InfoPath forms with file attachments: one potential solution, for all InfoPath forms?

InfoPath is a pain in the backside to me and my colleagues. Our users knock up a variety of forms and then ask us to support them when they go wrong, or don’t do what they need. Just to add a little more to that, we only have InfoPath 2003 on the client machines, which means we are working with legacy forms. Currently, our production systems run SharePoint 2007.

We had one such problem arrive on my desk a few weeks back. It seemed that a form was put together by another department that had around 20 (yes twenty!) file attachment controls on it. Each instance of this form would be a ‘case’, that would be under version control in it’s destination form library. I was shown some examples, and we had some InfoPath forms reaching upwards of 100MBs in size. We weren’t all that surprised that the more remote locations that my company occupies had issues reading these forms over our aging network infrastructure. They also have thousands of cases, so we would be looking at version controlling large files, and lots of them. We needed to avoid this, just to ensure we are being sensible with our backups!!

How to fix this? Well, you could add code to the InfoPath form template that uploads attached documents to a SharePoint document library. An excellent approach is devised here: How to upload a document to SharePoint from an InfoPath form. There are numerous others dotted around the internet similar to this… but what if you want to leave the novice users get on with it, without having to train them on how to hack code behind the templates?

I think there may be a solution to this, but believe me, it makes your eyes water when you look at how we have achieved it. It does look like an abomination… but it works, so I thought I’d blog about it and get some opinion from others who may have this issue in their organisation.

Why this solution is different:

  1. No code is required behind the InfoPath template
  2. Works with InfoPath 2003/2007 (untested with 2010)
  3. Works with any InfoPath template with only minor modifications required (as explained in this article)
  4. Uses the HTTP submission method
  5. Destination of file attachments is dynamic, users can alter this using standard InfoPath rules
  6. It requires a custom web handler (deployed to the GAC, deployed as a solution in the SharePoint farm)
  7. Removes attached files and replaces them with a URL file, to allow the user to click on it and open the file from the SharePoint document library
  8. I’ve only tried this in SharePoint 2007, but it should work with SharePoint 2010.
  9. This is a deploy and forget solution – no costly maintenance overhead, just some very simple guidance.

Known limitations:

  1. Only works with HTTP submit, with the built in submit button (if you know how to remove this limitation let me know!)
  2. Doesn’t permit folders inside the Form Library [it will always submit to the root folder]
  3. Users are told that they are likely to be opening a virus when they click on a URL link inside InfoPath – annoying!

Before I begin, acknowledgements must go to:

  • My fat blog – validation of allowed file extensions
  • Adis Jugo – validation of filenames to ensure SharePoint compatibility
  • Microsoft KB892730 – decoding, and encoding InfoPath attachments
  • Cyanwerks – creating URL files using the URL file format
  • … the man with the plan [who came up with this hair brained scheme in the first place, because it wasn’t me!]

The rest of the code is purely draft, non-production level stuff.

How it works:

  1. InfoPath form is submitted to a web handler [I have coined it the InfoPath file extractor (IFE)] (ashx) that is running in the SharePoint application pool with full trust
  2. InfoPath form uses query string arguments to tell it where to look for fields required.
  3. InfoPath form has a field group and a number of field to configure the extraction process
  4. Web handler traverses the submitted InfoPath for looking for base64 encoded attachments
  5. Each attachment is decoded and uploaded to SharePoint Document Library (with folder creation) based upon the configuration set in InfoPath
  6. Each attachment is replaced with a URL file linking to the uploaded file
  7. InfoPath form (with attachments replaced with URL files) is then persisted in a form library

Running Example [code available to download at the end of this article]:

First, use stsadm to deploy the wsp file (it generates this when you build it in Visual Studio, see the post build events, by default it uses c:\wsp at the destination). As shown in Figure 1

stsadm -o addsolution -filename c:\wsp\ife.wsp

imageFigure 1 – STSADM successful deployment 54

Add the solution to your web farm using SharePoint Central Administration. When you open Solution Management, it will be shown as not deployed. See Figure 2.

imageFigure 2 – Solution not yet deployed

Click on ife.wsp. And then deploy it to the all content web applications (or perhaps you wish to be selective?)

 imageFigure 3 – Deploy the solution

The web handler has now been deployed to your web farm. The code will now be in the GAC, and the web handler access will be from the 12 hive: TEMPLATE\LAYOUTS\SC\DEMO\SERVICES\IFE.ashx for all websites.

An example URL would be: http://moss/_LAYOUTS/SC/DEMO/SERVICES/IFE.ashx

Create a demo SharePoint site. Create it with one document library and one form library. I used a blank site as the template for this example and did the rest by hand.

My example demo site looks like:

imageFigure 4 – Demo site

I need to reference these URLs later in this working example:

The site URL is:  http://moss/ifetest
Form library URL is: http://moss/ifetest/FormLibrary
Document library URL is: http://moss/ifetest/ExtractedFiles

Now create an InfoPath form…

I used the Asset Tracking example form (as supplied with InfoPath 2007) and slightly modified it to include a file attachment control in the repeating group.

image Figure 5 – updated the Asset Tracking example form to include file attachment

Now modify the submit options for the form by selecting submit options from the tools menu (as shown in Figure 6)

imageFigure 6 – Updating submit options

The IFE handler requires two query string arguments

  • RootGroup = which is the root field in the form. For the asset tracking example, this is ‘assetTracking’
  • IFEGroup = which is the root field for the IFE configuration fields. In this worked example, I am going to call this root field ‘IFE’.

