Introduction to Info Path Workflow Created For Created

Introduction to Info. Path Workflow Created For: Created by Carter-Mc. Gowan Services 1 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

About Me Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com 2 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

Nikkia T. Carter CEO/Owner, Carter-Mc. Gowan v CMS specializes in business technology consulting, setup, migration, Services, LLC development, support, managed services, and training v Microsoft Partner/VAR (Value Added Reseller): Silver Small and Mid. Market Cloud Solutions, SMB Champion v Other Partnerships/VARs: Constant Contact, Hootsuite, Brain. Storm, Bit. Titan, Sky. Kick, Team. Fusion, Service. Point 365, Share. Gate v Past Experience (since 2001): Application, Intranet / Recent: Share. Point, Info. Path, Office 365 v Certifications: Comp. TIA Certified Technical Trainer (CTT), Microsoft Certified Professional v Main Speaker Events: Share. Point Saturdays, IT Pro. Camp DC, Office 365 Ramp Up Day, Microsoft World Partner Conference (WPC), Cloud One Day, Houston Tech. Fests, Share. Point. Fest, v Other Roles: IAMCP DC Philanthropy Chair, Board Member, and WIT Community Leader, Microsoft VFI Board Member, SUGDC and MFCFDC Co-organizer, FEDSPUG Board Member, Microsoft WPC Partner Engagement Board (PEB) Member, Microsoft MCC PEB Member, IAMCP WIT Board Member, IT Pro. Camp DC and Office 365 Ramp Up Day co organizer If you are interested in more about us: www. cartermcgowanservices. com Email : ncarter@cartermcgowanservices. com Twitter : @Carter. MCGServ Facebook : Carter. Mc. Gowan Linked. In : Nikkia. TCarter

Enough About Me. How About You? Interested in Info. Path? Currently using Info. Path? Beginner? Intermediate? Advanced? Government? Commercial? SP Version? Experience? 5 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

Topics Covered Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com 8 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

Topics What is Info. Path? How is it used with Share. Point? What are List forms? What are Form Library forms? What is the difference? How can I use it? (Live examples) What workflow functions can't be done (or can’t be done OOTB)? How can I create a workflow using Info. Path? 9 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

What is Info. Path? Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com 10 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

What is Info. Path? Microsoft Info. Path is a software application for designing, distributing, filling and submitting electronic forms containing structured data. It adheres to the XML paradigm of separating the data in a document from the formatting Features a WYSIWYG form design area in which the various controls (dropdowns, text boxes, etc. ) are bound to data fields represented separately as a hierarchical tree view of folders and data fields. Microsoft initially released Info. Path as part of Microsoft Office 2003 family. In summer 2010, Microsoft released a new version that split Info. Path into two applications: Info. Path Designer 2010 is used to Created by Carter-Mc. Gowan Services, create forms and define data structures, and Info. Path Filler 2010 LLC @Carter. Mc. GServ 11 is used to fill out and submit forms. www. cartermcgowanservices. com

What is Info. Path? In Info. Path, you can do the following: Design form templates Fill out forms 12 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

What is Info. Path? Features • Rules apply specific actions when triggered by button clicks or changing values in the form. They can change the values of fields in the data source, submit to and query databases, display messages, open and close forms, and switch to different views of the form. • Data Validation tests the validity of input into fields by comparing the input to patterns, checking for the correct data type (such as a string or an integer), and in other customizable ways. • Conditional Formatting can be used to change the appearance or visibility of objects based on values in the form. Created by Carter-Mc. Gowan Services, 13 LLC @Carter. Mc. GServ www. cartermcgowanservices. com

What is Info. Path? Features (cont) • Info. Path has many different Active. X Controls, all of which have a value bound to a field in the form's data source. Common controls include: • List boxes • Radio buttons • Text boxes • Buttons • Check boxes. • Calculated Values, which display the result of x. Path expressions, and sections, which are containers for other controls. • Repeating fields and sections, which can store many different values. Created by Carter-Mc. Gowan Services, 14 LLC @Carter. Mc. GServ www. cartermcgowanservices. com

What is Info. Path? Features (cont) • XPath Expressions and Functions can be used to calculate values by applying functions to the value of fields in the form, such as "concat(string(field 1 + field 2), "#; ", field 3)" (the concatenation of the sum of two fields, the string "#; ", and the value of another field). XPath functions for manipulation of strings, simple mathematical operations, and many other operations are included in Info. Path. • Info. Path supports Connections to External Datasources. SQL, Microsoft Access, and Share. Point databases can be connected to and submitted in the form. 15 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

