Customising Sharepoint 2010 Alerts - Infopath Form Services

LWBIT
LWBIT used Ask the Experts™
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Hi All,
I am going to be moving over to sharepoint 2010 in a few weeks with infopath form services.
I have all my infopath forms already in place however I was hoping with Form Services I could edit the way Sharepoint emails me about new additions.
I was hoping the email would show the form in HTML and not just a link to the form, this way it can tie in a lot nicer with our Help Desk software.

Any easy way to do this, without too much coding as that is out of my area of expertise.
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Clay FoxDirector of Business Integration

Commented:
In the default data connections setup, email submit gives you that choice.  I did not think that you lost that option with a browser based form but i have not verified that.

The other way to do it is to subscribe to the library with alerts and get an email when a from is inserted  or updated if you are submitting to a library.

Author

Commented:
Hi Clay,
 I am submitting the form to a library and I am getting alerts currently which are the standard ones from sharepoint, so all they reall contain is a URL link. I was hoping to get more information in the email with form services like an HTML version of the form or something.

So i need it to go to Sharepoint but also send a useful email to our technicians with more information in the email other than just a weblink to the sharepoint site.

Any ideas?
Director of Business Integration
Commented:
Try adding a submit dataconnection which is email. then on the second screen select send only the active view of the form rather than as an attachment.

I have actually had my submit button switch the view before submitting to email so i could have a specially formatted view for the html email. This would be instead of the alert.

Another way is to use a concat function and add important data to the subject line or intro.
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Author

Commented:
I just tried that, looks like that would work well, however, it prompts the user with a confirmation message, see attached,
Any way to get rid of that message?
Less user input the better :)
Untitled-1.jpg

Author

Commented:
Another way I thought might work would be to create a workflow with Sharepoint Designer 2010, but can't figure out how to add the infopath fields into the conditions/actions, then have a worflow that says, when new document added, send email with x x x information
Clay FoxDirector of Business Integration

Commented:
I agree.

The only way is to have the form browser based so it is sent server side.

Or to use code to use snmp and bypass Outlook.

It is an Outlook requirement so that the user does not send mail without consent.
Clay FoxDirector of Business Integration

Commented:
Yes we have a workflow on a ticket list.

So we have a custom InfoPath form in SP2010 and then it sends a custom email with a link to the form and Information in the subject line.

So it is possible.  The hardpart was getting the hyperlink back to the original form.

Author

Commented:
Why can't it be simple.... :(

I will try making the form browser based see if that helps.

Will let you know how I go...

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