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Infopath filled out form update

Posted on 2012-04-03
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Last Modified: 2012-04-03
I have an InfoPath form and it is used by a SharePoint library. When the user fill out the form they submit it to the library. When the form needs to be updated i need a way to just update the existing form instead of creating a new one. I have a submit button and a save button but i think i need a 'Save As' button. this is for a time tracking list so people earn hours and enter them. Then a manager goes into the form and deducts time. but its the saving it back that i the issue.

Help Please
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Question by:Netadmin2
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4 Comments
 
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Expert Comment

by:clayfox
ID: 37802825
Normal Best practice would be:
They would find the submitted form they want to update.
They would open it.
They would make the changes.
If they submit again it may overwrite the previous, if you want this you can enable overwrite for the library.
If not then you would need logic on your submit data connection that changes the file name to be submitted (saved) which is your "Save As"

A lot depends on how you are naming the forms.  If there is a dynamic element, such as a date or time stamp. Then the next time it is saved it should recalculate.

Typically I would create an incremental that would maybe put a 2 or something behind it. I would add a field to the form that defaults to 0.  Add another action to submit that increments this field, before the submit.  Also you a formula to create the file name.  Concat this field on the end and you would have an incrementing count.  Just an idea.
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Author Comment

by:Netadmin2
ID: 37803166
The submit for the form does an auto name from in Infopath. Concat(username()," - ",now()). And i couldn't make a save button that would pull in the original name created when originally submitted. When the user goes to edit they click the name and it opens the form. Then they change and i need it to save as the same form not create a new one.
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LVL 28

Accepted Solution

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clayfox earned 500 total points
ID: 37803239
ok, so here is what you do.

Create a field called createdate

when a form is opened new set the createdate to now.  you could add a rule on open that is createdate is blank set to now().  If it already has a vaule that will be skipped (existing form)  

go into the submit data conneciton for the library. and replace the now() with the createdate field.  This way it is not set each time but references the createdate field which will be set once.

This way you wil keep the same form name.  Make sure in the library properties to allow overwrite.
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Author Closing Comment

by:Netadmin2
ID: 37803521
Thank you very much. This is great, just like i was hoping it would do.
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