SharePoint List Forms Extensions Feature

Wipe out SharePoint List forms limitations, Real Dynamic Forms – for Everyone!

KWizCom Corporation

• Founded in 2005

• Headquartered in Toronto

• Global vendor of SharePoint Add-Ons

• 5000+ customers worldwide

Over 40 different add-ons, solving various

SharePoint challenges!http://www.kwizcom.com/sharepoint-add-ons/

Forms in SharePoint 2010/2013

What are my options

Implementing forms in SharePoint

SharePoint List forms Immediate & simple Works in all SharePoint editions LIMITED

Power-user tool

End-user tool

Forms Server & InfoPath Advanced, dynamic forms Requires SharePoint Enterprise license Requires technical InfoPath skills

Immediate & easy implementation

Support for various field types

Fully integrated with workflow, alerts and

search

SharePoint List Forms – the fastest option!

What’s missing?

Form = “A Bunch of fields”

There’s no context Always same actions

(menus)

What’s missing in SharePoint forms?

Field-level permissions View-level permissions Dynamic field constraints Dynamic default values Field-grouping (Tabs) Dynamic Custom Menus Cascaded fields Repeating rows fields

SharePoint List Forms Extensions

Turn your SharePoint list forms into

Smart, Context-Sensitive Forms

SharePoint List Forms Extensions

Get all advanced form featuresEnd-user tool, no technical skills requiredNo need for expensive SharePoint Enterprise

license!Implement dynamic forms Faster!

Product Features

Let’s show you the features by implementing an IT Helpdesk solution,

step-by-step

CustomerHelpdesk engineer

DemoStatic Field permissions:Allowing different users access different fields

Customer

HelpdeskEngineer

This is the Support Request

form

Some fields should be visible

to customers

Other fields should be visible to

Helpdesk engineers

Hide marked fields from everyone

1

Show these fields only to Helpdesk engineers

2

HelpdeskEngineer

Let’s configure List Forms Extensions to hide these fields

1

1

2

1

Select fields that you wish to

show/hide/disable

2

Select permission type

3

Type users/groups for which this permission

rule should apply

4

Select the list forms where you want to

apply the field permission rule

5

Click to add static permission rules

In run-time, these rules are processed

one by one according to their order.

Let’s save the settings and see which fields users see now when creating a new Support Request.

Customer

In New/Edit forms users see only these fields, as configured

In View form users see all fields, as

configured

Customer

HelpdeskEngineer

Now let’s make these fields visible to

Helpdesk engineers

1

Select fields that you wish to show

2

Select “Show” permission type

3 Type users/groups for which this permission

rule should apply

Click to add static permission rules

4

New rules added, showing the selected

fields to Helpdesk engineers.

5

Customer

Customers still see only part of the

fields, as configured

HelpdeskEngineer

While Helpdesk engineers see all

fields, as configured.

DemoDynamic field permissions:Dynamically hiding/disabling fields according to logical criteria

Customer

Selecting a category should show and hide

the relevant fields

Customer

When selecting “Hardware”

Customer

When selecting “Software”

Let’s configure List Forms Extensions to dynamically show these fields

1

1

2

Hide the “Hardware type” field,

and add rule1

2

3

Show the “Hardware type” field

if Category=“Hardware”1

2

3

4

These 2 rules make the “Hardware type” become

visible only when Category field equals “Hardware”

These 2 rules make the “Hardware type” become

visible only when Category field equals “Hardware”

Let’s click “OK” to save settings

Customer

Customer

Customer

Customer

HelpdeskEngineer

These 2 fields should be displayed only when Issue

status field equals “Closed”

Let’s configure List Forms Extensions to dynamically show these fields

1

1

2

These 2 dynamic rules display the Issue closing date and Resolution fields only if Issue status equals “Closed”

Let’s click “OK” to save settings

HelpdeskEngineer

HelpdeskEngineer

Let’s close this Support Request..

HelpdeskEngineer

Relevant fields appear when Issue status is “Closed”

DemoDynamic default values:

1. Different default values for different people2. Automatically update document Title to be

equal to the file’s name

DemoDifferent default values for different people

Customer

For a customer, “Employee” field’s default value should be equal to

[Me](Although it’s invisible)

HelpdeskEngineer

For Helpdesk engineers,The “Employee” field’s default

value should be empty

Let’s configure the “Employee” field’s default value to be equal to [Me] only for customers.

1

2

We have configured 2 Default value rules

1st rule: set the default value to [Me] for

everyone

Customer

2nd rule: set the “Employee” field’s default value to be empty only for

Helpdesk engineers

HelpdeskEngineer

DemoAutomatically update a document’s Title

(This has nothing to do with our Helpdesk example, but still it’s an annoying issue…)

Click the “Library” ribbon

Then click the “List Extensions Settings”

menu

Select the field for which you want to

setup a default value

Define your dynamic default value

And click to add this rule

Rule added

Click “OK” to save the settings

Let’s add now a new document

DemoField Constraints:1. Dynamic: Conditionally-mandatory fields2. Custom: Validate custom pattern using

regular expressions

DemoField Constraints:Dynamic: Conditionally-mandatory fields

HelpdeskEngineer

These 2 fields should be mandatory only when Issue status field equals “Closed”

Let’s configure the Resolution and Issue closing date fields to be mandatory only if Issue status equals “Closed”.

1

2

1

Select the field that you wish to validate

3

Define conditions (when to validate the

field’s value)

4

Click to add this field validation rule

2

Define the validation rule

We’ve configured 3 field validation rules

Issue closing date mandatory and not in

the future

Resolution mandatory

Helpdesk engineer edits a Support Request item

HelpdeskEngineer

Change Issue status to “Closed”

HelpdeskEngineer

Try to save without updating Resolution

and Issue closing date fields

HelpdeskEngineer

HelpdeskEngineer

Validation errors, as configured

DemoField Grouping:Lets divide a long form to multiple tabs, each visible to relevant audience

1

2

1

Create field groups

2

Decide which fields appear in each

groups

3

Define who can see this field-group

4

Configure group layout settings

Customer

This is the group (tab) used to create

support requests

And this one is for Helpdesk engineers to

update case resolution details.

Helpdesk engineer

CustomerCustomer sees only one tab, because he has no

permissions to see any of the fields in the other tab.

HelpdeskEngineer

Helpdesk engineer sees the 2 tabs

HelpdeskEngineer

Summary – List Forms Extensions Field-level permissions View-level permissions Dynamic field constraints Dynamic default values Field-grouping (Tabs)

List Forms Extensions

Form

s Bu

ndle

KWizCom’s Forms Bundle

List Custom Actions

Cascading Lookup Plus

Field-level permissions View-level permissions Dynamic field constraints Dynamic default values Field-grouping (Tabs) Dynamic Custom Menus Cascaded fields Repeating rows field Repeating Rows Field

List Forms Extensions

96

SharePoint List Forms ExtensionsTraining Resources

• Product web page:http://www.kwizcom.com/sharepoint-add-ons/sharepoint-list-forms-extensions-feature/overview/

• FREE 30-day evaluation version (SP2007, 2010, 2013):http://www.kwizcom.com/sharepoint-add-ons/sharepoint-list-forms-extensions-feature/download/

• Admin guide:http://www.kwizcom.com/objects/ListFormsExtensions/v12.3.00/KWizCom_SharePoint_List_Forms_Extensions_Feature_Admin_Guide.pdf

• Training videos:http://www.kwizcom.com/sharepoint-add-ons/sharepoint-list-forms-extensions-feature/training-videos/

Thank you!

Nimrod GevaProduct Group Manager, KWizComnimrod@kwizcom.com