Creating Form Libraries

Form libraries function similarly to document libraries, but they store specific types of documents- forms-and have enhanced integration with Microsoft Office InfoPath, such as allowing you to create form libraries from Office InfoPath. Chapter 14, “Using Windows SharePoint Services with InfoPath 2007,” discusses in detail how Windows SharePoint Services and InfoPath work together.

Forms are a more structured type of information. They contain a set of fields that are filled out in a uniform manner. Form libraries are excellent repositories for structured documents, such as Purchase Orders or Vacation Requests. To obtain the full benefit of form libraries, you must use InfoPath for designing and filling out forms.

The following exercise walks you through creating a new form library by using Windows SharePoint Services. In this exercise, you will open the SharePoint site and create a new form library called Purchase Orders. You will then associate a Purchase Order form template with that library so that, when someone fills out the form, they are presented with the standard Purchase Order form.

Note that this is a long series of steps to perform, so please keep in mind that you will be accomplishing the following tasks.

• Creating a new form library

• Associating a new form with the form library

• Setting this form as the primary form that is invoked when the New Form command is invoked

OPEN the SharePoint site in which you’d like to create a form library. If prompted, type your user name and password, and then click OK.

BE SURE TO have Microsoft Office InfoPath 2007 installed.

BE SURE TO verify that you have sufficient rights to create a form library. If in doubt, see the Appendix on page 435.

1. From the Site Actions menu, click Create. The Create Page page appears.

2. In the Libraries column, click Form Library. The New Form Library page appears.

3. In the Name box, type Purchase Orders.

4. In the Description box, type Contains purchase orders.

You have entered all of the necessary information to create a form library.

5. Click Create.

The form library is created, and you are taken to the new Purchase Orders form library. At this point, if you click New Document you will be presented with a blank form. You still need to associate a necessary form template with the newly created library. To associate a form template with a form library, it is necessary to create a new content type as the default selection when the New button is created.

6. From the Site Actions menu, click Site Settings.

7. Under Galleries, click the Site Content Types link. The Site Content Types Gallery appears.

8. Click Create.

9. In the Name input box, type Purchase Orders.

10. On the Select Parent Content Type From: drop-down list, click Document Content Types.

11. On the Parent Content Type: drop-down list, click Form. Leave the rest of the page at the default settings.

12. Click OK. The Site Content Types: Purchase Orders page appears.

13. Click the Advanced Settings link.

14. Select the Upload a New Document Template option.

15. Navigate to C:\Program Files\Microsoft Office\Office12\INFFORMS\1033 folder and select purchord.xsn template file. Note: Number 1033 in the path is a Locale ID (LCID) for English language. In this case, LCID is used as a folder name. If your Office installation is for language other than English , then the numbered folder name will be a LCID for the language used. For example, LCID for French is 1036, and LCID for Russian is 1049.

16. Click Open.

17. Click OK. You are taken to the Site Content Type: Purchase Orders page.

18. On the breadcrumb, click the Team Site link.

19. In the Quick Launch , click the Purchase Orders form library link.

20. From the Settings link, click Form Library Settings. The Customize Purchase Orders page will appear.

21. Click the Advanced Settings link. The Form Library Advanced Settings: Purchase Order page appears.

22. In the Content Types area, under Allow Management of Content Types?, select the Yes option.

23. Leave the rest of the page at the default settings, and then click OK.

24. On the Customize Purchase Orders page, scroll down until you see the Content Types area. One content type, called Form, is associated with this form library.

25. Click the Add From Existing Content Types link. The Add Content Types: Purchase Order page appears.

26. From the Available Site Content Types list, click the Purchase Order content type.

27. Click the Add button, and then click OK.

28. Click the Change New Button Order and Default Content Type link.

29. On the Position from Top drop-down list, ensure that the Purchase Order content type is assigned the number one (1) and click OK.

30. On the breadcrumb, click the Purchase Orders link and then click the New button.

This action invokes Office InfoPath 2007 (if it is installed on your computer), and the default Purchase Order form appears.

CLOSE the browser and InfoPath 2007.