Wiley Professional InfoPath 2003
Contents
1. 2 Form template installed on this computer urn schemas microsoft com office infopath oob AbsenceRequest 1033 Figure 1 1 The InfoPath workspace The Form Area The form area is where you enter your form data When you fill out a form the form template s location is displayed at the bottom left of the form area In design mode a form appears in the same position but you can access the form controls set their properties and define other form options To switch between fill out and design modes you can either choose an option from the drop down menu at the top of the task pane click a toolbar button or choose FileFill Out a Formor Design a Form Figure 1 2 illustrates the form area in design mode 01 557130 Ch01 qxd 3 18 04 3 59 PM Page 8 a Chapter 1 Absence Request Request Date Request Time Employee Manager Name Name ID Number Telephone Number Department E mail Address Telephone Number E mail Address Absence Details Start Date End Date Type Hours Paid vacation x 0 00 Total hours requested 0 00 x Figure 1 2 The form area in design mode The Task Pane Area You can locate the task pane anywhere you like it can be moved resized docked or floated opened or closed just like other Office applications Depending on the context task panes can contain commands for switching views formatting options and inserting form co2. properties methods and events that give you programmatic control of the environment XML schemas expressions and scripting code used to validate and constrain the data that users are allowed to enter in a form Event handlers that respond to form loading changes to content view switch ing and implement custom form submission Customizable interface components including menus and toolbars with related buttons command bars and a task pane Controls that include collections optional items text lists and fields Table continued on following page 5 01 557130 Ch01 qxd 3 18 04 3 59 PM Page 6 a Chapter 1 Component Description Error handling Event handlers OM calls and form definition file entries used to handle errors Security Security levels that restrict access to the OM and system resources Data submission Predefined functions that can be used to implement custom posting and submission Business logic Scripts to implement editing behavior data validation event handlers and control of data flow The logic can also access external COM components Form integration Integration with other Office applications and SQL Server SharePoint or XML Web services Microsoft Script Editor InfoPath includes the Microsoft Script Editor IDE Integrated Development Environment creating and debugging code together with programming languages that you can use to extend your applications However while other Offi
3. 01 557130 Ch01 qxd 3 18 04 3 59 PM Page 1 cb About InfoPath In the spring and summer of 2002 Microsoft started showing pre alpha versions of what was then called XDocs to selected corporate customers Something interesting was on the way XDocs was far from finished and it wasn t certain how what is now InfoPath would be positioned or how it would fit into the rest of the Office product line Some limited XML features were already present in the existing Office applications and it was reasonable to expect enhancements in that area in the next major release It was also clear even then that InfoPath was going to be something of a departure If InfoPath joined the Office application suite it would be the only product without a considerable pre XML legacy and there was an opportunity to make a fresh start in introducing XML compati bility to part of the product line It also seemed as is still evident that InfoPath would initially be much more dependent on developer skills than anything else in Microsoft Office 2003 As time passed we learned that support for XML in the 2003 versions of Access Excel and Word would be expanded considerably from what was initially available in Office XP The missing piece was the fit for InfoPath In retrospect it seems obvious InfoPath would be a new information gathering program using XML as its native file format But why does Office need yet another XML processor With the new features in Word we c
4. a entered into controls Other fields cannot be added to it May occur more than once Lists repeating sections and repeat ing tables can be bound to repeating fields Cannot be moved or deleted Cannot be left blank 12 01 557130 Ch01 qxd 3 18 04 3 59 PM Page 13 a About InfoPath Binding Icons In design mode you can tell if a form control is correctly bound to an element or attribute in the data source Icons are displayed in the top right corner of the control if a control is not bound to a field or there is a duplicate binding If the binding is correct the icon shows only when you mouse over the control The following table shows the icons and their meanings Icon Meaning title The binding is correct title Control stores duplicate data The control may not function as expected because more than one control is bound Unbound Control cannot store data O The control will not function correctly because it is unbound Summary In this introduction to InfoPath you looked at how InfoPath fits into the new developments in XML forms processing and saw how desktop applications compare and contrast with those designed around declarative approaches like XForms You also reviewed the use of XML standards in InfoPath and some of the constraints that exist and followed an outline of the programming environment As a prelude to the overview of InfoPath architecture in Chapter 2 you dipped into some of the i
