1. Introduction to InfoPath Workflow
Created For:
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2. About Me
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3. Nikkia T. Carter CEO/Owner, Carter-McGowan Services, LLC
CMS specializes in business technology consulting, setup, migration, development, support, managed services, and training
Microsoft Partner/VAR (Value Added Reseller): Silver Small and MidMarket Cloud Solutions, SMB Champion
Other Partnerships/VARs: Constant Contact, Hootsuite, BrainStorm, BitTitan, SkyKick, TeamFusion, ServicePoint365, ShareGate
Past Experience (since 2001): Application, Intranet / Recent: SharePoint, InfoPath, Office 365
Certifications: CompTIA Certified Technical Trainer (CTT), Microsoft Certified Professional
Main Speaker Events: SharePoint Saturdays, IT ProCamp DC, Office 365 Ramp Up Day, Microsoft World Partner Conference (WPC), Cloud One Day, Houston TechFests, SharePointFest,
Other Roles: IAMCP DC Philanthropy Chair, Board Member, and WIT Community Leader, Microsoft VFI Board Member, SUGDC and MFCF-DC Co-organizer, FEDSPUG Board Member, Microsoft WPC Partner Engagement Board (PEB) Member, Microsoft MCC PEB Member, IAMCP WIT Board Member, IT ProCamp DC and Office 365 Ramp Up Day co organizer
If you are interested in more about us:
Twitter Facebook : CarterMcGowan LinkedIn :NikkiaTCarter

4. Enough About Me. How About You?
Interested in InfoPath?
Currently using InfoPath?
Beginner? Intermediate? Advanced?
Government? Commercial?
SP Version? Experience?
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5. Topics Covered
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6. Topics What is InfoPath? How is it used?
How is it used with SharePoint?
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 InfoPath?
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7. What is InfoPath?
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8. What is InfoPath?
Microsoft InfoPath 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 InfoPath as part of Microsoft Office 2003 family.
In summer 2010, Microsoft released a new version that split InfoPath into two applications: InfoPath Designer 2010 is used to create forms and define data structures, and InfoPath Filler 2010 is used to fill out and submit forms.
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9. What is InfoPath? In InfoPath, you can do the following:
Design form templates    
Fill out forms    
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10. What is InfoPath? 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.
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11. What is InfoPath? Features (cont)
InfoPath has many different ActiveX 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 xPath expressions, and sections, which are containers for other controls.
Repeating fields and sections, which can store many different values.
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12. What is InfoPath? 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(field1 + field2), "#;", field3)" (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 InfoPath.
InfoPath supports Connections to External Datasources. SQL, Microsoft Access, and SharePoint databases can be connected to and submitted in the form.
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13. What is InfoPath? Features (cont)
JScript, Visual Basic, C#, and other languages can be used to extend InfoPath's capabilities by adding custom HTML taskpanes, iterating through data, using Active Directory, and generally accomplishing tasks that are impossible in the InfoPath design environment.
SharePoint integration
User Roles can customize a user's experience by changing views or using conditional formatting based on the identity of the user.
InfoPath's formatting capabilities and user interface are similar to Microsoft Word 2003 and 2010, depending on version.
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14. How is it used?
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15. How is it used? Stand Alone Connect to: Outlook Access Excel Word
XML Schema
Other business systems or applications using web services
SharePoint
And more!
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16. How is it used with SharePoint?+
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17. How is it used with SharePoint?
“Pretty” forms
More functional forms
Digital signatures
Workflow (built around and/or in)
Dashboards
Reports
Content Types
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18. What are List Forms?
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19. What are List Forms?
The SharePoint List form template is used to customize the form that is used to create, view, and edit items in a SharePoint List.
You start by specifying a new or existing SharePoint list, and InfoPath automatically generates the list form.
After you customize the form, publish it back to SharePoint in one click using the InfoPath Designer Quick Publish feature.
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20. What are Form Library Forms?
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21. What are Form Library Forms?
The SharePoint Form Library template is used to design a form for collecting data in a SharePoint form library.
InfoPath starts you out with a basic layout that can be quickly tailored by adding controls, selecting from available SharePoint 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.
Typically, more features available than in the List form.
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22. What is the Difference?
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23. What is the Difference? SharePoint List Forms
Basically a way to modify the list’s new, edit, and view forms.
Not as powerful as the Form Library form.
SharePoint 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.
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24. How can I use InfoPath?
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25. How can I use InfoPath 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 SP24 World Conference, visit my Knowledge Center here:
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26. About SharePoint Workflows
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27. Workflow Functions What are the workflow options in SharePoint?
OOTB Workflows – OOTB, or Out-of-the-Box, workflows are prebuilt workflows that come standard with SharePoint. The user would simply instantiate and configure the WF based on the options given.
SharePoint Designer Workflows – These WFs are those that can be created using data gathered from SharePoint and prebuilt WF “parts” that can be linked together to create a website.