What is Info. Path? Features (cont) • JScript, Visual Basic, C#, and other languages can be used to extend Info. Path's capabilities by adding custom HTML taskpanes, iterating through data, using Active Directory, and generally accomplishing tasks that are impossible in the Info. Path design environment. • Share. Point integration • User Roles can customize a user's experience by changing views or using conditional formatting based on the identity of the user. • Info. Path's formatting capabilities and user interface are similar to Microsoft Word 2003 and 2010, depending on version. Created by Carter-Mc. Gowan Services, 16 LLC @Carter. Mc. GServ www. cartermcgowanservices. com

How is it used? Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com 17 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

How is it used? Stand Alone Connect to: 18 Outlook Access Excel Word XML Schema Other business systems or applications using web services Share. Point And more! Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

How is it used with Share. Point? Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com + 19 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

How is it used with Share. Point? 20 “Pretty” forms More functional forms Digital signatures Workflow (built around and/or in) Dashboards Reports Content Types Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

What are List Forms? Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com 21 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

What are List Forms? The Share. Point List form template is used to customize the form that is used to create, view, and edit items in a Share. Point List. You start by specifying a new or existing Share. Point list, and Info. Path automatically generates the list form. After you customize the form, publish it back to Share. Point in one click using the Info. Path Designer Quick Publish feature. 22 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

What are Form Library Forms? Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com 23 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

What are Form Library Forms? The Share. Point Form Library template is used to design a form for collecting data in a Share. Point form library. Info. Path starts you out with a basic layout that can be quickly tailored by adding controls, selecting from available Share. Point Themes in the Page Design tab of the ribbon, and customizing your submit options. Basically, it is a form (document) that is published to a library and coupled so that the data in the form can be exposed as library fields. Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ 24 Typically, more features available than in the List www. cartermcgowanservices. com

What is the Difference? Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com 25 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

What is the Difference? Share. Point List Forms Basically a way to modify the list’s new, edit, and view forms. Not as powerful as the Form Library form. Share. Point Form Library Forms Basically, it is a form (document) that is published to a library and coupled so that the data in the form can be exposed as library fields. More features available than in the List form. 26 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

How can I use Info. Path? Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com 27 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

How can I use Info. Path forms? Ok, enough talk… let’s do some!!! At this point, the demo I do is live so there are no slides for the demo but there is a video! To video of the examples that I did for SP 24 World Conference, visit my Knowledge Center here: http: //www. cartermcgowanservices. com/knowledge-center/ 28 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

About Share. Point Workflows Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com 29 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

Workflow Functions What are the workflow options in Share. Point? � OOTB Workflows – OOTB, or Out-of-the-Box, workflows are prebuilt workflows that come standard with Share. Point. The user would simply instantiate and configure the WF based on the options given. � Share. Point Designer Workflows – These WFs are those that can be created using data gathered from Share. Point and prebuilt WF “parts” that can be linked together to create a website. � Info. Path Workflows – Workflows can be created using the conditions, actions, and email capabilities in Info. Path. � 3 rd Party Tools – Nintex, K 2, others � Visual Studio Workflows – These are workflows that are highly Created by Carter-Mc. Gowan Services, 30 customized through writing code in Visual Studio. LLC, www. cartermcgowanservices. com, @Carter. Mc. GServ

Workflow Functions Build a Workflow in Info. Path? ? ? I Don’t Think So! 31 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com Think

Workflow Functions What is a Workflow? � Workflows are used to manage business processes for applications and human collaboration and be as simple or complex as a business process requires. � Workflows are built based on conditions and actions which are linked together in a logical chain. 32 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

Workflow Functions What is a Workflow? • If the workflow has multiple participants, it can be sent one at a time (serial) or multiple participants at the same time (parallel), going through every participant until the workflow ends. Serial Parallel • You can even set up the workflow in stages, with a series of serial tasks and parallel tasks containing different participants. 33 Created by Carter-Mc. Gowan Services, LLC, www. cartermcgowanservices. com, @Carter. Mc. GServ

Workflow Functions Now think about this… Most workflows you use in Share. Point are like this: User fills out form… User clicks submit button… Someone is notified… That person probably takes action (performs task)… That person may fill in the form with some info… That person clicks the submit button… Workflow ends or next person gets notified… Etc. until workflow ends 34 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

