Tuesday, August 18, 2009

Looking for answers - SharePoint Questions

Today, I came across with following questions:
a. Alert mail is not sending for new items created in a survey list when branching logic is enabled. But, receiving alert mails for edit & delete items mails when branching logic is enabled. Not sure why? How to resolve this.

b. There is a document library with folders and sub folders. How to create a view targetting to a sub-folder? Ofcourse, we can restrict the users on folder view but want to create a view to display files within a folder.

Please leave a comment if anyone knows answer for above questions.

Wednesday, August 12, 2009

Form based authentication in SharePoint - MUST READ

While I was browsing through MSDN site, I found MUST READ articles for FBA with SharePoint:

SharePoint Integrating with the 2007 Microsoft Office System

Office SharePoint Server 2007 and Windows SharePoint Services 3.0 users who also have the 2007 Microsoft Office system of applications installed enjoy a high level of integration between the 2007 Office system and SharePoint Products and Technologies. Many of those integration features, however, depend on Windows authentication. Without Windows authentication, some integration points do not work, and others are changed considerably. To help minimize user confusion, SharePoint Products and Technologies offer a mode in which certain menu items that require Windows authentication are removed. In the Central Administration Web site, on the Authentication Provider page, this mode is controlled via the Enable Client Integration box.

When you configure a zone to use forms authentication, the Enable Client Integration box is cleared by default. If a zone is configured in this way, the following changes occur in functionality:


  • Support for remote interfaces is turned off. That includes WebDAV, SOAP, and Microsoft Office FrontPage remote procedure calls (RPC). Some functionality is not available, such as Web folders or the Web services for accessing content in that site.
  • Some toolbar items no longer appear:
    • New Document
    • Open in Outlook
    • Open In Windows Explorer
    • Export to Spreadsheet
    • Open with Database Program
    • Explorer View option is hidden.
    • Create an Access View option is hidden.
  • In picture libraries, the following functionality is removed:
    • Upload Multiple
    • Edit Picture
    • Download
    • Send To
  • On the Edit Control Block (ECB) menu, the drop-down menu that appears when you click items in document libraries, the following items are removed:
    • Edit in Word
    • Edit in Excel
    • Edit in PowerPoint
    • Discuss
    • Connect To Outlook
  • In slide libraries the following functionality is removed:
    • Publish Slide
    • Send to PowerPoint

Also, syncing SharePoint data with Microsoft Office Outlook no longer works.

When operating in this mode, users can still work with documents in SharePoint libraries, but they must right-click items and choose to save a copy to disk. They can then edit and update the document, and then upload it and check it back in when they are finished editing.

Some organizations might want to use forms authentication, but also require the same level of integration they get when using Windows authentication. There are a couple of possible workarounds in this scenario, but it is helpful to examine why this limitation exists.

When a user accesses a page on a site protected by forms authentication, the server looks for a valid authentication cookie. If no cookie is found, or if the cookie is not valid, the server redirects the browser to the logon page by using an HTTP 302 status code. At this page, the user is allowed to authenticate by using his or her credentials. After the credentials are validated, the server creates a valid authentication cookie and sends it back to the browser, with the originally requested page. The browser keeps the cookie in memory and sends it back to the server with every subsequent request to that Web server. With each request, the server checks the validity of the cookie to ensure that it is good (that it has not expired or been tampered with), and then processes the request.

Because the authentication cookie is in memory with the browser process, it introduces some limitations:

  • The cookie is retained only as long as the browser is open; when the browser is closed the cookie is destroyed with everything else in memory that the browser was using.
  • The cookie belongs to the browser's application process (such as the .exe file for the browser), and cannot be shared with other processes. Office system applications run in their own processes, for example, msword.exe for Microsoft Office Word. As such, a cookie that a user generated when logging into the site in the browser cannot be shared with Word.

