Planning the creation of a new hire InfoPath Form:

1. Make sure you understand the process that will need to be implemented
2. Identify if any SharePoint Lists are to be used as Data Sources (To retrieve a list of Departments)
3. Plan for fields to be promoted when the form is submitted to SharePoint.  Keep in mind some fields may carry sensitive data.
4. Plan for the Library to be used to:

• Publish the Form to
• To submit the new hire information

Now, one of the challenges presented was how to hide sensitive information that has been entered by HR.  The field in mind was Salary to be hidden from
the items available for IT to review.

Create a Form that perhaps has the following views available:

The rest of the process is as follows:

1. Identify User Roles to use.  It will be needed to make sure the appropriate Form View is open to the right role.

By going to Tools > User Roles

then from Manage Roles, click on Add…

on the Add User Role dialog, give the Role a name, and select how to assign users or groups to the role

2. Next, we need to configure the Form Options.  We need to go Tools > Form Options.

then, in the Form Options dialog box, in the Open and Save category, select Rules from half way in the dialog box.

Once we have clicked on rules, a new dialog box comes up, click Add…

We need to give the rule a name, and click Set condition …

then select User’s current role  from the first dropdown, then is equal to and last select the role created in the previous section, then click OK.

Back at the Rule Creation dialog, now select Add Action…  from the Action dropdown, select Switch Views, then from the View:  dropdown select the IT view.

In the next couple of days I will be posting part 2 in the form of a video, to go over the steps listed here and also to see the actual test of roles take place.

So … keep tuned!