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MS Office Forum / General MS InfoPath Questions / January 2006Form permissions in SharePoint
I'm new to InfoPath, and still somewhat new to SharePoint. We are looking to convert some of our existing HR forms (we are currently using MS Word docs and MS Excel spreadsheets) to InfoPath forms. Then we'd like to publish these forms on our SharePoint Portal. However, the information will be confidential and only HR, maybe the employee's manager and the employee should be able to view the completed form. So far I haven't found a way to set permissions on the form library or form to accomplish this. For now I put a "disclaimer" on the form library page that asks the employees not to save their completed forms to the form library, but to select Send to Mail Recipient instead and email them to HR. But just in case someone accidentally saves their form to the form library it would be nice to have some sort of security in place. Is this possible? Hi Angela, Have you already looked into implementing user roles? You could show/hide views in a form based on the role of a user. Take a look at the following: http://msdn.microsoft.com/office/understanding/infopath/training/default.aspx?pu ll=/library/en-us/odc_ip2003_tr/html/odc_inf_lab_07.asp Hope this helps. Regards, S.Y.M. Wong-A-Ton > I'm new to InfoPath, and still somewhat new to SharePoint. > [quoted text clipped - 12 lines] > > Is this possible? Thank you for your suggestion. I have been playing around with views. However, I just noticed that at the top of the Manage User Roles windowin InfoPath it says: "User roles allow you to customize your form for specific users or sets of users. Roles should not be used to control user access to sensitive data." I need to control access to sensitive data. Is there any way to do that? > Hi Angela, > [quoted text clipped - 23 lines] > > > > Is this possible? If you have sensitive data that is being saved in the form, the best thing would be to encrypt/decrypt the nodes containing the sensitive data. Have you already looked at the following article? http://msdn.microsoft.com/library/default.asp?url=/library/en-us/odc_ip2003_ta/h tml/odc_InfoPath_extending_save.asp You could combine this with saving the name of the user, who created the form, in a field in the form, check this name whenever the form is opened, and allow only this user (and the users of the HR department) to view the sensitive sections of the form (show/hide sections based on rules). S.Y.M. Wong-A-Ton > Thank you for your suggestion. I have been playing around with views. > However, I just noticed that at the top of the Manage User Roles windowin [quoted text clipped - 31 lines] > > > > > > Is this possible? Thanks for the link to that article, I hadn't read that one yet. How do you retrieve the name of the current user when the form is opened? I was going to try your suggestion: > You could combine this with saving the name of the user, who created the > form, in a field in the form, check this name whenever the form is opened, > and allow only this user (and the users of the HR department) to view the > sensitive sections of the form (show/hide sections based on rules). But when I went to add a new rule my only options, other than fields on my form, were 'The expression', 'User's current role', 'Set of signable data...' and 'Select a field or group...'. The name of the person who filled out the form is already part of the form data, so it would be helpful if I could just compare the current user against that field on the form when the form is opened. > If you have sensitive data that is being saved in the form, the best thing > would be to encrypt/decrypt the nodes containing the sensitive data. Have you [quoted text clipped - 44 lines] > > > > > > > > Is this possible? Under normal circumstances, i.e. no SharePoint, you could retrieve the username with System.Environment.UserName (in C#), but I'm not quite sure which context the InfoPath's code would be running under in SharePoint. About the rules: Sorry, my mistake... I meant conditional formatting on sections. You could set two conditions: The first one testing if the user has the role of an HR member, and the second one testing whether the currently logged on user has the same username as the one that was previously saved in the form when the form was first filled out. The latter can be done by writing an xdExtension to return the currently logged on username (check this link for a how-to on xdExtensions: http://blogs.msdn.com/infopath/search.aspx?q=xdExtension&p=1). Note: It is important that the username field in the form is only saved once, i.e. when the form is filled out for the first time, and not every time the form is opened, since the latter would defeat the purpose of the solution I suggested. :) Let me know how things turn out; you've got an interesting scenario that could be useful to others! S.Y.M. Wong-A-Ton > Thanks for the link to that article, I hadn't read that one yet. > [quoted text clipped - 60 lines] > > > > > > > > > > Is this possible? Is there a way to prevent them from saving their completed form to the Form Library on the SharePoint site? (i.e. force them to save to their local machine) > I'm new to InfoPath, and still somewhat new to SharePoint. > [quoted text clipped - 12 lines] > > Is this possible? http://msdn.microsoft.com/library/default.asp?url=/library/en-us/odc_ip2003_ta/h tml/odc_InfoPath_extending_save.asp > Is there a way to prevent them from saving their completed form to the Form > Library on the SharePoint site? (i.e. force them to save to their local [quoted text clipped - 16 lines] > > > > Is this possible? |
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