InfoPath Forms – Migrating from Site Content to Administrator Approved Forms

Requirement

You already have a few InfoPath 2010 forms published as Site Content types and now there is a requirement to make them administrator-approved form templates.

Solution

Publish your form template (.xsn file) as an administrator-approved template

  • Under InfoPath 2010, click on File -> Publish -> SharePoint Server
  • Follow the instructions in the wizard and ensure that you select ‘Administrator-approved form template (advanced).
  • Under specify a location for the form template, I like to publish to desktop first, then upload it to the SharePoint using Central Administration.
Upload your form template
  • Under Central Administration -> General Application Settings -> Manage form templates -> Upload form template
  • Select the form template you saved onto your desktop, make sure you select the one published to your desktop.
  • Under Upgrade, leave the default settings.
  • Click on Upload.

Activate your form template to your site collection

  • Under Central Administration -> General Application Settings -> Manage form templates -> Select form template.
  • Click Activate to a site collection
  • Select your site collection and click OK.
Check the newly created Site Content Type
  • When the form is activated to a site collection, a new content type will be created under the site collection level.

Under Content types, check that all promoted properties have the same internal name.

  • If you have any promoted properties, both content types (old and new) should share the same site columns.
  • You can verify this by checking the internalname field of the column, use a program like SharePoint Manager to do this.
  • SharePoint manager is a free download from Codeplex.

Change the default content type of all new documents

  • Once you have verified that both old and new content types use the same site columns, go to the document library where your forms reside and add the new content type.
  • The form library should now have both old and new content types.
  • Columns in the library should not duplicate as both old and new content types use the same columns.
  • To verify this,  the ‘Used In’ column under ‘Columns’ should display something like ‘Old Content Type, New Content Type’.
  • Now select, ‘Change new button order and default content type’.
  • Select your new content type as the default content type.
Test your new content type
  • Before you go any further, it is important to test both old and new content types.
  • Try submitting a new form using the new content type, check the form and any associated workflows for errors.
  • Now, change one of the old forms to the new content type.
  • Check this form for errors too.
  • Once you have verified that there are no problems, it is time to update all existing forms to the new content type.

Use a script to change the content type of all existing documents.

Remove the old content type from the forms library.

  • Once all items are using the new content type, you can remove the old content type.
  • Form Library Settings -> Select old content type -> Delete this content type.

Test your form and any associated workflows.

  • Do some further testing to ensure that all is ok.

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