Wednesday, October 12, 2011

InfoPath 2010 migration with user profile and sharepoint user group services

As we know one of the exciting features in InfoPath 2010 is the ability to extend or enhance the forms used by SharePoint lists for creating, editing, or showing list items. Today, you can modify list forms layouts, set validation rules, or create additional views using little or no code. When you are finished modifying the list forms, reflecting your changes back to SharePoint is just a matter of using the one-click publishing capability that comes out of the box with the list form.
In this post, I will show how to use Infopath data connection to build rules for hiding/disabling fields based on the SharePoint group membership of current user. In my case, I would like to fill First Name, Last Name, E-Mail Address and Employee Status based on PID (Employee ID) from user profile and Hide the Save and Cancel buttons as shown below for any users who are not members of  SharePoint group “Site Owners”.

Here are my steps to achieve the goal:
1.       The first very step obviously is clicking the Customize Form on the ribbon to edit the form in InfoPath Designer.
2.       Adding two SOAP Web Services data connections to the forms, there are a lot of articles about this topic, so I wouldn’t go into any detail such as this one.
§  GetUserProfileByName in http://<server-name>/_vti_bin/UserProfileService.asmx. Check ‘Automatically retrieve data checkbox when the form opened’. So, the first action that you will create is a query for that connection. If you do not pass a parameter to the User Profile Service, the profile information that is returned is for the current user, which is the outcome that you want for a new request.
§  GetGroupCollectionFromUser in http://server-name/_vti_bin/UserGroup.asmx (put a sample value, of an existing account such as domain\account_name). Clear ‘automatically retrieve data when the form opened’ checkbox.
3.       Now the problem is that the generated data connection doesn’t display the returned fields. As shown in the picture, the dataFields children elements only contain userLoginName which is not correct.
4.        I found an approach from Sumit’s SharePoint blog, he explains how to correct the xsd in ‘Correcting the xsd for the Return Fields’ section in his post.
5.       Save the form as source files as we are going to modify the xml schema of the GetGroupCollectionFromUser data connection. To save the form as sources, go to Files -> Publish as shown below and then click Export Source Files on the next window. The exported files would look like the below screenshot.
6.       It consists of infopath definition file (manifest.xsf), xml schemas of all data connections (.xsd files), some xml files that contain sample data of the data connections and an xsl file (view.xsl) used for form rendering. In our case, we only focus on GetGroupCollectionFormUser.xsd (the xml schema for GetGroupCollectionFromUser data connection).
7.       Modify the GetGroupCollectionFromUser1.xsd, and make sure to close the InfoPath Designer before editing. To summarize his approach basically, we need to add this below type definition

<s:complexType name="GetGroupCollectionFromUserType">
      <s:element minOccurs="0" maxOccurs="1" name="userLoginName" type="s:string"/>
      <s:element minOccurs="0" maxOccurs="1" name="Groups">
            <s:element maxOccurs="unbounded" name="Group" >
                <s:attribute name="ID" type="s:unsignedShort"></s:attribute>
                <s:attribute name="Name" type="s:string"></s:attribute>
                <s:attribute name="Description" type="s:string"></s:attribute>
                <s:attribute name="OwnerID" type="s:unsignedByte"></s:attribute>
                <s:attribute name="OwnerIsUser" type="s:string"></s:attribute>

8.       below this line (at the 2nd line of the file)
<s:import namespace=""></s:import>
9.       Then find this below:
<s:element name="GetGroupCollectionFromUser">
  <s:element minOccurs="0" maxOccurs="1" name="userLoginName" type="s:string">

10.   Replace it with this:
<s:element name="GetGroupCollectionFromUser" type="tns:GetGroupCollectionFromUserType">

11.   Save GetGroupCollectionFromUser1.xsd and open manifest.xsf in design mode. You can see ID, Name, Description, OwnerID and OwnerIsUser fields under Group as displayed in the picture.

12.   Now my connections are configured. Next step is to create a rule to invoke GetUserProfileByName web service to fill details from user profile and invoke GetGroupCollectionFromUser web services method to hide buttons.
13.   As the method is not invoked when the form is opened, we need to invoke the method after the GetUserProfileByName invocation is finished. To do this, Choose GetUserProfileByName data connection and apply rules on the Get User Details button.
14.   Set rule type is Action. The rule actions are:
                               I.            Set field’s value : AccountName from the GetUserProfileByName to PID
                              II.           Query GetUserProfileByName data connection to get user details for given PID
                           III.            Set FirstName field form user profile. This blog shows how to set the property value.

                             IV.            Using step III. you can fill Last Name, Email and Employee Status fields.
                               V.            Now the next step is to query GetGroupCollectionFromUser to get SharePoint user group for this user.
                            VI.            Set field’s value: the userLoginName of the GetGroupCollectionFromUser’s queryFields to the Property     value AccountName from the GetUserProfileByName.  

             VII.     Query for data: GetGroupCollectionFromUser.
            VIII.      Create a formatting rule for the field (in my case approval field) that we want to disable/hide if current user is not member of a SharePoint Group. Put a condition as below, where The “Site Owners” is the SharePoint Group Name.

    And finally when you publish the form, it would look like the below screen-shot:
Once you click, “Get User Details”, you will get the below screen which contains “Submit” button for users who are members of “Site Owners”.
NOTE: “Submit” button will not be seen below “Child Details” section for users who are not members of “Site Owners”.