Applies To: Information Worker for SharePoint 2013/2016/2019 and Enterprise for SharePoint 2013/2016/2019
This guide describes how to migrate scenario from PDF Share Forms Enterprise to PDF Share Forms Information Worker including template file and keeping all previously submitted forms synchronized. Guide covers following topics:
- Template migration;
- Data source configuration;
- Scripting and actions;
- Existing PDF forms’ migration.
Step 1. Scenario description.
Use scenario is based on a submitted PDF form with mapped fields and a dropdown field with data from separate SharePoint list. The goal is to move form from PDFSF Enterprise when form was initially created to PDFSF Information Worker without loosing mapping data or template configurations.
Note: PDFSF Information Worker is supporting only Static PDF forms, so scenario is based on the Static PDF form.
Template used for this scenario:
Template has following fields and controls:
- FName – text field mapped to SharePoint column “FName”;
- LName – text field mapped to SharePoint column “LName”;
- ReyType – dropdown field mapped to SharePoint column “ReqType”, uses data source from separate SharePoint list “RequestTypes”;
- Desc – multiline text field;
- SumitButton5 – default submit button.
1.2. Data source and SharePoint list “RequestTypes”.
Following list is used as a data source for dropdown field “ReqType”:
List contains only one column: Title. It stores several list items which are representing values for dropdown field via data source “rtypes”:
Both values and display text are set to “Title” column.
1.3. Submitted PDF form instance.
As the result of submit process, following form appeared in SharePoint library “PDF Requests”:
As the result of submit, all mapped columns are populated with the data from PDF form.
Step 2. Template migration.
Template migration is essential as it is required for storing forms’ settings and generating site level content type which is used to generate new PDF form instances and support existing PDF forms in libraries.
2.1. Template upload.
First, it is required to download existing template from “PDF Share Forms Templates” library of PDFSF Enterprise product. Then upload downloaded PDF template file to the Dashboard of Information Worker:
During the import process pick a SharePoint library where template should be deployed – in this case “PDF Requests IW” library.
2.2. Mapping configuration.
Due to the possible conflict in column information, mapping configurations cannot be moved automatically. In order to keep synchronization between PDF form fields and SharePoint library columns, it is required to map columns again to the fields. It is possible to do by clicking on “Map” button above selected field and assign the column or create one:
Or, alternatively, pick from the existing library columns in SharePoint tab of Designer:
SharePoint tab shows all currently existing columns in the library which is set as target for template deployment.
2.3. Data source configuration.
Data sources are not transferred via import as each data source is based in specific unique source of data. In order to recreate exact same behavior from “Enterprise” template, it is required to have absolutely same source of data for data source (in this example SharePoint list “Request types IW”):
In order to create a data source based on the data from this list, need to open Data Sources section of Options tab in Designer and create new data source by clicking on “Add new data source” button and select target list (in this example “RequestTypesIW”):
Once data source (in this example “sourceFromList”) is created, it should be added to the dropdown field “ReqType” by selecting field and clicking on “Dropdown Items” button in Properties:
Select “Data source” and pick newly created “sourceFromList” data source, set “Title” column for both value and display – as it was initially configured in “Enterprise”
Note: it is necessary to make same dropdown configuration as it was before in PDFSF Enterprise to ensure that existing PDF forms can be migrated without any problems.
2.4. Scripting and Submit button adjustments.
All scripts and custom actions from imported forms will be listed in Rules section of Options tab. For example “Enterprise” version of submit action from “SubmitButton5”:
Also, it is possible to access custom rules and actions directly from field or control where those are located by clicking on “Actions” button from Mapping and Actions section of selected control or field:
In case of “SubmitButton5”, current “Enterprise” submit script should be replaced with “Information Worker” version. Select currently existing script and tick “Delete selceted” from context menu:
Then click on Orange line with caption “Start typing or use Dropdown control” and pick “Execute default submit” in “Action” menu:
As the result button “MoueseUp” event should look like following:
It will allow to use button to submit PDF form instances in PDFSF Information worker.
2.5. Template publishing.
Once all configurations are done, template can be published to the target SharePoint library by clicking on green “Publish” button at the bottom right corner of Designer. Then click on “Generate link” in appeared “Publish PDF form” dialog window:
Same as in PDFSF Enterprise, PDFSF Information Worker creates a content type with all template information and configurations which will be used to create new form instances in the SharePoint library and update existing PDF forms.
Step 3. Migration of existing forms.
Once template is imported, configured and published, target SharePoint library will have all necessary information via form content type including columns:
Download all PDF forms which should be migrated from “Enterprise” based library and upload them to “Information Worker” based library via “Upload”:
Make sure that correct content type is selected (in this example “RequestForm”) and save:
As the result uploaded PDF form is synchronized with new library and can be opened and updated using PDFSF Information Worker.