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I need to fill a field in Infopath with records-specific data

I posted a question yesterday asking how to write data from a Sharepoint list into an Infopath form.  The help I received was spot-on and I am most grateful.  Unfortunately, I didn't think far enough ahead when I asked.  Here is what I am trying to do.  I have two fields (amongst several others) on an Infopath form:  Supervisor Status and Corporate Status.  This form is an accident report that requires two-stage approval.  I want to open my new form from Sharepoint and have these two fields be blank.  Workflow requests supervisor approval.  Supervisor responds with Accept or Reject.  If I open the Infopath form up at this stage, the status should be reflected in the corresponding field.  Repeat for Corporate Approval.  Workflow completes.

Basically, I want the form to be able to be opened at any stage and have it show current and correct status.  So far, I can't make this happen.  With yesterday's help, I get data on the form but it doesn't seem to be specific to the document.  Any ideas?
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MFS001
Asked:
MFS001
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2 Solutions
 
Robbie_LeggettCommented:
You should create a custom workflow in SharePoint Designer which emails a link to the form to the corresponding supervisors. Once they click the link and enter the form they should be able to select a check box to approve the form. Once both supervisors have done this you should then have the workflow email the correct person/department stating the form is approved.
 
You can use the AD webservice at:
http://(yoursiteurl)/_vti_bin/userprofileservice.asmx
to make sure only the people who should be checking the boxes are doing so.
 
:-)
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MFS001Author Commented:
Is there just no way to to have the Infopath pull the info from the task list in Sharepoint?
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Robbie_LeggettCommented:
If you configure the task list as a datasource in the form, then yes. But you will need to identify the task in the list that the form needs to reference. This could be done with a drop down box.
 
:-)
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MFS001Author Commented:
I'm not sure how to do it with a drop down, Robbie.  Do you have the time to give some specific instructions on it?
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ramuar1981Commented:
Well, you could use Forms-based workflow. Add a status field to the form that gets set on assignment. Use e-mail rules and submit for assignment. Add user roles, and open rules that switch to a read-only view if opened by somoene that is not currently assigned. All pretty straightforward, but don't expect SharePoint workflow to be easily customizable via InfoPath. For that you'll have to use SharePoint Designer and ultimately Visual Studio.

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Robbie_LeggettCommented:
You need to create a data source in the form referencing the SharePoint list in question.
 
Then add a dropdown to the form and in the properties of the dropdown, select "Lookup values in the forms datasource". Add the newly created datasource to the control and use an easily identifiable field (such as the name field) as the value of the dropdown.
 
You can the use a filter and rules to populate the other controls in the form.
 
More information can be found here:
http://office.microsoft.com/en-gb/infopath/HP100931601033.aspx
 
:-)
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