The issues described in this article clarify why the Enable Client Integration option was developed: to help make the end-user experience more uniform and predictable in that environment; however, the user experience is somewhat different for users that are accustomed to SharePoint sites secured with Windows authentication. Even with those restrictions, there are still a few options that can be used to allow for using forms authentication and yet still provide many or all of the deep integration points with Office applications that are available when using Windows authentication.

Reference of above content: http://msdn.microsoft.com/en-us/library/bb977430.aspx#MOSSFBAPart3_IntegratingWithOffice2007

How To: Choose between InfoPath Browser Forms and Custom ASPX Forms

Choosing between InfoPath forms and ASPX pages, depends totally on the nature of the problems we are solving on one side and level of skill set we are investing in solving that problem on the other side. Usually, in most cases, any manager or developer would want to use InfoPath Forms part of Office 2007 because it’s quick and easy. But, as the requirements get more complex and requires more and more customization, one might feel its better to go with ASPX pages and Visual Studio 2005 and SharePoint designer. Technically, InfoPath Forms by itself is incomplete; It needs a container which is again an ASPX web form using the XmlViewer web part. If we go with custom ASPX form, then it has to be designed either using SharePoint designer or Visual Studio leveraging web parts to show the required forms. So for this, developing web parts and its complexity needs to be taken into consideration.
So, to decide on one, we may have to take the decision step by step.

If the requirement is for a single form and showing data from an external data store or from within SharePoint, then going with InfoPath Forms is recommended.

If it’s a single form and needs complex actions, to and fro between the form and the data store, then choosing custom aspx pages is recommended.

If the requirement needs wizard kind of feature i.e. which requires user to go through multiple screens, then custom aspx is the solution.

If the data submitted through the form has to be saved to multiple locations (database, SharePoint, file storage) then InfoPath Forms is a good solution.

If the requirement is for designing numerous forms which are simple enough and well documented, then InfoPath Forms should be considered. InfoPath can help deliver the solution in a short time period.

InfoPath browser based forms has few limitations on the repository of controls one can use. For example: combo box, master/detail view control and many advanced controls are not supported in browser based InfoPath Forms. Depending on these limitations we have to decide on InfoPath or ASPX. ASPX has no such limitations.

InfoPath forms is based on XML. The form is rendered using XSLT stylesheets and the data submitted through the form is available in XML format. The data is well structured to retrieve later on and dump the data/forms in some external system. This in combination with BizTalk server is a perfect architecture for document transition through multiple levels.

InfoPath forms certainly have an edge over ASPX forms as a quick and neat solution. It has some complex out of the box controls, like date picker, file attachment control, repeating sections. InfoPath forms can also have code-behind if needed to manipulate the data on the form or behind the form.

ASPX can have and do everything InfoPath Forms does, with an exception of additional development effort. Apart from it, the deployment process of aspx forms is much better and easier than InfoPath Forms.

Below are some of the excerpts from few blogs I follow which provides some valuable input comparing InfoPath and ASPX forms. Below are the Pros and Cons in using InfoPath Forms:

Pros:
  • Ideal for simple forms
  • Easy to build a form – no coding involved
  • InfoPath form itself is an xml document.
  • Support versioning
  • Works very nicely with SharePoint custom workflows as a workflow association tool.
  • Fully integrated in Microsoft Office 2007 suites like Outlook e-mail messages that can be deployed as Outlook e-mail messages, so colleagues can complete forms without leaving the familiar Outlook environment.
  • Firewall friendly. InfoPath Forms Services make it easy to extend forms solutions beyond firewall because of using many different Web browsers and mobile devices.
  • InfoPath can easily convert Word documents and Excel spreadsheets to forms and build templates to work with.
  • InfoPath provides data integrity and version control for document management purposes, and add structure to information gathering by converting legacy documents to rich InfoPath form templates.
  • Design of a form is much easier in InfoPath forms with a simple drag-and-drop interface and provides support for prebuilt template parts and shared data connections.
  • Creates PDF or XPS and other important document formats and is extensible by addition of a free plug-in to install third party tools and components for document, archival and records management
  • Fully integrated with MOSS 2007 and capable of using integrated workflow management tools in Office 2007
  • Fully Web browsed technology, includes a design checker to help ensure consistency for forms.
  • Support for information rights management to help manage permission control and building a powerful document management team site.
  • Fully centralized for entire organization and enables organizations to centrally