Workflow Functions Now think about this… Info. Path has the following: Ability to create new fields (like one for “status”, for example) Ability to create buttons for submitting with conditions and actions attached to them Ability to send emails 35 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

Workflow Functions So, Info. Path can do… The 3 types of Sharepoint OOTB workflows: approval, collect feedback, and collect signatures. Custom workflows Content types 36 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

Workflow Functions Get the picture? 37 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com Yeah, I told

Workflow Functions What are the workflow options can’t be done in Info. Path (or can’t be done OOTB)? �Add/change/inherit/remove item permissions �Check in/out item �Discard check out �Copy/create item �Undeclare record �Log to History list �Start/stop/pause workflow �Loop 38 Created by Carter-Mc. Gowan Services, LLC, www. cartermcgowanservices. com, @Carter. Mc. GServ

How can I create an Info. Path workflow? • 39 Ok, enough talk… let’s look at one!!! 1. This form is: • A 3 step workflow: Requestor • Requester fills out the form and clicks on the Submit to Supervisor button. • Requestor gets an email notification that form was submitted. Supervisor (picked from the dropdown that pulls from a list on SP) is notified of the request via email. Both email notifications include form in email). • Form status changes. 2. Supervisor • In the supervisor’s email, there is a link back to the form. • In the form, the supervisor can: • Approve the request - Email notification sent to Accounting when they click on the Submit to Accounting button. Button changes based on approval. Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

How can I create an Info. Path workflow? • 40 Ok, enough talk… let’s look at one!!! 2. This form is (cont. ): Supervisor (cont. ) • Reject the request – • Supervisor fills in reason for the rejection. Field appears based on rejection being chosen and the field is also required when rejected. • Email notification sent to the Requestor after Supervisor clicks Submit and Notify Employee. Button changes based on rejection. Form included in the email. • Workflow Ends 3. Accounting • Accountant puts in hours that the Requestor has available. The time requested is autopopulated from the Requestor’s section and subtracted from the available amount to give the Accountant the balance. • The Requestor is notified, with the Supervisor cc’d, that they request was approved. Form included in the email. • Workflow Ends Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

How can I create an Info. Path workflow? 41 Ok, enough talk… let’s look at one!!! • • This form is (cont. ): A browser based form deployed to SP 2013 (SPOnline) but it can be deployed to SP Server as well. • Deployed as a content type. • NOTE: • The use of sections in the form to help with hiding sections until each form submit stage and to help with only showing the link to the form when emailed to the supervisor and accounting. • The signatures are not digital because I feel there is no need since SP can track who did what when by turning on versioning in the library that is using it. • See Tips slides at the end for tips on publishing and other useful info. • Feel free to explore and reuse parts but please do not sell. • Feel free to reach out to me! Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

Supplemental Info Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com 42 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

Info. Path History Version Included In. . . Info. Path 2003 Info. Path 2007 Microsoft Office 2003 Professional and Professional Enterprise Microsoft Office 2007 Ultimate, Professional Plus and Enterprise Info. Path 2010 Info. Path 2013 Microsoft Office 2010 Professional Plus; Office 365 Microsoft Office 2013 Professional Plus; Office 365 43 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com Release Year 2003 2007 2010 2013

How is it used? Info. Path Forms Services Microsoft Excel Microsoft Outlook 44 You can design a browser-compatible form template and publish it to a server that is running Info. Path Forms Services. Users can choose to export data from one or more Info. Path forms into a new Excel worksheet. You can convert an Excel workbook to an Info. Path form template by using the Import Wizard in Info. Path. You can distribute form templates to users by publishing the form template to a list of email message recipients. Similarly, you can design a form template so that users can submit completed forms as an attachment in an e-mail message. Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

How is it used? Microsoft Access Microsoft Word 45 You can connect your form template to an existing Access database. Users can then query or submit data to that database. Similarly, you can populate list boxes with values from the database or bind. You can also create an Info. Path form template based on an Access database and then publish the form template to a list of recipients as an email message. You can convert existing Word documents into Info. Path form templates, you can use the Import Wizard in Info. Path to do so. Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