5. ammatically you are writing code using JScript or VBScript following the InfoPath Object Model As we ve mentioned already there are often two or three ways to achieve the results that you want Declarative Development Declarative development involves modifying one or more XML files including Q XML Schema that defines the structure of the form Q XSLT files that define the views on a form Q XML form definition file or manifest that specifies the overall structure of a form Why might you want to use the declarative approach Well one reason might be that you prefer it to programmatic development in certain cases but there are times when InfoPath leaves you few options Here are just some occasions when declarative programming is either recommended or necessary Coovovcoe oso Custom form merging New menus and toolbars Schema and other upgrade modifications Custom transform templates Adding processing instructions to XML data files Exporting form data to custom Excel schemas Creating custom task panes and their associated files Programmatic Development You can customize a form programmatically by writing scripting code to perform a variety of functions The main components that involve programmatic interaction are listed in the following table Component Description Object model Data validation Event handling User interface Editing controls Type library composed of collections objects
6. an cre ate custom XML documents And Access 2003 and Excel 2003 will now do a good job of capturing regular data structures in any schema we choose The answer lies in forms possibly the last arena in office systems that is pretty much untouched by XML technology Initially because of its inheritance from SGML XML was seen as an enhancement that would ben efit online document oriented applications Then XML was adopted some think hijacked by developers who wanted it as an interoperable format to oil the wheels of e commerce and there s no doubt that data oriented XML has recently been the primary driver of Internet standards Forms sit somewhere between the two poles of document and data orientation Whereas docu ments can have extremely complex information structures including features such as repeating elements and recursion regular structures like database tables and spreadsheets are simple and straightforward Office forms can combine the two features They are usually quite short but often take a semistructured form combining simple field lists with optional sections and repeating elements for example the dates and details in an expense claim 01 557130 Ch01 qxd 3 18 04 3 59 PM Page 2 F Chapter 1 XML Forms Consider first the very general example of the expense or travel claim Suppose Human Resources has given you an electronic copy of an Excel sheet that will work everything out for you You fill in the blanks and p
7. ce applications use Visual Basic for Applications VBA as their primary pro gramming language InfoPath uses two scripting languages JScript and VBScript JScript is an interpreted object based language that is the Microsoft implementation of the ECMA 262 language specification VBScript is a subset of the Microsoft Visual Basic However while you have a choice of languages you cannot mix the two languages in a single form You can set the default language for a form in the design mode interface When you open Microsoft Script Editor MSE from InfoPath in design mode the MSE code editor appears and the form s default scripting file opens in the code editing window In debug mode you can use all of the debugging features that MSE provides including using break points stepping through program statements and viewing any of the debugging windows Introducing the Design User Interface InfoPath has separate modes for the two distinct tasks of filling out and designing forms Design mode is the environment in which you create or modify a form template Before getting into the details of form architecture in the next chapter we d like you to take a quick look at the InfoPath user interface with an emphasis on the design mode features So if you haven t already done so why not start InfoPath and take a short tour with us Start by opening the form template called Absence Request that comes with InfoPath To open the form click the M
