Description

This class will provide students the ability to start creating online forms in the mySMC Portal utilizing InfoPath.

Objective

After this lesson students should be able to:

• Why use InfoPath in the mySMC
• Understand workflows to support your business processes.
• How to get started?
• Basics of creating a e-form

Material Outline

Terminology

1. Microsoft InfoPath- A desktop application to customize Portal forms.
2. Fields- user data inputs
3. Workflow- Defines what happens after the user submits a form.
4. Sharepoint Lists- Is where in the mySMC Portal submitted forms are stored

Reasons for InfoPath Form

• Eliminating paper. Smaller filing cabinet!
• Helps prevent user error when filling out forms. Supports data validation.
• Helps with processing the form when multiple users need to approve the form. Workflows!
• Secure. Access to the form strictly controlled. No spam.
• Helps with auditing.
• No programming needed.

Examples

1. Human Resources
2. Faculty Funding an Development
3. Registrar

Preparing

1. Do you have a paper or document form already created?

          ______________________________________________________________________________

     2. What is your current business processes when processing the form?

         ___________________________________________________________________________

      3. Who will be involved in processing the form?

         __________________________________________________________________________

      4. What fields or data are required to be filled out by the user?

         ______________________________________________________________________________

       5. Are there any fields that you usually need to follow up with the user? Maybe you can add validation to the field.

          __________________________________________________________________________

       6. Are signatures required? Does knowing who submitted the form satisfy this requirement?

          __________________________________________________________________________

        7. Who should have access to submit a form?

          ___________________________________________________________________________

       8. Where in the Portal you want the form to be accessed?

          __________________________________________________________________________

Initial Setup

1. Navigate to the Portal site you want the form to live. (Do you need to request access?)
2. Create a new form using our SMC E-Form Template
   • -> Site contents
   • 

• Add an ap
  •  

          

 

       

        Give it a name

        Open in InfoPath

      

 

Custom Form Layout and Styling with InfoPath

• Styling

        

• Tables

Adding new table

      

Adding Rows or Columns

]

• Preview and publish your work

       

Fields and Inputs

Examples of input fields

Adding a new field

1. Add Field

         

    Settings on the Field

    

Submit Actions

Types

1. Email
2. Save to list
3. Approval Workflows
4. Custom Workflows

Processing Submitted Form.

1. Sent to your Email
2. View them on your mySMC Portal site.
   • Export to excel
   • Sorting
   • Approve the ones have been processed.
   • Metadata (Date Created, Date Changed, Who Submitted, Who changed it)?
   • Version Control

Who needs access to your Form?

1. Forms needs their own permissions to allow users to submit them.
   • Work with IT Help to set this up.