Publish a form template to a server running Microsoft Windows SharePoint Services

You can publish your form template to a new document library (document library: A folder where a collection of files is stored and the files often use the same template. Each file in a library is associated with user-defined information that is displayed in the content listing for that library.) or publish it as a new site content type for a server that is running Windows SharePoint Services 3.0.

In this article


Overview

When you publish a form template to a document library, every form that is created in that document library will be based on that form template. Publishing a form template to a document library lets you quickly deploy a single-use form, such as an informal survey to capture restaurant preferences for a team lunch.

If you publish a form template to a server that is running Windows SharePoint Services 3.0, you can also do the following:

Publish a form template as a site content type     When you publish a form template as a site content type, you enable users to assign multiple form templates to a single document library or to assign the form template to multiple libraries across a site collection. A site collection is a set of Web sites on a virtual server that have the same owner and share the administration settings. Each site collection contains a top-level Web site and can contain one or more subsites. There can be multiple site collections on each virtual server. Use a site content type when you want to widely reuse information or to enable the collection of data from many forms in a single place.

Enable users to edit fields by using a datasheet view    You can allow your users to add or edit data for a field by using a datasheet view or by editing the properties for a form in the document library. This enables users to add or update data for one or more forms without actually opening the forms.

 Note   Datasheet views are enabled in the Web browser only for users who have Microsoft Office Access 2007 installed.

 Note   Support for libraries and site content types varies, depending on whether your server is running Microsoft Windows SharePoint Services 2.0 or Windows SharePoint Services 3.0. Therefore, you should ask the server administrator if you are not sure which version of Windows SharePoint Services is running on the server.

If you are publishing a browser-compatible form template (browser-compatible form template: A form template that is designed in InfoPath by using a specific compatibility mode. A browser-compatible form template can be browser-enabled when it is published to a server running InfoPath Forms Services.), use the Design Checker to identify any compatibility issues in your form template before you publish it to a new document library. The Design Checker ensures that your form template will work on a server that is running InfoPath Forms Services. If the Design Checker identifies any errors in your form template, you need to fix them before you can publish your form template to a server that is running InfoPath Forms Services.

When you are ready to publish your form template to a new document library, you use the Publishing Wizard to create the document library, to modify the form template for use in the new document library, and then to save the form template on the server as the default template for that document library. To publish the form template as a site content type, you can use the Publishing Wizard to modify the form template for use as a site content type and then save the form template as a site content type.

Publishing a form template is not the same as saving a form template. When you publish a form template, the Publishing Wizard adds the publish location and processing instructions to the form template so that users can open forms that are based on this form template. When you save a form template, you are saving a copy of the form template, just as you do when you save a file to your computer. You should always use the Publishing Wizard when you want to make your form template available for your users to fill out.

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Before you begin

Before you publish your form template to a server that is running Windows SharePoint Services 3.0, verify the following with your server administrator:

  • That you have the necessary rights to create a new document library or to publish a new site content type on the server.
  • That your users have the necessary rights to use the document library on the server.

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Publish a form template to a new document library

  1. If you are publishing a browser-compatible form template, run the Design Checker and fix any compatibility issues that it identifies.

ShowHow?

  • On the Tools menu, click Design Checker.
  • Fix any errors that are listed in the Design Checker task pane, and then click Refresh to determine whether the errors still exist.
  1. On the File menu, click Publish.
  1. In the Publishing Wizard, click To a SharePoint server with or without InfoPath Forms Services, and then click Next.
  2. On the next page of the wizard, in the Enter the location of your SharePoint or InfoPath Forms Services site box, type the location of the SharePoint site, and then click Next.
  3. On the next page of the wizard, click Document Library, and then click Next.
  4. On the next page of the wizard, click Create a new document library, and then click Next.
  5. On the next page of the wizard, type a name and description for the new document library, and then click Next.
  6. Choose the fields in the form template that you want to appear as columns in the default view of the document library.

ShowHow?

