Designing a form for distribution, with link to (large) data sourc

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Not open for further replies.
K

ker_01

I usually play on the Excel VBA playground- I'm not afraid to learn, but I'm

relatively unfamiliar with the Outlook model.

We currently have some paper forms that I'd like to replace with Outlook

forms (if appropriate). I've done some basic reading, but I want to make sure

I design forms that will actually work as intended. Our needs basically fall

into two categories (examples below): (1) data that needs to be requested by

(and returned to) a central user, and (2) forms that can be used ad-hoc by

end users at any time.

Example 1: Request regulatory compliance data- the compliance person would

email target users, and the email would contain a form. Users would fill it

out, and when they click submit it would send their data back to the

compliance person (preferably in a format easy to transfer to Excel or

Access).

Example 2: Maintenance request- the remote user would initiate the form

within Outlook, fill it out, and clicking 'submit' (which would send the data

to a pre-determined email address or location for review and processing).

I've played around with the form designer, and it isn't too complicated- not

that much different from Excel and Word forms. However, I haven't found

information on the nuances of how to take that form design and turn it into

an outbound email, or make it accessible to all users so they can use it as

needed.

One addition item; there are some forms where we could greatly improve our

business process by providing some drop-down selection boxes. However, the

amount of data that needs to populate those boxes is large enough (thousands

of items) that I'm not inclined to push that to every machine- is there a way

to keep the core data list in a central location, and have the remote forms

access the data only when needed to populate a form? Having the source data

centralized would also make data updates much easier.

I appreciate any pointers to websites that cover these details, books I

should consider buying, or general answers to the above to point me in the

right direction so I can keep experimenting. (Sue Mosher's book is already on

my list, if I can find a local copy)

Thank you!

Keith
 
S

Sue Mosher [MVP]

Before you go any further with this, you need to determine whether you can

meet the prerequisites for using custom message forms within your

organization; see http://www.outlookcode.com/article.aspx?id=61

"ker_01" wrote:


> I usually play on the Excel VBA playground- I'm not afraid to learn, but I'm
> relatively unfamiliar with the Outlook model.

> We currently have some paper forms that I'd like to replace with Outlook
> forms (if appropriate). I've done some basic reading, but I want to make sure
> I design forms that will actually work as intended. Our needs basically fall
> into two categories (examples below): (1) data that needs to be requested by
> (and returned to) a central user, and (2) forms that can be used ad-hoc by
> end users at any time.

> Example 1: Request regulatory compliance data- the compliance person would
> email target users, and the email would contain a form. Users would fill it
> out, and when they click submit it would send their data back to the
> compliance person (preferably in a format easy to transfer to Excel or
> Access).

> Example 2: Maintenance request- the remote user would initiate the form
> within Outlook, fill it out, and clicking 'submit' (which would send the data
> to a pre-determined email address or location for review and processing).

> I've played around with the form designer, and it isn't too complicated- not
> that much different from Excel and Word forms. However, I haven't found
> information on the nuances of how to take that form design and turn it into
> an outbound email, or make it accessible to all users so they can use it as
> needed.

> One addition item; there are some forms where we could greatly improve our
> business process by providing some drop-down selection boxes. However, the
> amount of data that needs to populate those boxes is large enough (thousands
> of items) that I'm not inclined to push that to every machine- is there a way
> to keep the core data list in a central location, and have the remote forms
> access the data only when needed to populate a form? Having the source data
> centralized would also make data updates much easier.

> I appreciate any pointers to websites that cover these details, books I
> should consider buying, or general answers to the above to point me in the
> right direction so I can keep experimenting. (Sue Mosher's book is already on
> my list, if I can find a local copy)

> Thank you!
> Keith

>
 
K

ker_01

RE: Designing a form for distribution, with link to (large) data s

Sue -

Thank you for your response. My plan is to use the Organizational Forms

library on the Exchange server; all target users are employees, so it will

just be a matter of asking the IT department to load the form(s) in the

proper location.

Thank you,

Keith

"Sue Mosher [MVP]" wrote:


> Before you go any further with this, you need to determine whether you can
> meet the prerequisites for using custom message forms within your
> organization; see http://www.outlookcode.com/article.aspx?id=61