InfoPath Workflows – Workflows can be created using the conditions, actions, and capabilities in InfoPath.
3rd Party Tools – Nintex, K2, others
Visual Studio Workflows – These are workflows that are highly customized through writing code in Visual Studio.
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28. Build a Workflow in InfoPath???
Workflow Functions
Build a Workflow in InfoPath???
I Don’t Think So!
Think again…
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29. 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.
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30. 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.
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31. Now think about this… Workflow Functions
Most workflows you use in SharePoint 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
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32. Now think about this… Workflow Functions InfoPath 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 s
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33. So, InfoPath can do… Workflow Functions
The 3 types of Sharepoint OOTB workflows:
approval,
collect feedback, and
collect signatures.
Custom workflows
Content types 
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34. Get the picture? Yeah, I told you…
Workflow Functions
Get the picture?
Yeah, I told you…
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35. Workflow Functions
What are the workflow options can’t be done in InfoPath (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
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36. How can I create an InfoPath workflow?
Ok, enough talk… let’s look at one!!!
This form is:
A 3 step workflow:
Requestor
Requester fills out the form and clicks on the Submit to Supervisor button.
Requestor gets an notification that form was submitted. Supervisor (picked from the dropdown that pulls from a list on SP) is notified of the request via . Both notifications include form in ).
Form status changes.
Supervisor
In the supervisor’s , there is a link back to the form.
In the form, the supervisor can:
Approve the request - notification sent to Accounting when they click on the Submit to Accounting button. Button changes based on approval.
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37. How can I create an InfoPath workflow?
Ok, enough talk… let’s look at one!!!
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.
notification sent to the Requestor after Supervisor clicks Submit and Notify Employee. Button changes based on rejection. Form included in the .
Workflow Ends
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 .
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38. How can I create an InfoPath workflow?
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 ed 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! 
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39. Supplemental Info
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40. InfoPath History Version Included In... Release Year InfoPath 2003
Microsoft Office 2003 Professional and Professional Enterprise
2003
InfoPath 2007
Microsoft Office 2007 Ultimate, Professional Plus and Enterprise
2007
InfoPath 2010
Microsoft Office 2010 Professional Plus; Office 365
2010
InfoPath 2013
Microsoft Office 2013 Professional Plus; Office 365
2013
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41. How is it used? InfoPath Forms Services Microsoft Excel
You can design a browser-compatible form template and publish it to a server that is running InfoPath Forms Services.
Microsoft Excel
Users can choose to export data from one or more InfoPath forms into a new Excel worksheet.
You can convert an Excel workbook to an InfoPath form template by using the Import Wizard in InfoPath.
Microsoft Outlook
You can distribute form templates to users by publishing the form template to a list of message recipients. Similarly, you can design a form template so that users can submit completed forms as an attachment in an message.
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42. How is it used? Microsoft Access Microsoft Word
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 InfoPath form template based on an Access database and then publish the form template to a list of recipients as an message.
Microsoft Word
You can convert existing Word documents into InfoPath form templates, you can use the Import Wizard in InfoPath to do so.
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43. 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.
Microsoft Visual Studio Tools for Applications (VSTA)
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.
Microsoft Visual Studio
You can integrate InfoPath design-mode features into the Microsoft Visual Studio development environment by downloading and installing Microsoft Visual Studio Tools for the Microsoft Office System on your computer. You can then open Visual Studio, create an InfoPath form template project, and use design-mode features to design your form template.
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44. How is it used? Web services XML Schemas
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 InfoPath. 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.
XML Schemas
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 template for expense reports on that .xsd file. If you don't have an existing schema, InfoPath builds one for you when you add controls to your form template.
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45. Tips
Two Useful Links
Intro to Designing a Form in InfoPath 2010:
Getting Started with InfoPath 2010:
NOTE: If you are using InfoPath Designer 2010 or 2013 and you have SharePoint 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. Open will open the form for submitting data like it does in Preview mode.
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46. Tips
Publishing – When publishing a document you should keep the following in mind:
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 InfoPath Designer create the Form Library for you. It is recommended that you have InfoPath create the Form Library instead of manually creating it. You must also use the full publish (File -> Publish -> SharePoint 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 -> SharePoint Server). DO NOT use the Quick Publish.
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47. Tips
Publishing – When publishing a document you should keep the following in mind (etc.):
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 InfoPath forms then click Start -> Run > type in InfoPath /cache clearall. InfoPath will open without the List Form, Form Library Form, and other options present. Close that InfoPath and reopen your InfoPath forms in Design mode.
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48. Questions?
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49. Contact Information
Carter-McGowan Services, LLC
Toll-free/fax: (866)
Local: (540)
SharePoint Online Trial with Office 365:
Web:
FaceBook: CarterMcGowan
Google+: Carter-McGowan Services
LinkedIn: NikkiaTCarter
Free Monthly Business Technology Webinars/Q&A Sessions and Helpful Tips:
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