Cons:

  • A web browser-enabled InfoPath form does not support all features of InfoPath client.
  • Inflexible — Difficult or impossible to customize (well, you can argue that you can hack the xsl file of InfoPath)
  • No support for image buttons
  • No support for html
  • No support for tree control
  • Difficult to support Forms Based Authentication
  • By default, InfoPath cannot support SharePoint web services data connections in FBA.
  • Forms Services does not support username() function in FBA. This means that InfoPath form does not recognize the current user.
  • Difficult to perform automated web test against Forms Services.
  • Difficult to support automated deployment. Basically, you have to unzip the xsn file and programmatically modify the manifest.xsf file, and zip back to the xsn file for automated publishing.
  • The way that Forms Services supports deployment of InfoPath forms is quirky – It creates SharePoint solution packages with GUID and creates features with meaningless names on the SharePoint Features folder.

Note: The above content is taken from following link: http://sharenotes.wordpress.com/2008/06/02/how-to-choose-between-infopath-forms-and-custom-aspx-forms/

Below are the blog links which talk more about this topic:
http://www.jyhuh.com/blog/archive/2008/03/02/AspNet_vs_InfoPath_Forms_Services.aspx
http://office12.blogspot.com/2007/06/infopath-web-forms-vs-aspx.html

Wednesday, August 5, 2009

How do you authenticate a user request on a web site?

There are APIs provided in .NET Framework to check the authentication programatically:
System.Web namespace has following class which will help us in authenticating the request,
HttpContext.Current.Request.IsAuthenticated

If a web site is configured for anonymous authentication, then all the users are authenticated by default. For intranet/extranet sites, authentication plays a vital role. Where, we can use above property to check.

SharePoint site collection / site also has methods to authenticate user whether the user has enough access permissions on the site collection or a particular site. For more information, check WSS 3.0 or MOSS 2007 SDK.

Tuesday, August 4, 2009

10 Essential Resources for SharePoint Developers

1. Microsoft Office SharePoint Server (MOSS) SDK and ECM Starter Kit http://www.microsoft.com/downloads/details.aspx?familyid=6D94E307-67D9-41AC-B2D6-0074D6286FA9&displaylang=en

2. Windows SharePoint Services (WSS) SDK and Workflow Starter Kit http://www.microsoft.com/downloads/details.aspx?FamilyID=05e0dd12-8394-402b-8936-a07fe8afaffd&DisplayLang=en

Note: The MOSS SDK includes the WSS SDK documentation and a more robust starter kit

3. Visual Studio Extensions for SharePoint Services (November CTP)http://www.microsoft.com/downloads/details.aspx?familyid=19F21E5E-B715-4F0C-B959-8C6DCBDC1057&displaylang=en

4. Customizing and Branding Web Content Management-Enabled SharePoint Sites

5. MOSS for Content Management Server Developers (Beta)Three papers + an analysis tool:

6. Office Developer Screencasts (applies to all of Office) http://msdn2.microsoft.com/en-us/sharepoint/aa905382.aspx

7. SharePoint Developer Map (also includes InfoPath and 2007 Office System posters)http://www.microsoft.com/downloads/details.aspx?familyid=771aeb45-9d27-4d1f-acd1-9b950637d64e&displaylang=en

8. MOSS and WSS Online Clinics. Online clinics covering SharePoint technology are free for a limited time!!! Check 'em out:

9. MOSS portal on the Office Developer Centerhttp://msdn.microsoft.com/moss
Includes the Upgrade and Migration Center for SharePoint Developers http://msdn2.microsoft.com/en-us/office/aa905505.aspx

10. SharePoint Developer Centerhttp://msdn.microsoft.com/sharepoint

11. 7 Development Projects for SharePoint – online book http://download.microsoft.com/download/0/2/f/02f0f661-88e1-43c2-b523-88d2e9e6802f/7%20development%20projects%20with%20the%202007%20microsoft%20office%20system%20and%20windows%20sharepoint%20services%202007.pdf

12. MSDN Community ContentMSDN Community Content is a way of providing Wiki-style annotations to core Microsoft documentation. For example, you can add code samples, remarks or “gotchas,” translations, or other comments that enhance or supplement the core MSDN documentation.

