23 Apr 2013 20:22:48 GMT

Ah, i am a little stuck. I have attached my form which has 2 lists that are populated by queries. As this is a list box i am not showing the ID. So when i come to do my mapping i don't see an option to add the ID like you previously mentioned. I understand i need to change my mappings to look at the document library (using the list id). I think there isn't much work, can you just highlight what needs to be done, sorry! I have also attached the mapping file.

Re: Mapping form libary?

Hilary Stoupa — Tue, 23 Apr 2013 16:06:03 GMT

Yes - that sounds like a good approach. Be sure you name your list columns exactly the same thing as your library uses - that is, if you have spaces in between words in the promoted properties in your library, be sure you have spaces in the columns in your dummy list. SharePoint generates fun internal names like My_x0020_Name_x0020_With_x0020_Spaces.

Re: Mapping form libary?

novak84 — Tue, 23 Apr 2013 15:54:16 GMT

thanks once again!

What do you think the best way is i should try and do this? Should i create a SP list that dummys the Form Library i am trying to update, for example.

1. Create a List with, Filename, AssignedTo fields
2. Create the form that lists all the forms and people to choose who to assign the form to
3. Open the tool to create the mappings, map out the fields etc
4. Save mapping
5. Open in text editor and try to customise it

do you think that would be a good way of working around this?

Re: Mapping form libary?

Hilary Stoupa — Tue, 23 Apr 2013 15:02:50 GMT

So, just to be painfully clear here - in qRules, one of the things we can map is the actual item ID (the SharePoint List Item ID - an auto incrementing integer that every single list or library item has, whether displayed in the view or not). For updating list items, qRules uses this ID to know what to update. The mapping for the field can look like this:

<Mapping>
      <FormField IsRichText="false" IsId="true" IsAttachment="false">/my:myFields/my:field2</FormField>
      <SharePointColumn></SharePointColumn>
    </Mapping>

So, in my case above, I'm mapping field2 in my form and have IsId set to true. In order to update my library item, prior to executing the SubmitToSharePointList command, I set field2 to the list item ID of the item I want to update.

Likely, you will use your timestamp to query the library and get the ID of the item you want to update, or you may already have it in your data connection to the library, but I wanted to clarify this in case there was any confusion.

Also - I unit tested only in preview, not in the browser, so we may or may not have challenges there if this is a browser form.

Re: Mapping form libary?

novak84 — Tue, 23 Apr 2013 14:47:25 GMT

thanks for the information Hillary. The form name uses a timestamp so this is unique, i can use this as the ID for updating. Will take a look at the mappin.xml and see how far i get. Thanks.

Re: Mapping form libary?

Hilary Stoupa — Tue, 23 Apr 2013 14:38:24 GMT

I just verified that I can use qRules SubmitToSharePoint list to update a column for an existing item in a form library - as long as the promoted property is set to allow editing from the library.

As mentioned above - the challenging thing is just that you'll need to manually modify your mapping file - and then have logic in your form to set whatever field you are going to use in the main data source to hold the ID of the item you want to update.

I set my mapping to use the list name, then manually changed the mapping.xml to have the correct name for my library. I manually modified the mapping to use the correct columns in my library. Take a look at a mapping.xml in a text editor and let me know what all you need help with and I can probably help you get this set up.