All right stop! Collaborate and listen (Sharing Points)

July 17, 2008

Using the DIP and Quick Parts with Office Pt 1

Filed under: Infopath, MOSS, Office 2007 — Tags: , , , , — stephenmuller @ 12:33 am

This will be a two part post as it may be long.

Last night I did a very quick and broad overview of using and modifying the Document Information Panel via Infopath for SharePoint. I got some interesting feedback and will be looking at it further. This is the first pass on using the DIP and also leveraging the Quick Parts features in Office to create a user friendly and intuitive form template for users. This will cover a process of creating a content type, modifying the DIP and changes to the word template.

Items for this project include

  • MOSS, I do not believe that you can edit the DIP via WSS (but I am waiting to be corrected on this).
  • InfoPath 2007
  • Office 2007

Im also making a bit of an assumption that you know your way a little around InfoPath as it just becomes long to describe, if you have any issues please email me.

Create the Content Type and Document Information Panel

I created a site level content type as shown below.

 

The Project Managers Metadata in the content type is a lookup to a contact list on this site (This is important later on). In this contact list I added a yes/no field called Project Manager. I will use this flag later on.

Edit the Document Information Panel

To edit the DIP select the Document Information Panel Settings link on the CT page.

I check the Always show Document Info….. Check box at the bottom of the screen to ensure it is always visibe to users.

To create a new DIP click the Create a new custom template link.  This will launch InfoPath for you to edit the DIP. Click the Finish button when the Data Source Wizard Appears (read it first :)). The InfoPath form should look like this

Note how all the custom metadata fields are auto-loaded in the form. You will also have access to all InfoPath functions. When you get a chance have a play with the functions, I will only utilise some and I am not an expert on all of them so if you find anything nifty like using activeX controls let me know.

The first thing I will do is limit the Project Managers field to only show the contacts that I have flagged as Project Managers, so users can only select the Project Managers. (This will use the flag in the contacts list as mentioned above).

To do this select the ensure that the Project Management field is available via opening up the Data Connections in the Tools menu and select the only Data Connection string in the list  and follow the bouncing ball to ensure that the Project Management field is checked, should be by default.

Side point: The Data Connections are used to connect to the Sharepoint lists that have been used in the lookup fields on metadata. The naming is yucky so if you have several lookups in your form then check the name by editing the properties of the dropdown of the field and checking the name of the list that is used. You can also add your own data connections to any other SharePoint lists that you have (great feature), or web services.

After you exit out of the Data Connections wizard select the Project Manager field on the InfoPath form then select Drop-Down List box Properties. In the Entries Field click the funny button next to it. Next expand the nodes in the yellow box and ensure the Contact fields are available but keep the folder above the fields selected (as seen in the image below), I actually had an issue here as the fields were not visible so I had to recheck the data connection, and then it worked.

The next task is to filter the data so click the Filter Data… button a third window will open, to add the filter select the Add Button. All these boxes you can see below.

In the Specify Filter Conditions dialog I selected the Project_Management field then is equal to and in the last drop down the value of 1 (not TRUE).

Click Ok on all the dialogs until you return to the Drop Down List box properties dialog. Ensure the Value and Display name are correct (displaying and storing a field that you wish to view and store). Click OK.

You can check how it all worked by clicking the Preview button on the InfoPath toolbar. If it works great if it does not email me….I may have explained to badly.

To save the form simply select the Publish option from the File Menu. It will prompt you for a physical location to save the file first (Maybe a centralised document library to store them all togeather). Then it wil publisht the form back to the content type just accept all the options in the publishing wizard. When done it is now saved and connected to the content type. You can now use it to your hearts content.

The next phase will be on the next post coming soon, which will talk about making the form pretty and using the Quick Parts…

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1 Comment »

  1. […] Using the DIP and Quick Parts with Office Part 1 […]

    Pingback by Michael Greth MVP SharePoint Blog : SharePoint Kaffeetasse #87 — August 12, 2008 @ 10:24 am


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