13. F1 Help from Visual Studio Document ExplorerFollow the steps in this blog post to receive F1 Help directly from your code in Microsoft Visual Studio 2005.

http://blogs.msdn.com/randalli/archive/2006/07/28/sharepoint-development-tip-getting-context-sensitive-f1-help-directly-from-the-msdn-library.aspx

14. Project SDK DownloadI see a lot of questions about SharePoint integration with Project Server, and the Project SDK is also produced by my team. http://www.microsoft.com/downloads/details.aspx?FamilyID=2672f6f9-7028-4b30-99a2-18cb1eed1abe&DisplayLang=en

More from our SharePoint MVPs and Partners
SharePoint MVPs are also producing great lists of resources for SharePoint; here are two examples if you haven’t already seen them.

Note: I got this list from http://blogs.msdn.com/randalli/archive/2007/01/08/10-essential-resources-for-sharepoint-developers.aspx

How do you tell current sharepoint page is in edit/display/other modes?

Microsoft.SharePoint.WebControls.SPControlMode enumeration contains following values:
  • Display
  • Edit
  • Invalid
  • New

With following condition, you can check in which mode you are in:


if (SPContext.Current.FormContext.FormMode == Microsoft.SharePoint.WebControls.SPControlMode.Display)


{
// you are in display mode
}

Monday, August 3, 2009

Issue with workflows: Missing Completed Workflows History

Following blogs talked about the issue:
"I cannot find any workflow histories on approved documents that were approved 2 months or more ago. The document status says its approved but there are no histories showing under "Completed Workflows." Is there some kind of retention policy in MOSS 2007? This is causing a major auditing issue for us. Where can I retrieve this history information from? "

Blogs URLs:
http://social.msdn.microsoft.com/forums/en-US/sharepointworkflow/thread/b15b27e2-3033-418b-9731-968273d7423e/

http://www.sharepointblogs.com/llowevad/archive/2007/09/21/huge-workflow-issue-what-is-microsoft-thinking.aspx

Workflows: Major Microsoft.Windows.SharePoint.Workflow Objects

The Microsoft.SharePoint.Workflow namespace represents the workflow functionality contained in Windows SharePoint Services.

  • SPWorkflowTemplateCollection object: Represents the workflow templates currently deployed on a site.
  • SPWorkflowTemplate object: Represents a workflow template and contains properties you can use to get or set information about the template, such as the instantiation data and the history and task lists for the template.
  • To associate a workflow to a list or document library, use the AddWorkflowAssociation method of the SPList object.
  • To associate a workflow with a content type, use the AddWorkflowAssociation method of the SPContentType object.
  • To create the appropriate workflow association, use the CreateListAssociation, CreateListContentTypeAssociation, or CreateSiteContentTypeAssociation method of the SPWorkflowAssociation object itself.
  • Use the RemoveWorkflowAssociation method to remove a workflow association from a list.
  • Use the RemoveWorkflowAssociation method to remove a workflow association from a site or list content type.
  • Each SPWorkflowAssociation object represents a workflow template that is associated with a specific list or content type, and that contains properties that return custom information about that workflow's association with the specific list or content type. This information includes whether the workflow is enabled, whether the workflow can be started automatically, and the list or content type with which the workflow has been associated.
  • The SPWorkflowCollection represents the workflow instances that have run or are currently running on a given list item.
  • Each SPWorkflow object contains properties that return information about the workflow instance, such as whether the workflow has completed, its internal state, and its workflow history list.
  • Use the Workflows property to return an SPWorkflowCollection object that represents the workflows currently running for that list item.