8. cially in Chapter 8 Data Source When you click the Data Source button InfoPath displays a hierarchical list of the fields to which the form controls are bound Fields store the data that you enter into controls Figure 1 7 shows part of the list from the Absence Request form You can set or view the properties of a data source field by right clicking the field in the data source list and choosing Properties from the context menu The Properties dialog box is displayed automatically if you have created a form from a schema and you drag a new control onto the form 10 01 557130 Ch01 qxd 3 18 04 3 59 PM Page 11 P About InfoPath Insert controls fabl Text Box 25 Rich Text Box S Drop Down List Box CE List Box 4 Date Picker Z Check Box Option Button Section la Optional Section E Repeating Section gl Repeating Table iG Bulleted List ai Figure 1 6 The controls list Work with the data source absenceRequest 4 date lt 4 time lt 4 purpose oy contact 5 manager oy awayContact gt business gt personal gt leaves gy leave E totalleaveThisRe gt balances 4 notes 4 E items lt tu Figure 1 7 The form data source list Figure 1 8 illustrates the properties of the XHTML notes element in the Absence Request form Note that most controls in the dialog box are disabled This is because the XML schema for the
9. ey rebelled at the thought of using a traditional XML editor If InfoPath had been available then no doubt they would have been more supportive Microsoft isn t the first let alone the only vendor to spot the opportunity for forms tools and there will be plenty of competition for this very large market segment Microsoft may have an advantage how ever because of its dominant position in the office market To put InfoPath in context we suggest you take a few moments to look at the alternatives there are to the approach that Microsoft has taken Several observers and commentators have compared InfoPath to XForms a recent W3C Draft Recommendation intended to be integrated into other markup languages such as XHTML or SVG See for example Michael Dubinko s XForms and Microsoft InfoPath at www xml com pub a 2003 10 29 infopath html Perhaps the comparison is made because there is an implied expectation that forms processing should mainly follow the Web processing model You may or may not agree that the Web is the natural home for forms but in any case a direct comparison just isn t productive As Dubinko points out that s because InfoPath is an application whereas XForms together with a number of other interface markup lan guages is an XML vocabulary It may be more helpful to look at points of similarity and difference adopted by developers of XML forms applications including XForms Common Features in XML Forms When it c
10. form predeter mines the properties such as name and data type and you can t change them unless you modify the schema itself 11 01 557130 Ch01 qxd 3 18 04 3 59 PM Page 12 F Chapter 1 Field or Group Properties r r Data validation and Script Details Type Default value _ Field element Example Sample Rich Text v Figure 1 8 The form data source list Design Mode Icons InfoPath makes extensive use of icons to give you feedback on objects in the design interface It is worth spending a few minutes reviewing them because it will help you understand the relationships between the form objects and the underlying XML document Data Source Icons A field represents an XML element or an element attribute If a field represents an element it can contain attributes fields The data source list also shows groups which can contain fields and other groups Groups typically contain controls like repeating tables and sections The table shows the three basic icons and their meanings together with the decorations that are added for repeating locked and required properties Meaning Icon Name B Group Element field Attribute field F E Repeating field a Locked field E Required field An element in the data source that can contain fields and other groups Stores the data entered into controls This field can contain attribute fields Stores the dat
11. h client systems Web based applications have their attractions and on office intranets they have become a common way to collect some kinds of information from employees They are easy to deploy and inexpensive to support But thus far they have not been good candidates for workflow processing That will soon change as XForms based tools appear Rich client applications are relatively expensive to deploy and maintain but they are often more robust and can be more readily integrated with other desktop client systems They can be operated when users are disconnected from the network and there is some evidence that users prefer them to Web based tools when they have a choice Another distinction is between declarative and scripting approaches A goal of the XForms specification was to limit the need for scripting it therefore makes use of XPath based calculation and validation and includes XML action elements that specify responses to events like setting focus or changing a data value In contrast InfoPath although it makes some use of declarative programming including XPath expressions encourages the use of script more often InfoPath Features in Outline Later in the book we ll discuss InfoPath features in greater detail but for now here s a summary of some of the key XML technologies and development approaches XML from the Ground Up InfoPath applies a range of XML technologies recommended by W3C that we noted in the Introduction T
