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Form Data

After you create and publish a form users will be able to fill it out and create submissions. The data from each submission is saved in SharePoint in its own separate file ending in .form

Below is an example of a simple form and the resulting .form file that is created

Simple Form Example

  

Example Data in .form file

{
    "CheckBox": true,
	"Slider": 46,
    "City": "Hobart",
    "Date": "2017-06-22",
    "Time": "14:10",
    "SingleLine": "This is my text ",
    "metadata": {
        "version": "forms-1.0",
        "assignee": "boxhill\\rfish",
        "workflow": null,
        "created": "2017-06-26T03:47:50.382Z",
        "updated": "2017-06-26T03:48:12.936Z",
        "submitted": "2017-06-26T03:48:12.935Z",
        "title": "Submitted 26 Jun 1:47 PM",
        "filename": "935b4925-24cd-466b-b72e-049a839dc584.form",
        "state": "submitted",
        "readOnly": true,
        "description": null,
        "uuid": "935b4925-24cd-466b-b72e-049a839dc584",
        "parent": null,
        "sortKeyAscending": null,
        "sortKeyDescending": null,
        "formLibraryId": "10107",
        "id": "-1188017195296393948"
    }
}

Form Metadata

In addition to the controls that are part of your form each form has an additional set of metadata fields that is automatically available. Both the form control and metadata fields can be read into SharePoint to be used for assigning and controlling workflows.

Metadata_ID
 Description
Example
"assignee"domain\username of the user that created the form"boxhill\\rfish"
"created"Time and Date the form was created "2017-06-20T02:18:59.947Z"
"updated"Time and Date the form was last updated"2017-06-20T02:19:13.504Z"
"submitted"Time and Date the form was submitted"2017-06-20T02:22:13.612Z"
"state"The current state of the Form (Draft or Submitted)"draft"
"uuid"Randomly generated universally unique identifier"1727e2a0-4389-4b9f-ae59-e40a9a6ca823"
"title"The title of the form "Example Beta 2017-06-20"
"filename"The form filename saved on the source location "Beta_1727e2a0-4389-4b9f-ae59-e40a9a6ca823.form"
"description"Form description "draft form created by boxhill\rfish"

 

 

 

Reading Form Data into SharePoint

In order to read data from the .form file into a SharePoint list item you will need to create matching columns in SharePoint.  For example, creating a column "City" in SharePoint will read in the value of the AsdeqForms "City" control in your form.

  1. In the ribbon, click the List or Library tab.

  2. In the Manage Views group, click Create Column.

  3. In the Name and Type section, type the name that you want for the column in the Column name box. (This name must match the form control or metadata ID according the mapping rules set out below.)

 

 

Column Information Type

You can select the column information type to match your form data. For example 'submitted' metadata can be read in as Date and Time, or 'assignee' can be read as Person or Group. This will allow SharePoint to correctly format the data columns.

Column Mapping Rules

The field in the form will be mapped to a Sharepoint List Column using the naming rules below. The rules are fairly lenient and will match a variety of different formats. Be careful not to unintentionally match any of the reserved fields names in Sharepoint as they could be rejected or cause issues. (Consult Microsoft documentation for details)

Note that spaces in Sharepoint Internal names are encoded as '_x0020_'

  • Exact match on the Internal Name of the Column e.g. Name > Name
  • Exact match on the Internal Name with encoded spaces replaced. e.g. Name_x0020_Field > Name Field
  • Exact match on the Display Name of the Column e.g. Display Name > Display Name
  • Upper camel case of the display name e.g. My Column Name > MyColumnName
  • Lower camel case of the display name e.g. My Column Name > myColumnName

In addition to the above rules all matching is done as:

  • Case sensitive match
  • All upper case on the metadata field name
  • All lower case on the metadata field name

There are some of standard Document fields available in Sharepoint, some of these can to populated from Form data if the correct format is used:

 Sharepoint Builtin Columns
Display NameInternal Name
Approval Status_ModerationStatus
Approver Comments_ModerationComments
Check In Comment_CheckinComment
Checked Out ToCheckoutUser
Checked Out ToCheckedOutTitle
Checked Out ToLinkCheckedOutTitle
Content TypeContentType
Content Type IDContentTypeId
Copy Source_CopySource
CreatedCreated
CreatedCreated_x0020_Date
Created ByAuthor
Document Created ByCreated_x0020_By
Document Modified ByModified_x0020_By
Effective Permissions MaskPermMask
Encoded Absolute URLEncodedAbsUrl
File SizeFile_x0020_Size
File SizeFileSizeDisplay
File TypeFile_x0020_Type
GUIDGUID
Has Copy Destinations_HasCopyDestinations
Html File Linkxd_ProgID
HTML File TypeHTML_x0020_File_x0020_Type
IDID
ID of the User who has the item Checked OutCheckedOutUserId
Instance IDInstanceID
Is Checked out to localIsCheckedoutToLocal
Is Current Version_IsCurrentVersion
Is Signedxd_Signature
Item TypeFSObjType
Level_Level
MergeCombine
ModifiedModified
ModifiedLast_x0020_Modified
Modified ByEditor
NameFileLeafRef
NameLinkFilenameNoMenu
NameLinkFilename
NameBaseName
OrderOrder
owshiddenversionowshiddenversion
PathFileDirRef
ProgIdProgId
Property BagMetaInfo
RelinkRepairDocument
ScopeIdScopeId
SelectSelectTitle
SelectSelectFilename
Server Relative URLServerUrl
Shared File Index_SharedFileIndex
Source Name (Converted Document)ParentLeafName
Source Url_SourceUrl
Source Version (Converted Document)ParentVersionString
Template LinkTemplateUrl
TitleTitle
TypeDocIcon
UI Version_UIVersion
Unique IdUniqueId
URL PathFileRef
Version_UIVersionString
Virus StatusVirusStatus
Workflow Instance IDWorkflowInstanceID
Workflow VersionWorkflowVersion

 

 

 

Once the column is created it will be populated with the associated form data.

 

SharePoint Metadata and PDF Exports

The form metadata can also be used with a form export. For example, you can configure your form library to export a PDF copy of your form to a SharePoint Library. The exported pdf will maintain the form metadata which can be used in workflows described below

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