Send your InfoPath form by email in SharePoint

Since SharePoint 2010 you can do a lot with InfoPath. One of the things I really like is the fact that you can modify the edit forms in InfoPath. In this post I’ll show you an example we implemented for one of our end-users.

The user wanted to collect some data in a list and send that input page to another user. We solved this with some basic InfoPath magic.

The list contains a few columns and one of them is a lookup column to a list that stores all the users that you can inform. That lookup lists also contains the name (title column) and email of each user.

To start we edit the list form in InfoPath:

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In InfoPath, add a new field to the main data connection. I called this field “EmailStudent”

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The next step is adding a button to send the email.

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When we click the button I want to send the document to the email of the user that I’ve selected in the form. We do this by making a rule.

First we need to create a new data connection to send the email.

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In the following screens you can add the email details. Select that you want to send only the current view. Not as attachments.

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Now you can finish the rules:

There are 2 actions in the rule:

1. set the hidden field with the value of the email of the selected user.

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The trick is to select the email field from the data source that contains the list of users.

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2. send the form by email.

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Now you have to click “ok” a few times to confirm the settings and you are ready to test the form.

This is the result after publishing the form to SharePoint is this:

When clicking the send button the server sends the email to the selected user.

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