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Re: Filtering before data reaches infopath form

TerryH — Wed, 17 Mar 2021 19:28:50 GMT

I just published the form after making some tweaks and removing the test area and it works brilliantly. Thanks again.

Re: Filtering before data reaches infopath form

TerryH — Wed, 17 Mar 2021 17:57:55 GMT

Thanks for the help and sorry for such a delayed reply. I got wrapped up in other projects. This will be very helpful going forward.

Re: Filtering before data reaches infopath form

Hilary Stoupa — Wed, 17 Mar 2021 15:01:28 GMT

Yes, that can be a little tricky... Is there any query filtering you could apply to your list items prior to returning them to your form? I mean, if there are 10,000 list items, you don't need all of them, do you? Often, I'll store the display value for a dropdown in the form data as well - then you can show the selected value in a calculated value and give the user a button or something to switch back to a dropdown (and query for the "right" items prior to switching).

Re: Filtering before data reaches infopath form

munirah — Wed, 17 Mar 2021 05:58:40 GMT

Dear Hilary, i have follow the blog post because my form encounter Critical error where the form unable to load. The issue seems to be be resolved after i untick automatically retrieve data when the form is opened at the Data Connection and follow the steps in blog post to load the data. But another issue appear where the field which is cascade down from another list appear as ID instead of the display name.

Re: Filtering before data reaches infopath form

Hilary Stoupa — Thu, 04 Jun 2020 21:29:34 GMT

Here's a copy of your form with a couple of changes. Save the linked file locally, then right click and select Design - from there you can preview / publish.

You may find that the change I made on your "Query Data" button doesn't work in Preview, but does when the form is published. That's because it is setting the "Account" query field in the User Information List to the userName() function - in the browser and in the user information list, this may be different than what is returned in Filler. I also added a little test area for you - there are query fields, a button that runs the query and a repeating table. You can try different things in the query fields and click the button to get a better feel for how they work.

I removed the XPath filters you had on your set data rule - by setting the account Query field and then running the query, the only row that should be returned in that data connection will be the one for the user who currently has the form open.

Re: Filtering before data reaches infopath form

TerryH — Thu, 04 Jun 2020 20:22:22 GMT

Hello. I am have the same problem that you have helped others with in the past. I am hoping you can do the same for me. My form is attached. I am using an AD with about 2500 users to autofill fields on a form for use in a SharePoint list. I must be applying filters incorrectly. Any assistance will be greatly appreciated.

Re: Filtering before data reaches infopath form

Hilary Stoupa — Thu, 07 Mar 2019 16:47:19 GMT

Look - I understand what you are saying about the data connection limit. I get that. :) You have explained that adequately. What I don't understand is if you are understanding my suggestion. Because if your form is querying the list correctly, it should only pull back the rows from the list where the email matches, and the data limit shouldn't matter. Did you read my last post? Do you understand what I mean when I ask you about query fields in your list connection? I'm sorry if I'm not being clear - I literally know of no other way to explain what I mean. Here is a blog post that may help you: https://wonderlaura.com/2011/08/01/infopath-query-specific-sharepoint-list-data/

Re: Filtering before data reaches infopath form

willsy87 — Thu, 07 Mar 2019 16:29:00 GMT

It pulls from the users work email address. The issue we're having is we're using a web based version and the data connection limit can't be raised in size. I've spoken to the team who built this and they've read through this thread and can confirm the unique ID field is there. Sorry if this is all vague!!

Re: Filtering before data reaches infopath form

Hilary Stoupa — Thu, 07 Mar 2019 15:59:52 GMT

Do you know what I mean when I say the query fields in the data source? If you look at the data source for your secondary data in the fields task pane, there should be data & query fields - Can you find those? Can you tell me if your unique id field (staff number) is there in the query fields?

Re: Filtering before data reaches infopath form

willsy87 — Thu, 07 Mar 2019 10:02:01 GMT

Unfortunately due to data protection i've been informed I can't share the form with you. Not helpful i know! :-(

Re: Filtering before data reaches infopath form

Hilary Stoupa — Wed, 06 Mar 2019 16:31:11 GMT

:-) Can I see your form? You can attach it under the Options tab to a reply. I think you are not setting the query fields prior to running the query - you should be able to get just one row back from your list if your ID is unique.

Re: Filtering before data reaches infopath form

willsy87 — Wed, 06 Mar 2019 16:03:41 GMT

I might be getting confused, like i said on the top thread i'm very new to this! The error we get (bear in mind i didn't build this, i just got told to fix it!) "The amount of data that was returned by a data connection has exceeded the maximum limit that was configured by the server administrator. Form elements, such as drop-down lists, may be blank." But with this being SharePoint Online we can't make the data connection limit larger. Is there a way round this?

Re: Filtering before data reaches infopath form

Hilary Stoupa — Wed, 06 Mar 2019 15:48:53 GMT

So, what I don't understand is why you are pulling all 5,000 users details into the form? Are you setting the staff number query field in your SharePoint List data connection prior to executing the query?

Re: Filtering before data reaches infopath form

willsy87 — Wed, 06 Mar 2019 08:54:08 GMT

Well there is only 1 staff number per person but we can have up to 5,000 users details. Once the staff number has been entered, it pulls first name, last name, phone number, section, line manager and address as well.

Re: Filtering before data reaches infopath form

Hilary Stoupa — Tue, 05 Mar 2019 16:10:21 GMT

And you still have too much data? How many matches do you have on your unique id? You are using a query field in your list data connection?