The document discusses the differences between using InfoPath forms in a forms library versus a list. It provides an overview of InfoPath capabilities for designing electronic forms and collecting data. Key benefits of the forms library include allowing repeating tables and groups, coding within forms, and setting form placement and content types. Benefits of using InfoPath with lists include simpler use and automatic data connection to lists. The document also provides examples of real-world InfoPath case studies.

1. InfoPath 2010 Possibilities
Forms Library Versus Lists
Deb Walther
Senior SharePoint Specialist
Corridor Consulting
deb.walther@corridorconsulting.com

2. About Me
 Recovering Scientist
o R&D to GMP
 Ski Instructor
o Maine Adaptive
 Tutoring Plus
 SharePoint since 2008
o Novartis (Strategic External Resourcing)
• Contract management, Finance tools, Outsourcing project & data
tracking
o Corridor Consulting
• Contract management software, consulting, training, documentation.
 I InfoPath!

3. Items To Cover
 InfoPath Capabilities Summary
 Keys to InfoPath Success
 Forms Library Benefits
 InfoPath With List Benefits
 Real World Case Studies/InfoPath Demonstration
 Q&A

4. InfoPath Capabilities | Summary
• Graphically Rich Non-Programmatic Tool For
Electronic Form For Designing Electronic Forms With Printable Views
Data Collection • Large Number of Data Types Available (text, integer,
people/group, currency, text, file attachment)
• Forms sections can dynamically appear on a page
Conditional Logic & based upon values from other fields
Varied Content Display • Single data and multi-data elements are supported
• Multiple pages can be configured
• Can validate data against external systems
(SharePoint Lists, Web/REST Services, Databases)
Data Connectivity • InfoPath forms (XML files can be saved directly into
SharePoint as form items or lists

5. InfoPath Capabilities | Example 1
Various Control Types
Rich Graphics & Formatting
with Support For Tables &
Repeating Rows
Conditional Logic Grouping
which only displays when
“Evergreen” is selected
Data lookup into SharePoint
list or Line of Business for
Master Data

6. InfoPath Capabilities | Example 2
Repeating Tables to collect
multiple line items of data

7. Keys to InfoPath Success
 Defined process
 Design of form
o Pages
o Layout
o Colors/fonts
 Information Architecture
o Fields/Controls
o Section
o Where located
o List vs. Library

8. InfoPath Capabilities | Decisions
List Based Forms Based

9. Forms Library Benefits
Ability to provide repeating tables for multiple entries as
Repeating Groups
referenced in prior slide. Only available in native
And Tables
InfoPath and not List based forms.
List Based Forms Based

10. Forms Library Benefits
Form Library based forms allow for development to take
place in the actual form. This provides more flexibility;
Code In Forms
however it requires the form to be an “Administrator-
approved Solution” deployed by farm administrator.
Developer Ribbon is available in native InfoPath forms. This ribbon is not
available, nor is the associated functionality in List based forms.

11. Forms Library Benefits
When configuring Forms based InfoPath forms, the
forms can selectively be published to target destinations
Form Placement
and with specific content types. Additionally, existing
site columns can be selected.
List Based Forms Based

12. Forms Library Benefits
The InfoPath namespace provides for Digital Signature
Digital Signature Usage
support.
• Provides authenticity, integrity and non-repudiation
• Requires incorporation of a 3rd party Digital Certificate
• Once form is signed, it cannot be altered
• Provides trust.
http://office.microsoft.com/en-us/infopath-help/digital-signatures-in-infopath-2010-HA010381868.aspx

13. Forms Library Benefits
Forms Library based InfoPath Forms Can Have the Field
Pre-Defined Data
Definitions Automatically Imported Into InfoPath From A
Schemas
Pre-Existing XML Schema

14. InfoPath With List Benefits
 Opposite Form Library Based InfoPath Forms
o And Of Course … Simpler To Use
 Customizes list intake form using “InfoPath Lite”
o Use conditional logic to present only what the end-
user needs
 Automatic Data Connection to List
 Separate Forms per Content Type
o Provide a unique experience

15. Real World Case Studies
• List-based Form to replace paper Form Highlights:
 People Picker
absentee form  Link to fill out form
• Automate approval process
• Metadata available on a
Dashboard
Form Challenges:
 List-based, no repeating tables
 Collect data for Kpi’s
 Security

16. Real World Case Studies
• List-based Form for Help Desk Form Highlights:
 Provide static data (record of
• Need 2 pages: 1 for end user to time/place)
complete, 1 for staff to complete  Content type provided separate
form for each client
 Use versioning to provide
time/date stamp of progress
Form Challenges:
 List-based, no repeating tables
 Collect data for Kpi’s

17. InfoPath| List form
HELP DESK DEMO

18. Real World Case Studies
• Client had a paper-based process. Form Highlights:
 2 part process: end user and
• Not all information completed project team
 End-user confused  2 pages
 1 paper form for all  Pull info from page 1
 Experienced users vs.
departments/ conditions inexperienced
• No KPI’s available  Only see relevant questions
• Approval process by hand
Form Challenges:
 Multiple data connections
 Client Change Management
 Form Flow
 Integrate Approval

19. Real World Case Studies
• Client had a paper-based process Form Highlights:
 3 pages  2 part process: end user and
• Not all information completed project team
 2 pages
 End-user confused  Pull info from page 1
 1 paper form for all  Experienced users vs.
departments/ conditions inexperienced
 Only see relevant questions
• No KPI’s available
• Approval process by hand Form Challenges:
• Person-based  Multiple data connections
 Client Change Management
 Form Flow
 Integrate Approval

20. InfoPath | Library Form
CLIENT DEMO

21. InfoPath Do’s
 KISS
o Keep it simple
 Use conditions
o Only show required content
o Permission conditions
 Plan ahead
o Current Process
o Future usage
 Use retrieve data connections to auto-fill data
 Use Web Part for displaying form

22. InfoPath Don’ts
 Plan the form in isolation
o Keep end users in the loop
 Make it too complicated
 Set up fields without groups
o Groups organize fields
 Don’t create a long form
o Users hate to scroll
o Use multiple pages
 Don’t plan to use Managed Metadata
o MM isn’t supported by InfoPath

24. InfoPath 2010 Possibilities
Forms Library Versus Lists
September 22, 2012
Deb Walther
deb.walther@corridorconsulting.com
http://www.linkedin.com/in/debwalther

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