The NYS Forum, Inc.

SharePoint Community of Practice

November 14, 20171:00 - 3:00 pm

(12:30 pm Check-In)The NYS Forum

24 Aviation Road, Suite 206, Albany New York

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SharePoint Community of Practice

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September Agenda

11/14/2017• Opening Remarks

• Adam Neff, ITS Enterprise SharePoint & O365 App/Dev Manager, NYS ITS

• Corinne Brennen, Director of Program & Business Development, The NYS Forum

• SharePoint & O365 University, training, class offerings

• Laura Ryan, ITS Enterprise SharePoint & O365, Manager of Training & Analysis

• InfoPath Form

• Rani Abraham, ITS Enterprise SharePoint & O365 Team, Developer

• Workflows in SharePoint

• John Cross, ITS Enterprise SharePoint & O365 Team, Developer

• O365 Spotlight – Delve

• Mark Attmore, Microsoft, Technology Strategist

• Closing Remarks

• Michael Torino, ITS - Steering Committee

SharePoint Community of Practice

SHAREPOINT UNIVERSITYSITE OWNER TRAINING 2017

LAURA RYAN

Work Place Services - SharePoint Development Team

CONTENT ON SPU PAGE

PARTICIPANTS FROM ACROSS THE STATE – 92

• CS

• DEC

• DOS

• DMV

• DPS

• Health

• OGS

• OMH

• OMIG

• OTDA

• ITS

• Labor

• NYS CSEA

partnership

SITE OWNER TRAINING FORMAT

• Duration is 8 weeks

• Online discussion with SharePoint Mentor(s)

• Two SharePoint labs in 3B training rooms

• Online learning through videos, reading and implementing

• Project exercises and activities to verify learning

SUPPORT FOR PARTICIPANTS

Online Recourses

Discussion boards

Scheduled Office Hours

WEEKLY ASSIGNMENTS

PARTICIPATION IN FEATURED DISCUSSIONS

Add Responses to Featured Discussions

TOPICS FOR LAB 1

Overview of the SharePoint University Site

Understanding the Site Owner Role

Familiarizing yourself with Site Settings

Setting up Site Permissions and User Groups

TOPICS FOR LAB 2

Adding Metadata to Document Libraries and Lists

Adding Apps - Survey, Task lists

Creating Out the Box Forms & Workflows

Modifying Permissions to restrict access

GRADING

2017 Site Owner Session Ends 12/8

SHAREPOINT TRAINING 1ST QUARTER 2018

Office 365 Highlights - COP

Developer Training Labs

New / End User Online Training

Site Owner

THANK YOU!

How to create and

publish InfoPath Form to a

SharePoint SiteRANI ABRAHAM

ENTERPRISE SHAREPOINT APP/DEV TEAM

Requirements

A SharePoint Site

Full Control site permission

The SharePoint Server Enterprise Site Collection feature activated

A Microsoft InfoPath Designer 2013

Note: You will need InfoPath Designer 2013 installed on your workstation, this may not be allowed by your agency or cluster. Please check with your admin group

Download InfoPath Designer 2013: https://www.microsoft.com/en-us/download/details.aspx?id=48734

Plan a form

template

Before designing an InfoPath form it is important to plan the form design

Will your form have one view (page) or multiple views?

Have you planned out what data needs to collected or displayed?

Will any parts of your form template need to be read-only?

Whether you want to publish in a SharePoint List, Library or Email

Select a

template

SelectFrom the Form Templates, select Blank Form and click the Design Form button.(Double click the Blank Form)

Select Select the template to design a Form

Open Open InfoPath Designer 2013

Select a template

The design form will appear as shown

Design The Form

Go to the Insert tab on

the ribbon click on the

predefined table styles

and in the table

Selection(Add Table),

double click the Two-

Column 2 Heading

table to insert the table

into the Design Form.

Add Heading, Fields and Controls

Fields are displayed in the Fields task pane and represent the data that is gathered by the form.

Controls are associated with fields and provide a way for the user to enter the data.

Click to add heading text and type “Employee Information Form”.

In the Fields window on the right hand, right click on the myFields folder, and click Add or Use the Controls section from the Home top ribbon bar

Add Heading, Fields and Controls

Now, we have Simple InfoPath form

Types of

Rules

Validation rules are used to validate user entered data in control. Example Validating phone number, validation e-mail address etc

Formatting rules are used to apply text formatting and background shading to controls when a condition has been met. They can also be used to hide or disable a control.