Managing Running Workflow Instances Programmatically
Users interact with the workflows running on items individually, through the Windows SharePoint Services user interface. But Windows SharePoint Services provides functionality for you to centrally control the running instances of workflows across your site collection through the object model. Use the SPWorkflowManager object to manage the running instances of workflows across a site collection. The SPWorkflowManager object has no equivalent in the user interface. Use the SPWorkflowManager object to:

  • Start, run, or cancel workflows.
  • Return all the workflows currently running on a specific item.
  • Perform other workflow administration operations.

Workflows: Workflow Association and Initiation Forms [WSS 3.0]

Association and initiation forms are displayed for users to complete before any workflow actually starts. You can use these forms to enable users to set parameters and other information for the workflow in advance. Association forms address how the workflow applies to a specific list, library, or content type; initiation forms address how the workflow applies to a specific SharePoint item.

Association forms are displayed to administrators when they first decide to add—or associate—a workflow with a particular list, document library, or content type. You can use association forms to let an administrator specify parameters, default values, and other information for the workflow as it applies to items on the list, library, or content type with which the administrator is associating it.

Initiation forms are displayed to users when they start a workflow on a specific SharePoint item. You can use initiation forms to let users override or append the association parameters set by administrators, or specify additional parameters or information about the workflow as it applies to the specific SharePoint item. Not all workflows need initiation forms.

The initiation form can be the same form as the association form. For example, using the same form for each workflow form enables you to let administrators set certain default parameters during workflow association, and then let the user who actually starts the workflow instance on a particular item review and overwrite those default parameters.

Specifying Association Forms
You specify a workflow's association form in the workflow template definition XML. To do this, set the value of the AssociationURL attribute of the Workflow element to the custom form page you want to use for workflow association. For example:
AssociationURL="MyWkflAssociationPage.aspx"

Note: Windows SharePoint Services 3.0 supports absolute or server-relative paths in the workflow template definition. You must express all form path URLs in one of these formats. For example, you can use an absolute path, such as "http://site/library/page.aspx", or a server-relative path, such as "/layouts/page.aspx". Windows SharePoint Services does not support link fix-up in workflow template definitions.

Association Form Processing
When an administrator selects a workflow to associate with a given list, library, or content type, Windows SharePoint Services displays the Add a New Workflow page. The administrator can use this page to specify settings common to all workflows, such as the workflow definition and initiation conditions, and whether the workflow runs on items, folders, or both.

When the administrator clicks the Next button on this page, Windows SharePoint Services examines the AssociationURL attribute of the Workflow element, in the workflow template definition, to determine the proper form to load.

To provide custom data to the association form, you can store this information in the AssocationData element. For example, you could use this element to store default values you want to pass to the association form when it is displayed. The AssocationData element can contain any valid XML. Your form can then load that association data from the workflow template.

Because the workflow association is not created until the custom association form is submitted, Windows SharePoint Services also passes the following query parameters to the custom association form:


<input type="hidden" name="WorkflowDefinition" value=<% _STSWriteHTML(Request.Form["WorkflowDefinition"]); %>>
<input type="hidden" name="WorkflowName" value=<% _STSWriteHTML(Request.Form["WorkflowName"]); %>>
<input type="hidden" name="AddToStatusMenu" value=<% _STSWriteHTML(Request.Form["AddToStatusMenu"]); %>>
<input type="hidden" name="AllowManual" value=<% _STSWriteHTML(Request.Form["AllowManual"]); %>>
<input type="hidden" name="RoleSelect" value=<% _STSWriteHTML(Request.Form["RoleSelect"]); %>>
<input type="hidden" name="AutoStartCreate" value=<% _STSWriteHTML(Request.Form["AutoStartCreate"]); %>>
<input type="hidden" name="AutoStartChange" value=<% _STSWriteHTML(Request.Form["AutoStartChange"]); %>>
<input type="hidden" name="GuidAssoc" value=<% _STSWriteHTML(Request.Form["GuidAssoc"]); %>>


