SharePoint 2007, InfoPath 2007 and capturing/updating list data using InfoPath form

Posted: Jan/18/2011 By: nikhil Points:15 Category: .NET - ASP.Net Views:14 Vote Up (0) Vote Down (0)

I have a SharePoint 2007 site and InfoPath 2007. I need to capture event registration information. I created a form in InfoPath that allows people to register for an event. The form captures the attendee’s name, office and if they are attending. When they submit the form, a workflow runs against the form to grab the 3 fields and add them as a new item in a SharePoint list. This list is where registration information is stored. I can them create a view to show attending and one for not attending.

The hard part occurs when an attendee needs to change their registration information. I know that they can open the previously submitted form and resubmit it with new information and that I can run another workflow to update the information in the SharePoint list that is holding registration information.

Here’s where I get lost:

I am using the name and office field to generate the form name when it is submitted to the form library. If someone changes either of those fields, the form gets saved as a new form rather than an updated version of the original. Thus a new registration entry in the SharePoint list.

I’ve researched this and have stumbled upon views and understand that I can create another view of the form making the 2 fields read only. What if someone wants to update either of those two fields? At present I need to have them contact me to delete their originally submitted form and corresponding info in the SharePoint list and have them submit a new form. Ick!
Research also led me to understand that the SharePoint list holding registration information has a field “ID” which is an autonumber field. I think there should be some way to use this to identify the record to update. What I can’t figure out is how to read in the “ID” field and add it to my form so I can use it to update the list.

I spoke with a colleague and then the boss and was tasked with finding out if using InfoPath 2010 might make the process any easier. Being a web developer, I’d rather scrap InfoPath and use an asp web form to accomplish this. At this point I need to exhaust all other SharePoint/office options first. Someone please help me understand if InfoPath 2010 will make this process any easier.

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