How is it used? Microsoft Script Editor It is possible to use Microsoft JScript or Microsoft Visual Basic Scripting Edition (VBScript) in your form template by accessing the Microsoft Script Editor (MSE) from design mode. If you know how to write managed code, you can access VSTA (Microsoft Visual Studio Tools for Applications (VSTA) from design mode in order to create, edit, and debug Microsoft Visual Basic or Microsoft Visual C# code. You can integrate Info. Path design-mode features into the Microsoft Visual Studio development environment by downloading and Microsoft Visual installing Microsoft Visual Studio Tools for the Microsoft Office System on your computer. You Studio Created by Carter-Mc. Gowan Services, can then open Visual Studio, create an Info. Path LLC @Carter. Mc. GServ 46 form template project, and use design-mode www. cartermcgowanservices. com features to design your form template. Microsoft Visual Studio Tools for Applications (VSTA)

How is it used? You can connect your form template to a Web service in order to exchange XML data with other programs or systems such as an Oracle database, which is not directly supported by Web services Info. Path. You can also populate list boxes with values that come from the Web service or bind controls to the fields and groups associated with the Web service. You can base your form template's design on an XML Schema (. xsd) that is already being used by your organization. For example, if your organization uses a specific. xsd file for expense reports, you can base the design of a form XML Schemas template for expense reports on that. xsd file. If you don't have an existing schema, Info. Path Created by Carter-Mc. Gowan Services, builds one for you when you add controls to your LLC @Carter. Mc. GServ 47 form template. www. cartermcgowanservices. com

Tips Two Useful Links Intro to Designing a Form in Info. Path 2010: http: //office. microsoft. com/en-us/infopath-help/introduction-todesigning-a-form-in-infopath-2010 -HA 101821252. aspx Getting Started with Info. Path 2010: http: //office. microsoft. com/enus/infopath-help/getting-started-with-infopath-2010 HA 010370230. aspx 48 NOTE: If you are using Info. Path Designer 2010 or 2013 and you have Share. Point 2007, you cannot use List Forms at this time, only the Form Library Form. NOTE: To design a form, right click on it in Windows Explorer (files) and choose Design from the dropdown, not Open will open the form for submitting data like it does in Preview mode. Created by Carter-Mc. Gowan Services, LLC

Tips Publishing – When publishing a document you should keep the following in mind: 49 Publishing as new : When you publish a document for the first time, you must first publish it to that site before you set up the data connection if you are going to have Info. Path Designer create the Form Library for you. It is recommended that you have Info. Path create the Form Library instead of manually creating it. You must also use the full publish (File -> Publish -> Share. Point Server). Moving a form using publish: When you are publishing it to a new site for the first time, the above (publishing as new) applies. If the form is redirecting a form to publish to a place where it has already been published, you must change the data connections to point to the site where you want it redirected. If you do not do this, the form will publish but all submitted data will go to the previous site. You must also use the full publish (File -> Publish -> Created by Carter-Mc. Gowan Services, LLC Share. Point Server). DO NOT use the Quick Publish.

Tips Publishing – When publishing a document you should keep the following in mind (etc. ): 50 Publish as a modification: When modifying the form but not moving it to a new location or publishing it new, use the Quick Publish button. If you need to promote new fields, do so before using the QP button (File -> Form Options [Advanced Form Options] -> Property Promotion) NOTE: Sometimes wen publishing you many get an error that the server can’t be reached even though you have already published your form once or even multiple times before. You will need to clear the cache. First close all of your Info. Path forms then click Start -> Run > type in Info. Path /cache clearall. Info. Path will open without the List Form, Form Library Form, and other options present. Close that Info. Path and reopen your Info. Path forms in Created by Carter-Mc. Gowan Services, Design mode. LLC

Questions? Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com 51 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com

Contact Information Web: www. cartermcgowanservices. com Carter-Mc. Gowan Services, LLC Twitter: @Carter. Mc. GServ Toll-free/fax: (866) 721 -6085 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ Face. Book: Carter. Mc. Gowan Local: (540) 693 -0578 www. cartermcgowanservices. com Google+: Carter-Mc. Gowan Services Email: service@cartermcgowanservices. co Linked. In: Nikkia. TCarter m Free Monthly Business Technology Webinars/Q&A Sessions and Helpful Tips: Share. Point Online Trial with Office http: //ow. ly/y. VSFM 365: http: //ow. ly/HAz. Zs 52 Created by Carter-Mc. Gowan Services, LLC @Carter. Mc. GServ www. cartermcgowanservices. com