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MS Office Forum / General MS InfoPath Questions / August 2005Submit and Email at same time
I am in the process of making a form in Infopath with a data-connection to a MSDB I made. The form I made looks and works well, when I click "Submit" located at the top of the form (submit button in infopath form by default) it sends the information to the database, thats awesome. How do I get the submit button to send to the database and at the sametime send all the information in the form to an email recipient? I may have a second problem, some users using this form will not have Infopath. The form and database I will post on our Intranet, companyweb. Thanks, Greg Hi Greg, You will need to setup another "data connection" that does a "submit" to an e-mail. Then instead of using the built-in Submit button, you will need to add a button to your form - you will then use a "Rule" to execute both the submit to your database and the submit to your e-mail. Let me know if you need more detail on how to set this up. In regard to your 2nd comment - each user will need to have InfoPath installed in order to interact with the data. We have a Knowledge Base article on how to display the data in IE with the "look and feel" of InfoPath but it is not editable. I hope this helps! Scott L. Heim Microsoft Developer Support This posting is provided "AS IS" with no warranties, and confers no rights Scott, Thanks, your solution works just great. I have a question. I published the form to our intranet, does this mean that the database was published at the same time to the intranet or is the dataconnection still pointing to my computer where I made the database? If I need to change the location of the database file on my server, do you have any ideas as to what directory or folder I should put it into? Would it go into the same root folder as the form on the intranet? Would I then have to go back into the form and point it to its new location? One more question. Instead of submitting the form as an attachment, is there a way to populate all the fields into the email message instead? Thanks, Greg > Hi Greg, > [quoted text clipped - 15 lines] > > This posting is provided "AS IS" with no warranties, and confers no rights Hi Greg, I'll address each question individually: - "I published the form to our intranet, does this mean that the database was published at the same time to the intranet or is the dataconnection still pointing to my computer where I made the database?? >> When you publish the InfoPath form you are only publishing the form - not the database. However, whatever path to the database you specified when you created the solution is the path that is stored within the solution. As such, this needs to be a path that everyone that will be using the form has access to. - "If I need to change the location of the database file on my server, do you have any ideas as to what directory or folder I should put it into? Would it go into the same root folder as the form on the intranet?" >> This is up to you. Depending on your server configuration, what it is used for, it's exposure to the Internet, etc. there may be security issues you would want to consider but where you put that database is a decision you and your company would need to make. - "Would I then have to go back into the form and point it to its new location?" >> Yes - and you can do this by opening the form in Design View and from the Tools menu, select: Convert Main Datasource and simply complete the wizard by selecting the database from the "shared" location. - "Instead of submitting the form as an attachment, is there a way to populate all the fields into the email message instead?" >> If you do a "File-> Send To Mail Recipient" you will get the current View in the body of the message. This can be done programmatically but the data is basically read-only. So if you need user intervention, this is the way. The other option would be to implement either a shared location for all the forms created from the XSN or use Sharepoint as a central repository for all forms. This way, you would only need to e-mail, say, a link to the form. I hope all this helps! Scott L. Heim Microsoft Developer Support This posting is provided "AS IS" with no warranties, and confers no rights Thanks for the reply Scott, Regarding where the database should reside on the server, I can put it anywhere, I'm using SBS 2k3 Standard, I created in C:Documents and settings/ a folder for the database, since I can put it anywhere I was wondering if I should use this directory. I didn't want to put it into a user folder. I don't want anyone to have access physically to the database so I didn't put it into a shared folder. Which leads to my next question, since we will be submitting and retrieving data to this database, do I need to share the file? Thanks, Greg > Hi Greg, > [quoted text clipped - 44 lines] > > This posting is provided "AS IS" with no warranties, and confers no rights Hi Greg, Yes - even though you are storing the InfoPath template on a server, it will open locally on the user's machine. So if you have a hard-coded path to C:\MyFolder, the user needs to