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Re: Restrict access and auto emails in forms

spottedhaggis — Thu, 12 Apr 2012 23:24:40 GMT

ok well I have solved the auto email side, and it works very nice. All done using Workflows, took me a little while to figure them out but now that I have I can have a very nice automated system.

Re: Restrict access and auto emails in forms

spottedhaggis — Wed, 11 Apr 2012 20:22:45 GMT

Well I tried Concat, but no luck. Just to clarify what I am after. User opens the form from within SP. Completes the various fields, and using a drop down list in various places throughout the form selects a user to be assigned that particular task. There can be anything up to 15 seperate users involved in the form depending on what the tasks are. I opted to use drop downs rather than using the already existing email addresses within office 365 due to an apparent bug, so each drop down is configured with multiple users names and emails. Once they hit the submit form button, it should save the form on the SharePpint document library in use, which it does, but I then need notifications emailed to all of the drop down fields that are populated with emails, those that are not can be simply ignored. I tried adding another data submit connection that does email, and then setting the submit to use rules, setting the rules to rule one, submit to sharepoint, and rule two to use the email submit, but it fails everytime with an error on the form, and does not run any of the rules. I tried setting up a workflow to do the emailing, but none of the drop down fields are visible in the workflow itself, so if I can figure that out I guess having a workflow run on a new form being saved would be the best way to go.

Re: Restrict access and auto emails in forms

spottedhaggis — Sat, 07 Apr 2012 22:39:23 GMT

Thanks JodyG, I will take a look, the only problem might be, the emails need to go to a number of different people, but these people may change. the idea was in the form when completing the form you can assign a task to a particular person, type in their name, SP finds and validates the name, then on submit I wanted to have the email fields within the form checked, and if there was anything other than nothing in it, I wanted the email address in that field sent the form notification. I think, doing it your way is my simply saying send the email to this list of people, but I want to try and avoid that because in some cases only one or two users need to be notified, because the task only needs those two to perform their parts, then at other times, they may be more. EG. An engineer has made a change to a firmware system. This now needs to be reflected in the product datasheet, product manual and a bulletin created, however no other things are needed (no approval, or testing etc etc) This being the case the persons responsible for the 3 individual tasks would be inserted into the form and upon submitting the form they would each receive a notification that they have a task.

Re: Restrict access and auto emails in forms

JodyG — Tue, 13 Mar 2012 23:44:17 GMT

I am working something pretty similar...

For controlling editing, I solved by using conditional formatting, applying a read only format to a control if userName() not equal to requestor (or in your case "Initiator").

For email, I used concat() function in the To: section of the email submit...looks something like concat(user1," ; " user2," ; ",user3). However, I believe there is a limit on that. I am working with relatively small numbers.

I am also not on SP, just an Access DB and SQL. A little low tech, but it's getting the job done :)

Restrict access and auto emails in forms

spottedhaggis — Mon, 05 Mar 2012 17:33:19 GMT

I have a form, its basically an engineer change request form. I have a large number of yes/no functions, each one simply assign the specific task to a specified person. It looks something like this Data Sheet required - O Yes O No - Assigned to - Selected email from SP list The idea is if a data sheet is required as part of the change request, then you select yes, and in the select email list select the user who is responsible for this. What I am trying to do is have the form auto email all users who have been assigned a particular task. This can be anything up to ten users, all members of the SharePoint system. I have Office 365 now, and to be frank the workflow side of things was alot simpler in 2007 than 365. Second issue is I need to restrict access to a degree. I want only the person that initiated the form to be able to change certain core portions of the form whilst other areas remain open to others to edit. Any help appreciated.