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Re: Three different users fill out Infopath form -> Automate Process?

Hilary Stoupa — Mon, 10 Apr 2017 14:17:39 GMT

I'm attaching a sample that shows a few different techniques associated with emailing - save it locally, right click and select Design to open in design mode. Hopefully it gets you pointed in the right direction. :)

Re: Three different users fill out Infopath form -> Automate Process?

stefanseul — Mon, 10 Apr 2017 10:45:46 GMT

Hello Hilary,

Thank you so much for the first reply.

I have to admit that I currently don't have experiences with SharePoint Designer Workflows at all, therefore I'm not sure how I would implement the Workflow that you suggested. Do you know of a guide which would give me a more comprehensive understanding of how to implement this via SharePoint Designer?

Alternatively, is it possible to integrate a button/workflow which would automatically send a link to the Form via Mail to the next colleague?

I saw it's possible to set up the Submit button in InfoPath to send the form as part of a mail body or attachment, but I only want to have sent a link to the form, so that colleagues continue to fill out that form on the SharePoint.

https://support.office.com/en-us/article/Submit-form-data-in-an-e-mail-message-99a4b32c-1512-4ff2-8d3b-c7285300a931

Can you help?

Re: Three different users fill out Infopath form -> Automate Process?

Hilary Stoupa — Sat, 08 Apr 2017 12:22:10 GMT

I would use a SharePoint Designer workflow for this. Have a field in your form called status (doesn't have to show on the form) and first time the form is submitted, set the status to "Step 1" or something. Then, in the workflow, if the status is step 1, you can email the next person w/ the link to the form. When person 2 completes her info, set the status to Step 2 - workflow can use that to email the next person.

I usually add helper fields to check who has been emailed - so - if the workflow sends an email for the first step, I'll have an "email 1 sent' field in the list that I set to true- that way I can use multiple conditions on sending the email: Status = Step 1 & Email 1 Sent != yes.

Make sense?

If SharePoint Designer workflows are not an option, you can send email directly from your form - let me know if you need help with that.

Three different users fill out Infopath form -> Automate Process?

stefanseul — Fri, 07 Apr 2017 14:21:15 GMT

Dear community,

We have an InfoPath 2010 form connected to a SharePoint list and hosted on our SharePoint 2013 domain.

It is a complex form, and multiple colleagues need to enter information into this form because they don't have all information available on their own. So it would start with a colleague who enters the first values into this form, and he then would have to send this form to a colleague in another department who fills out the rest.

We would have three different colleagues who need to work on this form.

What's the easiest way to automate this process/introduce a workflow? The colleague of course could copy the URL of the form and send it to a colleague via mail.
But it would be better to have this automated.

Preferably looking for simple OOTB and No-Code/No Add-On solutions.

Thank you,
Stefan Seul