have this folder on their machine with the database in there. Since this is not practical, the database needs to be in a shared location that uses have access to. You would then need to modify the connection (Convert Main Datasource) and use a path such as: \\server\shared folder\YourDb.MDB. Best regards, Scott L. Heim Microsoft Developer Support This posting is provided "AS IS" with no warranties, and confers no rights Scott, thanks I got it all worked out. I have another question, you know when you publish to a sharepint library it puts the form in the "Documents" and then a "document library", so if I called my from "jobsiteForm", the form would be under "Documents" and then the Document Library "jobsiteform". One you click jobsiteform it opens a page. On the top of the page is the "Fill out Form" which is not to user friendly for some of our users. What I would like to do is have under "Documents" in the quick launch a directory called "Forms", then once the user clicks on Forms it brings up all the different links to all the different forms, so once they click the form they want, a page opens with the form and they are filling it out. I want them to click a link to a form and have it open and not click the actuall file for the form. I hope you see what I am trying to explain. Sorry if it does not make sense. Thanks, Greg > Hi Greg, > [quoted text clipped - 12 lines] > > This posting is provided "AS IS" with no warranties, and confers no rights Hi Greg, Glad to hear it's working for you! In regard to your follow-up question, let me see if I understand: you would like to have a link under the "Documents" section of your main Sharepoint page that, once clicked, would allow the user to see all of the forms in the library - is this correct? If so, then this is simply a setting on the library. Navigate to your library, click Modify columns and settings, click Change general settings and then enable the option: "Display this document library on the Quick Launch bar." Now once this is done you should have a link to that library on the Quick Launch bar of your main site. When you click on this link you should see all of your forms that have been saved to that site - if you do not, then the URL that you are using to submit the forms is too "deep." For instance, when you setup the submit connection the URL should be like this: http://server/library If you set it up as: http://server/library/forms This would be incorrect. Does this help or am I misunderstanding your question? Scott L. Heim Microsoft Developer Support This posting is provided "AS IS" with no warranties, and confers no rights this is the link to the form, I copied this from my companyweb. http://companyweb/Manual%20Request/Forms/AllItems.aspx I did as you said in the navigation tool for the quicklaunch. What I really wanted todo was in the quicklaunch have a link called forms, when forms is clicked the "jobsiteForm" hypertext will be visible along with any other forms I make and put into this library. Currently, if you click the QuickLaunch, it brings you right into the page, where towards the tp of the page there are clickable headings, one being "Fill out this form", or "Upload Form", etc. I also thought the fields on this page would display the data in the database when a form was filed out, the fields display noting. Thanks, Greg > Hi Greg, > [quoted text clipped - 30 lines] > > This posting is provided "AS IS" with no warranties, and confers no rights Greg, My apologies but as I am not a Sharepoint "expert" you may have better success pinging that Newsgroup to see if you can modify the behavior of the library/site. With regard to the question of the fields on the page displaying the data in the form - when you published the form did your specify the fields to promote to columns in Sharepoint? Thanks, Scott L. Heim Microsoft Developer Support This posting is provided "AS IS" with no warranties, and confers no rights Hi Scott, I figured out the problem. I thought when you submit the form that it saved somehow which will populate the colums on the sharepoint site, actually you have to save the file first, which will populate the columns, and then submit, which leads to my next question. I think it may be ackward for the user to figure out a name to save the form under, is there a way in code or an option in infopath for the form have a save name automatically by maybe pulling data from a few of the fields in the form? The form will always save to the sharepoint location so if the location needs to be in the code. Thanks, Greg > Greg, > [quoted text clipped - 12 lines] > > This posting is provided "AS IS" with no warranties, and confers no rights Hi Greg, Yes - when you create your "Submit" connection to Sharepoint the second screen is where you specify the form name. You can click the button next to this field and insert either a field from your form or choose to insert a function where you can select the "concat" function to pull in multiple fields. Let me know how this works for you! Scott L. Heim Microsoft Developer Support This posting is provided "AS IS" with no warranties, and confers no rights
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