Form Settings Tool

SharePoint 2010 will not allow the use of this tool for all lists and libraries, and clicking the Form Settings link may simply display a message that states “InfoPath does not support customizing the form used for this list.” But if the forms are supported, the administrator can open the form in InfoPath 2010, and then edit the form to her heart’s content.

An example is given in this section of creating a rule in InfoPath that should impress readers with the power suddenly placed in their hands by InfoPath via this tool. A good example to use is the ubiquitous Announcements list. Follow these steps to edit the form used in an Announcements list (InfoPath Designer 2010 must be installed on the computer in use):

1. Navigate to an Announcements list, click the List tab on the Ribbon, and click List Settings.
2. Click Form Settings from the General Settings column.
3. Under Content Type, the Announcement content type should be selected and the circle next to Customize the current form using Microsoft InfoPath checked. Click OK.
4. InfoPath Designer 2010 will open and display the form.
5. Click the Expires field, also shown in Figure 20.20, and then click Add Rule from the Home tab.

   Figure 20.20. Editing an Announcements form in InfoPath Designer 2010.

   

6. Select Is in the Past, and then Show Validation Error from the Actions submenu, as shown in Figure 20.20.
7. Review the results in the Rules menu on the right side of the screen. Notice that a screen tip is autopopulated: “Enter today’s date or a date in the future.”
8. Click the File tab, and then click the Quick Publish button to publish the updated form to the SharePoint 2010 Announcements list.
9. Navigate to the SharePoint 2010 Announcements list, and click Add New Announcement, and enter a new announcement with a date that is in the past, and once that date is entered, an error message should display, as shown in Figure 20.21. SharePoint will not allow the form to be saved unless the date entered is in the past.

   Figure 20.21. Validation error when a value doesn’t match the InfoPath rule.

   

This simple example just scratches the surface of the power of InfoPath in the hands of experienced list and library administrators who can easily customize the form used to add a new list item or edit a list item in a few minutes.