This means the HTTP submission will look like: http://moss/_LAYOUTS/SC/DEMO/SERVICES/IFE.ashx?RootGroup=assetTracking&IFEGroup=IFE

Now we need to set up the configuration fields in the InfoPath form. Create a new group. As shown in Figure 7.  We call this IFE, as this is how we defined it in the query string.

image Figure 7 – Creating IFE group of field for configuration of the web handler.

In this group we now need to set up a number of fields. These fields should match those in your configuration. The ones here are only set to match my server.

  • SiteURL – SharePoint Site URL
    image
  • FormLibraryURL – InfoPath form library URL
    image
  • DocumentLibraryURL – SharePoint Document library URL
    image
  • DocumentLibraryFolder – the folder inside the document library where extracted files will go (I’ve concatenated two fields together from the Asset Tracking form)
    image
  • InfoPathSaveAsFileName – the name that the form will be called (I’ve concatenated two fields together, and added ‘.xml’ to the end for it to be a valid InfoPath filename.
    image
  • OverwriteFiles – whether the handler should overwrite existing files if they have the same name. This is a boolean string {“True” or “False”}.
    image

You then set the value by setting the ‘default value’ on the InfoPath forms. Fields such as DocumentLibraryFolder and InfoPathSaveAsFileName should be dynamically driven by content on the InfoPath form, as shown above.

You should now have a InfoPath data source like this:image
Figure 8 – The asset tracking Form, with the configuration fields in place

You can now demo this setup by previewing the form.

imageFigure 9 – Preview the form

Enter a name, and department (since these a now required to produce the folder and InfoPath save filename). Add an asset with a file attachment, and hit the submit button, as shown in figure 10.

image  
Figure 10 – form filled in

When submit is hit, you may get a security warning. Hit ‘Yes’ to continue if you do.

imageFigure 11 – Ignore the security warning

When the form is submitted, you should see a dialog like the one in Figure 12.

 image
Figure 12 – successful submission dialog

If you select the ‘Show Details’ button, you will see feedback messages from the web handler. As shown in Figure 13.

image
Figure 13 - Feedback window

Now lets see if it worked!

The form library should have updated with the new form, and the document library should have a new folder, and an extracted file!

image

Figure 14 – Form library will our new form!

image
Figure 15 – Document library with new folder

image
Figure 16 – Extracted document now exists in the folder

In order for forms to be updated from the form library, we now need to publish it to the Form Library in the standard way.

image
Figure 17 – Publish the form to the Form Library

We can now click on the form we created earlier to reveal the attachments have been replaced with URL files.

image 
Figure 18 – click on form in form library

image
Figure 19 – Document has been replaced with a link to the document in the Document Library!!!

The web handler will handle updates to this form by ignoring the already converted attachments, meaning we have created a self managing solution that will stop the InfoPath forms from becoming an unmanageable size, and we don’t even have to train the users to write code behind their forms!

Lets update the form with a few more different attached files.

image
Figure 20 - Adding more assets to the asset tracking form means more opportunities to add file attachments

And the Document Library now looks like:

image
Figure 21 – more extracted files

OK, so you now want to give it a go for yourself:

Download the source code: here.

If you do use this in your production environment, or make improvements/modifications to it, I’d like to hear from you! Also, please credit my involvement if it has saved you time, money or effort :-)

I make it available free of charge, with no warranty provided or implied. If you can’t work out how to build/deploy it, please ask on the various forums around the internet – I am not a SharePoint complete beginner support service :-D

Enjoy.

SC




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7 Responses to “InfoPath forms with file attachments: one potential solution, for all InfoPath forms?”

  1. Twitter Trackbacks for SpittingCAML » InfoPath forms with file attachments: one potential solution, for all InfoPath forms? [mgallen.com] on Topsy.com Says:

    [...] SpittingCAML » InfoPath forms with file attachments: one potential solution, for all InfoPath forms… blog.mgallen.com/?p=350 – view page – cached You can follow any responses to this entry through the RSS 2.0 feed. You can leave a response, or trackback from your own site. Tweets about this link [...]

  2. Getting InfoPath attachments from a submitted form « BugKiller Says:

    [...] very interesting blog is this(On SpittingCAML) which provides a very good potential solution if your code supports/requires a custom web handler [...]

  3. Ray Says:

    Hi SC. I got your solution working, but the links are not visible in a browser version of the form, and in InfoPath the “url” file type is blocked. This is an excellent start though, so thank you!

  4. imagic Says:

    Hi,
    So great.
    But I can’t open the project. What extension should I download?
    Many thanks
    imagic

  5. imagic Says:

    Okie, I can open with VS2010 (I think VS2008 will okie).
    Thanks very much
    Duc

  6. Georg Says:

    Hey thanks for this great solution, really well done.

    This is working for me but I noticed that only the first attachment becomes a .url controller to the relevant file but the rest of the files look like normal file attachments, that is they have the attachment logo (word, powerpoint etc..) on them. And they work fine as well.

    Is there any reason for why only the first attachment is a .url but the rest are their respective formats but still work when clicked on?

    Thank you.

  7. Georg Says:

    Never mind, I managed to solve it.

    Thanks again for this!

    Best regards, Georg

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