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How can I include a repeating table in a SharePoint Designer 2007 e-mail notification?

Posted on 2011-03-23
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Last Modified: 2012-05-11
We are using SharePoint Designer 2007 to create workflows for a Windows SharePoint Services 3.0 form library. Our InfoPath forms are 2003-compatible. In a workflow, we would like to create an e-mail notification that includes form fields which are from a repeating table, but something is getting lost in the translation. In the e-mail, there are no line breaks between rows. We end up with a single row containing all the values for all of the fields in the repeating table. How can we force line breaks so that the repeating table resembles the one in the InfoPath form?
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Question by:PJBluske
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Clay Fox earned 2000 total points
ID: 35201285
SharePoint does not support repeating elements, that is your issue.
Their hack is to make a delimited list of them but does not work very well.

Your best bet is to include a link to the form or attach the form.

Another option is to do the workflow within InfoPath, then you can email it as an attachment or convert a view to the email body.
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by:PJBluske
ID: 35206585
This is a case where linking to the form or sending it as an attachment isn't practical. Being able to include the repeating table in a notification e-mail would mean fewer people accessing the actual form and therefore increased availability to those who need to modify it. I have seen references elsewhere suggesting that it is possible. At this point, I would even be interested in hearing more about the above-mentioned delimited list "hack."
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by:Clay Fox
ID: 35206765
Yah I totally understand.

If you generate the email from InfoPath, you have more options since the data is still in a repeating state.  You could have a custom email smtp and do whatever you wanted.

You could store the data in a database, which I would recommend anyway, since then you can do all sorts of reporting and aggregates and all of the repeating elements are preserved.

If you have to work with data in SharePoint then what you see is as good as you get or you have to create another list to store the repeating elements and try to link to them manually.

One have is to create your own additional field, and then in InfoPath manage is and concatenate the data into the way you might want to see it, with your own seperators.  Or if there is a finite amount or elements, allocate 10 fields and populate each one with a value from the first 10, etc.

You have just run into a design / architecture limitation with using SharePoint as the data repository.

you may be interested in the Database Accelerator tools www.qdabra.com has to offer.
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