Actions are the most wide-ranging type of rule. Use these to switch views, set values in other fields, submit the form, or query for data.

Create Rules

On Home tab, in the Rules group, you can use either Add Rule menu or Manage Rules to open the Rules task pane.

Home tab, the Add Rule menu is the fastest and easiest way to add rules to your form

Preview Your Form

There are three ways to preview the form

Press the F5 key.

Click the magnifying glass icon at the very top of the InfoPath Designer application.

Click the Preview Form button on the Home ribbon bar

Publish InfoPath to SharePoint 2013

To publish the InfoPath Form, click File, click Publish,

Click SharePoint Server to bring up the Publishing Wizard

On the first page type the URL of the SharePoint site, click Next Select the option corresponding to where you want to publish

Select the Form Library option to Create a new form library or update the form template in an existing form library ; If you select create a new form library and click Next, On this page, type the Name of the new library and click Next.

Here, you have the option to promote form fields into the columns of the library. Click Add, to add those columns and click Next. These fields will be available as columns in the SharePoint Site. Then click Next

Then, click Publish to publish the InfoPath Form. Select Open this form library … and click Close

Publish InfoPath to SharePoint 2013

Publish InfoPath to SharePoint 2013

Here are some

Forms I created

Here is some Form I created

Questions?

Thank You!

Notification and Approval Workflow

with SharePoint Designer

John Cross

Enterprise SharePoint App/Dev Team

Why use a SharePoint

Designer Workflow

If you have complex approval process

A need for multiple custom notifications

It’s free

Requirements

SharePoint Designer 2013

Full Control or Designer site permission

Note: You will need SharePoint Designer 2013 installed on your

workstation, this may not be allowed by you agency or cluster. Please

check with your admin group.

Download SharePoint Designer:

https://www.microsoft.com/en-us/download/details.aspx?id=35491

Before creating the workflow

Part of the magic that makes a workflow function correctly is having triggers in

place that tell the workflow when to do what. I like to use number fields defaulting

to zero and increment the numbers up based on what phase of the process the

approval is at.

Getting started on the workflow

Open SharePoint Designer and select Open Site

Enter the url of the SharePoint site

Click on “List Workflow” and select the list the workflow will be using.

Create a name for the workflow that makes sense, add a description and

select SharePoint 2010 Workflow.

Sending the initial emails

For this workflow, when an item is created in SharePoint, the workflow starts and sends out

emails to six different employees.

Set the Start options to created and changed (manual is optional)

Create a step and add a ”If any value equals value” condition, set it to “If Submit Flag = 0”.

Add a “Send an Email” action for the number of emails to be sent.

Add an “Update List Item” action and set it to: Submit Flag to 1 (this will ensure that the

initial emails are only sent once).

Select the first email action by clicking on “these users”.

Should look something like this

Creating an email

Complete the email by populating the To, Subject, Body just like any regular email in Outlook.

You can also use columns from the SharePoint list in the email.

When creating the body of the email, we can also create a link to the form in SharePoint. Click

on the Hyperlink button located at the end of the toolbar:

1. Enter the text you want the link to be displayed as.

2. Open String Builder by clicking the ellipsis (3 dots) at the end of the address line.

3. Click “Add or Change Lookup”, change Data source to Workflow Context and set the

Field from source to Current Item URL, click OK.

4. Add &DefaultView= to the end of the string then the name of the view on the InfoPath

form. This will make the link open to the view entered.

Body of the email and the link

This is everyone who has to approve the form and what they would see if the link went to a default view.

And this is what they see after clicking on the form link if there’s a link for each.

The initial approvers have approved or

rejected the policy, what happens now?

If this phase is approved the InfoPath form will have done some math and a field

called Phase 1 Approval will equal 9 (it’s default value is zero) and I’m also using

another trigger, Phase 1 Flag.

With these two conditions met an email is sent to another approver (create it the

same way as earlier) and update the Phase 1 Flag to 1.

Phase 1 Approved

If this phase is rejected the InfoPath form will have the field Phase 1 Approval back to

zero.

With these two conditions met an email is sent to the creator of the policy with a

reason for the rejection and update the Submit Flag to 0 to restart the process if

possible.

This can be continued for as long as is necessary depending on your approval process

Phase 1 Rejected

Questions