Amal Nagm

• Add a rule You can configure a rule to use the query data connection whenever the condition in the rule occurs.
• Add a button You can add a button to the form template that users can click to get data by using the query data connection.
• Use custom code If you cannot add a rule or button, you can use custom code to get data by using the query data connection. Using custom code requires a developer to create the custom code.

Before you begin

• The location of the SharePoint site and the necessary permissions to access it
• Verification that the site is configured so that your users can get data from the document library or list
• Verification that you can store the data from the document library or list on your users' computers for offline use

Add a query data connection

1. Add a secondary data connection.
2. Configure the form template to use the secondary data connection.

Step 1: Add a secondary data connection

1. On the Tools menu, click Data Connections.
2. In the Data Connections dialog box, click Add.
3. In the Data Connection Wizard, click Create a new connection to, click Receive data, and then click Next.
4. On the next page of the wizard, click SharePoint library or list, and then click Next.
   
5. On the next page of the wizard, type the URL of the SharePoint site with the document library or list, and then click Next. For example, to use a document list on a SharePoint site with the URL http://www.adventureworks.com/EmployeeList, you type http://www.adventureworks.com/EmployeeList.
6. On the next page of the wizard, in the Select a list or library list, click the list or library that you want to use, and then click Next.
7. On the next page of the wizard, select the check boxes next to the values that you want to receive. If the form template will be published to the document library, and you want forms that are based on this form template to get metadata about the form, select the Include data for the active form only check box.
8. Click Next.
9. If you want to store the results of the query with the form template, select the Store a copy of the data in the form template check box. Selecting this check box stores the query results in the form template. Because the data is stored in the form template, the data is available in the forms that users fill out, even if their computers are not connected to a network.
   Security Selecting this check box stores the query results in the form template. Because the data is stored in the form template, it is available in the forms that users fill out, even if their computers are not connected to a network. If you are getting sensitive data from this data connection, you may want to disable this feature to help protect the data in case the computer is lost or stolen.
10. Click Next.
11. On the next page of the wizard, in the Enter a name for this data connection box, type a descriptive name for this secondary data connection. This is the name that appears in the Data source list in the Data source task pane. If you want this query to run automatically whenever the form is opened by a user, select the Automatically retrieve data when form is opened check box.

Step 2: Configure the form template to use the secondary data connection

Add a rule

1. If the form template has multiple views, click View name on the View menu to go to the view with the control where you want to display the data from the secondary data source.
2. Double-click the control that you want to display the query results.
3. Click the Data tab.
4. Under Validation and Rules, click Rules.
5. In the Rules dialog box, click Add.
6. In the Name box, type a name for the rule.
7. To specify a condition when the rule should run, click Set Condition, and then enter the condition. The rule will run when the condition occurs. If you do not set a condition, the rule will run whenever the user changes the value in the control, and then moves his or her cursor away from that control.
8. Click Add Action.
9. In the Action list, click Query using a data connection.
10. In the Data connection list, click the query data connection that you want to use, and then click OK to close each open dialog box.
11. To test your changes, click Preview on the Standard toolbar, or press CTRL+SHIFT+B.

Add a button

1. If the form template has multiple views, click View name on the View menu to go to the view with the control where you want to display the data from the secondary data source.
2. If the Controls task pane is not visible, click More Controls on the Insert menu, or press ALT+I, C.
3. Drag a button control onto your form template.
4. Double-click the button control that you just added to your form template.
5. Click the General tab.
6. In the Action list, click Refresh.
7. In the Label box, type the name that you want to appear on the button on your form template.
8. Click Settings.
9. In the Refresh dialog box, click One secondary data source.
10. In the Choose the secondary data source list, click the secondary data source that is associated with the query data connection, and then click OK to close each open dialog box.
11. To test your changes, click Preview on the Standard toolbar, or press CTRL+SHIFT+B.

Add a submit data connection

1. Add a secondary data connection that submits data to your form template.
2. Configure the form template to allow your users to submit their form data to the document library.

Step 1: Add a secondary data connection

1. On the Tools menu, click Data Connections.
2. In the Data Connections dialog box, click Add.
3. In the Data Connection Wizard, click Create a new connection to, click Submit data, and then click Next.
4. Under How do you want to submit your data, click To a document library on a SharePoint site, and then click Next.
5. In the Data Connection Wizard, in the Document library box, type the URL of the SharePoint document library.
6. In the File name box, type a name that will be used to identify the form in the document library.
   Tip You can also use a formula to ensure that each form name is unique.
   How?
   1. Click Insert Formula .
   2. In the Insert Formula dialog box, do one of the following:
      • To use a field in the formula, click Insert Field or Group, click the field that you want to use in the Select a Field or Group dialog box, and then click OK.
      • To use a function in the formula, click Insert Function, select the function that you want to use in the Insert Function dialog box, and then click OK.
        Tip If the function requires parameters, select the function in the Insert Function dialog box, click OK and then, in the Formula box in the Insert Formula dialog box, double-click the function that you added, and click a field or group. Find links to more information about functions in the See Also section.
      • To insert a value or mathematical operator into the formula, type the value or the symbol for the mathematical operation in the Formula box.

        Operation	Symbol
        Add	+
        Subtract	-
        Multiply	*
        Divide	/

        Note If your formula uses the division (/) operator, make sure that there is a space before and after the division operator. If the division operator does not have a space before and after it, InfoPath may interpret "/" as a separator for XPath location steps rather than as a division operator.
   3. To check the formula for the correct syntax, in the Insert Formula dialog box, click Verify Formula.
      Find links to more information about formulas in the See Also section.
7. To overwrite any existing forms in the document library with the same name, select the Allow overwrite if file exists check box.
8. Click Next.
9. On the next page of the wizard, in the Enter a name for this data connection box, type a descriptive name for this submit data connection.

Step 2: Enable submit on the form template

• Change the text that appears on the Submit button.
• Change the keyboard shortcut for the Submit button.
• Create custom messages to display to your users when they submit their forms.
• Specify whether to leave the form open, close the form, or open another blank form after the form is submitted.

1. On the Tools menu, click Submit Options.
2. In the Submit Options dialog box, select the Allow users to submit this form check box, click Send form data to a single destination and then, in the list, click SharePoint document library.
3. In the Choose a data connection for submit list, click the name of the submit data connection to the SharePoint library.
4. To change the name of the Submit button that appears on the Standard toolbar and the Submit command that appears on the File menu when users fill out the form, type the new name in the Caption box in the Submit Options dialog box.
   Tip If you want to assign a keyboard shortcut to this button and command, type an ampersand (&) before the character that you want to use as a keyboard shortcut. For example, to assign ALT+B as the keyboard shortcut for the Submit button and command, type Su&bmit.
5. If you do not want people to use a Submit command or the Submit button on the Standard toolbar when they fill out your form, clear the Show the Submit menu item and the Submit toolbar button check box.
6. By default, after users submit a form, InfoPath keeps the form open and displays a message to indicate if the form was successfully submitted. To change this default behavior, click Advanced, and then do one of the following:
   • To close the form or create a new blank form after the user submits a completed form, click the option that you want in the After submit list.
   • To create a custom message to indicate if the form was successfully submitted, select the Use custom messages check box, and then type your messages in the On success and On failure boxes.
     Tip Use a message in the On failure box to tell users what to do if they cannot submit their form. For example, you can suggest that users save their form and contact someone for further instructions.
   • If you do not want to display a message after the user submits a form, clear the Show success and failure messages check box.