Dynamic Link to a specific Infopath Form View using a SP Workflow

11 12 2013

I had a requirement to create an infopath form for a client for assigning security badges. Not a difficult thing to do, I said. But as I gathered the requirements, and confidently shook my head back and forth saying, YES WE CAN!, I realized something nagging in the back of my mind.
I of course paid no attention to it and got to work on the infopath form.

It was nothing complex, just a user input form and an approval section at the bottom for official use only. But then that a fore mentioned nagging feeling, finally surfaced. I was going to have to use infopath views to hide the official use only section from the user. Simple enough for infopath, but now i had to surface a link to that view in a custom workflow email. That one took a bit of investigation, but i found 2 solutions for this. I will give credit to both parties, but i had to combine them to create one DOJO worthy Solution.

The first part of the solution can be found here. Kudos to  S.Y.M. Wong-A-Ton  for blogging about this.

http://www.bizsupportonline.net/browserforms/create-sharepoint-designer-workflow-send-email-link-infopath-browser-form.htm

The second part of the solutions comes courtesy of the wonderful Laura Rogers. Nicely Done!

http://sharepoint911.com/blogs/laura/Lists/Posts/Post.aspx?List=daba3a3b-c338-41d8-bf52-cd897d000cf3&ID=133&Web=dbb90e85-b54c-49f4-8e97-6d8258116ca0

Here is how I did it.

  1. First in SharePoint Designer 2010 i created a simple condition :
  2. “if current item equals value then Email a user”
  3. step1
  4. In the email editor I created a custom link and in the string builder i copied the following url and filled in the blanks.
  5. http://ServerName/SiteName/_layouts/FormServer.aspx?XmlLocation=[INSERTLOOKUP] &Source=http%3A%2F%2FServerName%2FSiteName%2FLibraryName%2FForms%2FAllItems%2Easpx&DefaultItemOpen=1
  6. From the string builder I clicked on add or change lookup and inserted the following in the [INSERTLOOKUP] referenced above.
  7. Data Source = Current Item
  8. Field From Source = Server Relative url. step3
  9. The new Url should look like this:
  10. step2
  11. I adde a reference to the hidden view using : &DefaultView=hiddenview
  12. Save and publish the Rule and test it out.
  13. The url link should open the infopath form with the new default view.

VOILINS……i mean voila.
Enjoy
Nando