The workflow developer must program what happens when the administrator submits changes to the form. In general, the custom workflow association form must perform the following actions:



  • Examine the value of the GuidAssoc parameter to determine whether the user is adding a new workflow association or editing an existing workflow association.
  • If the user is adding a new workflow association, call the AddWorkflowAssociation method to create a new workflow association.
  • If the user is editing an existing workflow association, call the UpdateWorkflowAssociation method to update that workflow association.
  • Create the task list for the workflow, if it does not already exist.
  • Use the data collected from the user to set properties of the SPWorkflowAssociation object, as appropriate.
  • Create the workflow history list, if necessary.
Specifying Initiation Forms
If you want your workflow to have an initiation form, you must set the InstantiationURL attribute of the Workflow element in the workflow template definition. Set this element to the form you want to use to collect the workflow initiation data, as shown in the following example.
InstantiationURL="MyWkflInitiationPage.aspx"

Initiation Form Processing

When a user starts a workflow on a specific item, Windows SharePoint Services examines the InstantiationURL attribute of the Workflow element, in the workflow template definition, to determine the proper form to load.

Windows SharePoint Services loads the specified form, passing to it the following query parameters in the URL:

  • List The GUID of the list to which the item belongs.
  • ID The ID of the list item on which the workflow is started.
  • Source The page from which the user started the workflow.
  • TemplateID The GUID of the workflow association.

In addition, you can program your form to load the association form data for this workflow association. This information is contained in the AssociationData property of the SPWorkflowAssociation object that represents the workflow association.

The workflow developer must program what happens when the user submits changes to the page. In general, the form must perform the following actions:

  • Locate the SPWorkflowManager object for the current site.
  • Use the SPWorkflowManager object to invoke the StartWorkflow method, passing the appropriate SPListItem and SPWorkflowAssociation objects. Use the eventData parameter to pass the initiation form data in string format.
  • Return the user to the source page from which he or she started the workflow.

When the M:Microsoft.SharePoint.Workflow.SPWorkflowManager.StartWorkflow(Microsoft.SharePoint.SPListItem,Microsoft.SharePoint.Workflow.SPWorkflowAssociation,System.String) method is called, the workflow manager creates an instance of the workflow on the SharePoint item. The workflow manager then passes the data gathered using the initiation form to the OnWorkflowActivated event of the workflow itself.

Any Windows SharePoint Services workflow must start with an OnWorkflowActivated activity. The OnWorkflowActivated activity contains a property, WorkflowProperties, that returns an SPWorkflowActivationProperties object. This object represents the initial properties of the workflow as it starts, such as the user who added the workflow and the list and item to which the workflow was added. In addition, the AssociationData property returns a System.Collections.Hashtable object that represents the custom data provided by the workflow initiation form.

[This article is taken from Microsoft's WSS 3.0 SDK for easy access]



Issue/Error: "A 32-bit version of SharePoint Server is not installed. Please install a 32-bit version of SharePoint Server"

When I was trying to create workflow project by using Visual Studio 2008, I faced above issue.

WSS Extensions from Microsoft (released in Feb 2009):
http://www.microsoft.com/downloads/details.aspx?FamilyID=b2c0b628-5cab-48c1-8cae-c34c1ccbdc0a&DisplayLang=en

Note: Installing above extensions didn't work for me. Try your luck.

Alternative Solution: WSPBuilder
Instal WSPBuilder extension for Visual Studio installed (www.codeplex.com/wspbuilder)

  • In Visual Studio 2008, File > New > ProjectSelect WSPBuilder and then Select then WSPBuilder Project with WorkflowClick OK
  • In the Solution Explorer window Right Click on the Projet Name (for example, WSPBuilderProject1)> Add > Sequential Workflow
  • In the add New Item Window that just open, select Workflow categorie and the Sequential Workflow And then , click on the Add button.Witch templates do you prefer : With code separation or with code ?

I hope the issue resolved by now.