  • Click Add.
  • Select the field that you want to add as a column in the document library, and then do one of the following:
    • Type a name for the column in the Column name box.
    • Select the site column in the Site column group list, select a name in the Column name list, and then click OK.

 Note   If you selected a repeating field to display data in the document library, you can define how you want to display the field in the document library by clicking a value in the Function list. You can choose whether to display the first value in the field, the last value in the field, or a count of all of the occurrences of the field, or whether to merge all of the values together.

  • Click OK.

Find links to more information about displaying data in columns in a document library in the See also section.

  1. Click Next.
  2. On the next page of the wizard, verify that the information shown is correct, and then click Publish.

If the form template is published, you receive a confirmation on the last page of the wizard.

  1. Do one of the following:
  • To open the document library and test the process for filling out a form based on this form template, select the Open this document library check box, and then click Close. The document library will open in a Web browser. When you click New on the list toolbar, a form based on this form template will open in InfoPath.

 Tip   If you want to let your users know that the form template is available to fill out, send them an e-mail message with a link to the document library where you published the form template.

  • To send an e-mail message with the form and form template to your users, select the Send the form to e-mail recipients check box, and then click Close.

An e-mail message with the form in the message body will open for you to fill out and send to your users. If your users have Microsoft Office Outlook 2007, they can fill out the form when they open the e-mail message. Users with earlier versions of Outlook or other e-mail applications will receive an e-mail message with the form and the form template attached. Users can open the form template attachment to install the form template on their computer. Then the users can open the form attachment and fill out the form in InfoPath.

 Tip   In the Introduction box in the e-mail message, type a reminder to your users to open only attachments to e-mail messages from a trusted sender.

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Publish a form template as a new site content type

  1. If you are publishing a browser-compatible form template, run the Design Checker, and fix any compatibility issues that it identifies.

ShowHow?

  • On the Tools menu, click Design Checker.
  • Fix any errors that are listed in the Design Checker task pane, and then click Refresh to determine whether the errors still exist.
  1. On the File menu, click Publish.
  1. In the Publishing Wizard, click To a SharePoint server with or without InfoPath Forms Services, and then click Next.
  1. On the next page of the wizard, in the Enter the location of your SharePoint or InfoPath Forms Services site box, type the location of the SharePoint site where you want to publish your form template, and then click Next.
  1. On the next page of the wizard, click Site Content Type (Advanced), and then click Next.
  2. On the next page of the wizard, click Create a new content type. In the Base the content type on list, click Form and then click Next.
  3. On the next page of the wizard, type a name and description for this new content type, and then click Next.
  4. On the next page of the wizard, in the Specify a location and file name for the form template box, type the location of the SharePoint site, and then click Browse.
  5. Browse to the location on the server where you want to publish the form template as a site content type. In the File name box, type the name of the form template, and then click Save.
  6. Click Next.
  7. Choose the fields in the form template that you want to appear as columns in the default view of the document library.

ShowHow?

  • Click Add.
  • Select the field that you want to add as a column in the document library, and then do one of the following:
    • Type a name for the column in the Column name box.
    • Select the site column in the Site column group list, select a name in the Column name list, and then click OK.

 Note   If you selected a repeating field to display data in the document library, you can define how you want to display the field in the document library by clicking a value in the Function list. You can choose whether to display the first value in the field, the last value in the field, or a count of all of the occurrences of the field, or whether to merge all of the values together.

  • Click OK.

Find links to more information about displaying data in columns in a document library in the See also section.

  1. Click Next.
  2. On the next page of the wizard, verify that the information shown is correct, and then click Publish.
  3. Verify that your form template is a content type on the SharePoint site.

ShowHow?

  • Open the SharePoint site in a Web browser.
  • On the Site Actions menu in the upper-right corner of the site, click Site Settings.
  • In Site Settings, under Galleries, click Site content types.

Your form template should be listed under InfoPath Content Types in the Site Content Type Gallery.

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Applies to:
InfoPath 2007