SharePoint Community of Practice

Transcription

1 1 The NYS Forum, Inc. SharePoint Community of Practice November 14, :00-3:00 pm (12:30 pm Check-In) The NYS Forum 24 Aviation Road, Suite 206, Albany New York SharePoint Community of Practice

2 2 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

3 SHAREPOINT UNIVERSITY SITE OWNER TRAINING 2017 LAURA RYAN Work Place Services - SharePoint Development Team

4 CONTENT ON SPU PAGE

5 PARTICIPANTS FROM ACROSS THE STATE 92 CS DEC DOS DMV DPS Health OGS OMH OMIG OTDA ITS Labor NYS CSEA partnership

6 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

7 SUPPORT FOR PARTICIPANTS Online Recourses Discussion boards Scheduled Office Hours

8 WEEKLY ASSIGNMENTS

9 PARTICIPATION IN FEATURED DISCUSSIONS Add Responses to Featured Discussions

10 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

11 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

12 2017 Site Owner Session Ends 12/8 GRADING

13 SHAREPOINT TRAINING 1 ST QUARTER 2018 Office 365 Highlights - COP Developer Training Labs New / End User Online Training Site Owner

14 THANK YOU!

15 How to create and publish InfoPath Form to a SharePoint Site RANI ABRAHAM ENTERPRISE SHAREPOINT APP/DEV TEAM

16 A SharePoint Site Full Control site permission The SharePoint Server Enterprise Site Collection feature activated Requirements 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:

17 Before designing an InfoPath form it is important to plan the form design Will your form have one view (page) or multiple views? Plan a form template 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

18 Open Open InfoPath Designer 2013 Select a template Select Select the template to design a Form Select From the Form Templates, select Blank Form and click the Design Form button.(double click the Blank Form)

19 Select a template

20 The design form will appear as shown

21 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.

22 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

23 Add Heading, Fields and Controls

24 Now, we have Simple InfoPath form

25 Validation rules are used to validate user entered data in control. Example Validating phone number, validation address etc Types of Rules 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.

26 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

27 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

28 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

29 Publish InfoPath to SharePoint 2013

30 Publish InfoPath to SharePoint 2013

31 Here are some Forms I created

32 Here is some Form I created

33 Questions? Thank You!

34 Notification and Approval Workflow with SharePoint Designer John Cross Enterprise SharePoint App/Dev Team

35 Why use a SharePoint Designer Workflow If you have complex approval process A need for multiple custom notifications It s free

36 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:

37 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.

38 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.

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40 Sending the initial s For this workflow, when an item is created in SharePoint, the workflow starts and sends out s 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 action for the number of s to be sent. Add an Update List Item action and set it to: Submit Flag to 1 (this will ensure that the initial s are only sent once). Select the first action by clicking on these users.

41 Should look something like this

42 Creating an Complete the by populating the To, Subject, Body just like any regular in Outlook. You can also use columns from the SharePoint list in the . When creating the body of the , 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.

43 Body of the and the link

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

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

46 The initial approvers have approved or rejected the policy, what happens now?

47 Phase 1 Approved 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 is sent to another approver (create it the same way as earlier) and update the Phase 1 Flag to 1.

48 Phase 1 Rejected If this phase is rejected the InfoPath form will have the field Phase 1 Approval back to zero. With these two conditions met an 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

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51 Questions