Working with form views

In InfoPath, you can create different views of your form data as needed for your workflow. These views can be based on some or all of your original form data. Additional views can be used to show different information or different information layouts to different workflow participants. For example, you can create views with:

• Read-only fields
• Different layouts
• More or fewer fields

Creating a Form View

To create a different view of your form data when creating an .SVP workflow file:

1. Open the desired form in Microsoft InfoPath.

   To use elements from your default form view (such as fields or headers), select the desired elements and on the Edit menu click Copy.

2. Click Views.
3. In the Actions area, click Add a New View.

   The Add View dialog box appears.

4. In the New View Name text box, type a name for your form view.

   For example, if you are creating a form view that is for management use only, you could name it ManagerView.

   NOTE: It is a good idea to use names that contain only alphanumeric characters and underscores. Avoid using spaces and non-alphanumeric characters.

   If you are copying elements from the default form view, place the cursor in the empty form and on the Edit menu click Paste.

5. Modify the form view as desired.
6. On the File menu, click Save.
7. Your new form view appears in the list of views.

   Repeat steps 2-8 to create as many form views as desired.

8. Save and close your form, and then republish it.

   All of the form views are copied to the Form Workflow site.

Deleting or Creating Views in a Workflow Solution (Solution Mode)

InfoPath views should be deleted or created only in Designer. If a view is created or deleted only in InfoPath, the change is not reflected in the Solution.

To create a view in Designer

1. Create a Solution for Form Workflow
2. On RightHandSide Tree view, click Formviews, and then click New.
3. Launch Infopath and Verify that a new view is created in Infopath.

Specifying a Form View in a Workflow

To specify a particular form view, the view must be specified on a task node (either an Approval or Activity node, or Notification node, if IncludeItem is enabled) in your workflow. If you do not specify a different view, the default view will be used.

To specify a different form view:

1. In Winshuttle Designer, open the workflow for which you want to specify a form view.
2. Click the Approval, Activity, or Notification nodes for which you want to specify a form view.
3. In the Form section of the Properties pane, click the FormView text box and choose a view from the drop-down list.
4. Repeat steps 2 and 3 for each node within the workflow for which you want to specify a form view.

   A Node is a single step in a workflow. For example, a node could represent a task assigned to a user, or an action, such as sending a notification or setting of a value. Think of Nodes as the 'building blocks' of a Workflow.

5. Save and publish your workflow.

Special Winshuttle Designer Form Views

Views with the following four names have special meaning in Winshuttle Designer:

• ShareVisPreProcessView — this view displays the process Originator.

  The originator is the person who initiates a workflow. Every workflow must have an Originator swimlane.

  A Process—also sometimes called a Solution—contains all the items that are necessary for a Workflow to function. This can include the Workflow itself, documents, forms, and other supporting structures and definitions.

• ShareVisResubmitView — this view displays when resubmitting a form.
• ShareVisProcessStatusView — this view displays for a person who has rights to see the form but does not have an outstanding assignment.
• ShareVisPostProcessView — this view displays after a process has finished.

  NOTE: Correct upper and lower case spelling of the view name is required.

Rules for System View Selection

The following are the rules for how the system determines which form view to use:

• For the Originator, the DesignerPreProcessView is used if it exists. If it does not exist, the default view is used.

  The originator is the person who initiates a workflow. Every workflow must have an Originator swimlane.

• For workflow Participants, the view specified in their task’s property is used. If none is specified, the default view is used.

  As it relates to Winshuttle Designer, a Workflow is a graphical representation of the flow of information (documents and/or forms) through an enterprise.

• For Originators who are resubmitting a rejected form, the DesignerResubmitView is used if it exists. Otherwise, the DesignerPreProcessView is used if it exists. Otherwise, the default view is used.
• For non-workflow Participants who have access to the form while the process is running, the DesignerProcessStatusView is used if it exists. Otherwise, the default view is used.
• For anyone who has access to the form after the process is complete, the DesignerPostProcessView is used if it exists. Otherwise, the default view is used.

In all of the above rules, further view discrimination can be driven by SharePoint groups in which a user resides. If a view name includes the name of a SharePoint group, in which the user is a member, that view will be used. For example, if a user is in the Managers group and there is a view named DesignerPreProcessView-Managers, then that view will be used. For those users not in the Managers group, the DesignerPreProcessView will be used.