12. his is a first for Microsoft and thus a first for you as an Office developer Additionally InfoPath makes use of XML processing instructions and namespaces There are also methods for accessing the XML doc ument using the InfoPath Object Model OM The following table outlines the use of some XML standards applied in InfoPath 01 557130 Ch01 qxd 3 18 04 3 59 PM Page 4 a Chapter 1 Name Description XML XML is the format that underlies an InfoPath form XSLT XSLT is a specification for transforming XML files It is the format of the View files that are produced when a form is designed The transform creates an XHTML document that is displayed in the user interface XML Schema XML schemas provide the underlying structure of the XML form and are the primary means of data validation XML Schema is used to define the structure of the form definition See Appendix A XHTML XHTML is the XML conformant version of HTML In InfoPath it is used to dis play formatted text in rich text controls XPath XPath expressions are used to bind controls to forms XPath is also used in data validation conditional formatting and expression controls DOM The Document Object Model is primarily used in scripts to access the contents of the form document but it can be used with any XML document in the InfoPath environment XML Signature XML signatures are used to digitally sign InfoPath forms created by Forms can contain multiple signatures So
13. me Constraints Although InfoPath supports a wide range of XML features there are some limitations or other con straints in this release that you should note InfoPath 2003 does not support the following XML Schema constructs xs any xs anyAttribute abstract and substitutionGroup attributes on elements and types XSL Formatting Objects XSL FO for the presentation of XML data XML Data Reduced XDR or Document Type Definition DTD for defining schemas Digital signing of parts of a form m m m Q Import or inclusion of arbitrary XSL files a m a XML processor versions earlier than Microsoft XML Core Services MSXML 5 0 About Form Development We ve already noted a bit of a bias on the part of Microsoft toward code to extend the functionality of forms This shouldn t be surprising because Microsoft and therefore many developers of Microsoft applications have come to XML quite recently and have come from a code based programming back ground The structures found in XSLT for example can often seem obscure and foreign As XML becomes a more prominent component in Office applications we may come to see that declarative programming approaches are increasingly common 01 557130 Ch01 qxd 3 18 04 3 59 PM Page 5 F About InfoPath When you modify InfoPath forms by setting values in design mode or by editing values in the form files with a text editor you are customizing the form declaratively When you alter a form progr
14. nteresting features of the design mode user interface Now it s time to start working 13 01 557130 Ch01 qxd 3 18 04 3 59 PM Page 14 P
15. ntrols They can also contain help text hyperlinks or clip art When you design a form you can create custom task panes that will be available to your users when they fill out your form Custom task panes consist of an HTML file and can also contain form specific content such as command buttons and data catalogs When you design a form your options include choosing between creating a new form or modifying a sample New forms can be built from scratch starting with a blank form and adding controls If you cre ate a new form from a data source you have the option to base the form on an XML schema a database or a Web service See Figure 1 3 Design Tasks The design mode task pane shown in Figure 1 4 provides several options three of which you ll review here m Layout Q Controls OY Data Source 8 01 557130 Ch01 qxd 3 18 04 3 59 PM Page 9 J a Form e 4 Design a new form C13 New from Data Source _ New Blank Form Customize a Sample Open a form in design mode UIBASICS E3 On My Computer On a SharePoint Site Fill out a form cf Fill Out a Form Get started bE Take a Tour of InfoPath Figure 1 3 The task pane in design mode Design Tasks Ta Or iy Tasks F Layout Insert areas in your form s view to control layout Eis Controls Add controls to let users enter data into the form ja Data Source Display and modify the form s data source Sl views C
