InfoPath forms in SharePoint 2010 (Document based and list based forms) Step by Step samples and comparison (Part1)

Data capture Forms in SharePoint 2010 lists can be created and customized using InfoPath forms in two ways; List based Forms and Document based forms, we will cover those two types of InfoPath forms in this post with step by step sample for creating a collect feedback form then we will compare those types of implementations, this post is related to the main post of InfoPath Forms Options in SharePoint 2010

Now we will start by creating document based form to submit feedback:

1- Open Microsoft Office Info path 2010 Designer (all programs> Microsoft Office > Microsoft Office Info path 2010 Designer)

2- At home page Click new > blank form > design form

3- Click on insert and choose the form layout (in this case lets choose “two column” form)

4- Click on click to add title and add the title of the form (Feedback in our case)

5- Click on add label to add the field name(title in our case)

6- Click on add control > Home (in the menu tab) > text box (in controls section)

7- Right click in text box to edit its properties

8- Type the title in field name, choose the field data type text string, check cannot be blank.

9- Click on the second click to add title and type the name of the second field ( feedback in our case)

10- Click on Add control > Home (in the menu tab) > Rich text box (in controls section)

11- Right click in rich text box to edit its properties

12- Enter Rich text properties

13- Click on add control > Home (in the menu tab) > Button (in controls section)

It is advisable to resize the form and delete unused rows before proceeding.

14- Double click on the button to edit its properties (the menu to edit the button properties get displayed on the top menu).

15- Type send at the label field

16- Click on Action dropdown list and choose Rules and custom Code

17- Click on Add rule > When this Button is Clicked > Submit Data

18- Click on Add… then Next

19- Enter the document library URL

20- Click on icon at the end of Field name.

21- Click on insert Function…

22- In this sample I will use the current date time as name of the submitted form :Choose Now > OK

Now means the form name will have the date time value for the form once submitted to give the form unique name

23- Click Next

24- – Click on Finish

21 Additional rules can be added in order to clear title and feedback field after submission, Double click on the button control Add Rule > When this button is clicked > Set Field’s value

– Choose tittle after clicking on icon and set the value to blank and click OK

22 Double click on the button control Add Rule > When this button is clicked > Set Field’s value

– Choose feedback after clicking on icon and set the value to blank and click OK

Now we will publish the form to SharePoint forms library .

23 Click on File > Publish > SharePoint Server

24 Enter portal URL

25 Choose Form library > Next

–

26 – Click Next

25- Choose Create a new Library to create library that host the forms document

26- Enter library name and click Next

26 Click Add, and add the columns to display (in our case: title and feedback) and click Next. Then Publish > close

27- Now navigate to the portal web part page that you need to display the form in; then click Site action > Edit page to insert the web part that will display the form.

28- Click on Add web part

29- In Forms folder at web parts gallery > Info Path form Web part > Add

30- click on “click here to open the tool pan” in inserted web part ,or open web part properties

31- Choose the name of library form the List or library dropdown List and click ok

32- Below the result screenshot

33- Try to save three values using the form created then browse to the form library to see saved items.

If you have noticed the library columns are automatically populated using metadata promotion feature in SharePoint which will get the data from the form and display them directly to library columns.

In Next part we will cover list based form and we will compare the two types Part2