16. omes down to it XML forms processors have more in common than you might think Essentially they are there to convert user input into new or modified XML data which can then be routed through a series of business process possibly on multiple platforms in different organizations 01 557130 Ch01 qxd 3 18 04 3 59 PM Page 3 F About InfoPath A central design concept is a package of files with distinct functions a template document with a structure definition from a fixed industry standard or custom XML schema an XML file to contain default data and form data in an XML file that can be routed to points in a workflow At each point the data is loaded into a form which provides a view into editing all or parts of the form This process can be repeated as many times as necessary with any number of participants Some approaches like XForms use fixed element names for controls and encourage implementers to define the purpose of the data gathering controls This makes it easier to generate the related structures automatically for example creating different interface objects for PDA and desktop browsers Others are more focused on providing a rich user interface UI However most have a wide range of display prop erties that include showing or hiding parts of forms and repeating sections where elements can be added or removed by users Points of Difference Probably the first distinction to note is between Web based XML forms and ric
17. ore Forms button on the Fill Out a Form task pane and choose the form on the Sample Forms tab of the dialog box The usual path of the form template files is C Program Files Microsoft Office OFFICE11 1033 INFFORMS 1033 01 557130 Ch01 qxd 3 18 04 3 59 PM Page 7 cb About InfoPath The workspace is divided into two main areas the form area and the task pane area The form area appears on the left side of the screen and the task pane area by default appears on the right regardless of whether you are designing a form or filling it out Figure 1 1 shows the Absence Request form with the Help task pane eaaa 2 Form1 Microsoft Office InfoPath 2003 Sjaj File Edit View Insert Format Tools Table Help Type a question for help Ae am FENE we Ae eee ew EMERE MEL M C a InfoPath Help Absence Request ELUR Request Date Request Time Assistance 01 12 2003 10 50 Search for Employee Manager ploy g QB Table of Contents Name Name ID N Oh Offi i umber Telephone Number 3 Office Online Department E mail Address Connect to Microsoft Office Online Get the latest news about Telephone Number using InfoPath Automatically update this list From the web E mail Address R vore Assistance gA Training Sh Communities Absence Details j Downloads Start Date End Date Type Paid vacation x 0 00 See also Total hours requested 0 00 Contact Us fecoeccibilit Wale x F
18. reate views to define the appearance of form data ig Publish Form Distribute the Form to other users by publishing it in a shared location Help with Design Tasks Figure 1 4 The task pane showing design tasks About InfoPath 01 557130 Ch01 qxd 3 18 04 3 59 PM Page 10 F Chapter 1 Layout InfoPath provides for several tabular layout options with four useful commonly used layouts that can be modified and one for a custom table When you insert a table layout InfoPath draws a dotted line around the table cells There are commands or task pane buttons to merge and split cells add and remove columns and rows and so on Figure 1 5 shows part of the Layout task pane Layout h A d lI l IF Layout gt Controls ta Data Source A views Insert layout tables E Table with Title 2 F One Column Table il Two Column Table dill Three Column Table T ag aa Custom Table v Figure 1 5 The Layout task pane showing table options Controls When you click the Controls button you can choose from a rich set of form controls see Figure 1 6 Any control can be dragged onto a form If you are using a blank form InfoPath gives the control a default name and creates a related form field to which the control is bound It also creates an element with that name in the form schema You ll learn more about the available controls and how to use them as you read through the book espe
19. rint it out Then you put it on your manager s desk so she can sign it Eventually it gets to Payroll where someone else enters some or all of the data again Now you perform the same task this time using InfoPath Instead of a spreadsheet you download a form template to complete It also does the necessary calculations You e mail it to your manager who approves it with a digital signature and routes the form to anyone else who needs to sign The XML data is harvested by the payroll system and the repayment gets added to your pay slip in time for the big weekend you have planned This by itself is probably a sufficient motive for any developer to learn InfoPath and implement a new staff expenses system From a less selfish perspective think of the thoroughly forms intensive business processes where data is still bound up in paper based systems If you have ever worked for an insurance company a financial services firm a hospital or a government department you ll see the huge potential in unlocking the data carried in office forms But without a doubt the most attractive feature of InfoPath is that you can hide the complexities of XML from end users Even if you understand XML it can get in the way A while ago one of us explored the idea of introducing XML capture for a large group of developers working on a complex API It would have made the creation of an HTML reference easy but while everyone saw the validity of the business case th
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