> "ker_01" wrote:
>
> > I usually play on the Excel VBA playground- I'm not afraid to learn, but I'm
> > relatively unfamiliar with the Outlook model.
> > We currently have some paper forms that I'd like to replace with Outlook
> > forms (if appropriate). I've done some basic reading, but I want to make sure
> > I design forms that will actually work as intended. Our needs basically fall
> > into two categories (examples below): (1) data that needs to be requested by
> > (and returned to) a central user, and (2) forms that can be used ad-hoc by
> > end users at any time.
> > Example 1: Request regulatory compliance data- the compliance person would
> > email target users, and the email would contain a form. Users would fill it
> > out, and when they click submit it would send their data back to the
> > compliance person (preferably in a format easy to transfer to Excel or
> > Access).
> > Example 2: Maintenance request- the remote user would initiate the form
> > within Outlook, fill it out, and clicking 'submit' (which would send the data
> > to a pre-determined email address or location for review and processing).
> > I've played around with the form designer, and it isn't too complicated- not
> > that much different from Excel and Word forms. However, I haven't found
> > information on the nuances of how to take that form design and turn it into
> > an outbound email, or make it accessible to all users so they can use it as
> > needed.
> > One addition item; there are some forms where we could greatly improve our
> > business process by providing some drop-down selection boxes. However, the
> > amount of data that needs to populate those boxes is large enough (thousands
> > of items) that I'm not inclined to push that to every machine- is there a way
> > to keep the core data list in a central location, and have the remote forms
> > access the data only when needed to populate a form? Having the source data
> > centralized would also make data updates much easier.
> > I appreciate any pointers to websites that cover these details, books I
> > should consider buying, or general answers to the above to point me in the
> > right direction so I can keep experimenting. (Sue Mosher's book is already on
> > my list, if I can find a local copy)
> > Thank you!
> > Keith
> >
 
S

Sue Mosher [MVP]

RE: Designing a form for distribution, with link to (large) data s

Are you already in contact with IT about this? The reason that I am so

insistent on this point is that not every organization supports the

Organizational Forms library. I'd hate to see you get your form all fixed up

nicely only to find out that it can't be deployed.

"ker_01" wrote:


> Sue -

> Thank you for your response. My plan is to use the Organizational Forms
> library on the Exchange server; all target users are employees, so it will
> just be a matter of asking the IT department to load the form(s) in the
> proper location.

> Thank you,
> Keith

> "Sue Mosher [MVP]" wrote:
>
> > Before you go any further with this, you need to determine whether you can
> > meet the prerequisites for using custom message forms within your
> > organization; see http://www.outlookcode.com/article.aspx?id=61
> > "ker_01" wrote:
> >
> > > I usually play on the Excel VBA playground- I'm not afraid to learn, but I'm
> > > relatively unfamiliar with the Outlook model.
> > > > We currently have some paper forms that I'd like to replace with Outlook
> > > forms (if appropriate). I've done some basic reading, but I want to make sure
> > > I design forms that will actually work as intended. Our needs basically fall
> > > into two categories (examples below): (1) data that needs to be requested by
> > > (and returned to) a central user, and (2) forms that can be used ad-hoc by
> > > end users at any time.
> > > > Example 1: Request regulatory compliance data- the compliance person would
> > > email target users, and the email would contain a form. Users would fill it
> > > out, and when they click submit it would send their data back to the
> > > compliance person (preferably in a format easy to transfer to Excel or
> > > Access).
> > > > Example 2: Maintenance request- the remote user would initiate the form
> > > within Outlook, fill it out, and clicking 'submit' (which would send the data
> > > to a pre-determined email address or location for review and processing).
> > > > I've played around with the form designer, and it isn't too complicated- not
> > > that much different from Excel and Word forms. However, I haven't found
> > > information on the nuances of how to take that form design and turn it into
> > > an outbound email, or make it accessible to all users so they can use it as
> > > needed.
> > > > One addition item; there are some forms where we could greatly improve our
> > > business process by providing some drop-down selection boxes. However, the
> > > amount of data that needs to populate those boxes is large enough (thousands
> > > of items) that I'm not inclined to push that to every machine- is there a way
> > > to keep the core data list in a central location, and have the remote forms
> > > access the data only when needed to populate a form? Having the source data
> > > centralized would also make data updates much easier.
> > > > I appreciate any pointers to websites that cover these details, books I
> > > should consider buying, or general answers to the above to point me in the
> > > right direction so I can keep experimenting. (Sue Mosher's book is already on
> > > my list, if I can find a local copy)
> > > > Thank you!
> > > Keith
> > > >
 
K

ker_01

RE: Designing a form for distribution, with link to (large) data s

Excellent question- I had assumed that it was a default part of Outlook

server, and that the only issue would be convincing the right people to place

my forms on the right part of the server. I'll try to find out who owns the

Outlook server in IT, and see what they say. I appreciate your continued

guidance!

Many thanks,

Keith

"Sue Mosher [MVP]" wrote:


> Are you already in contact with IT about this? The reason that I am so
> insistent on this point is that not every organization supports the
> Organizational Forms library. I'd hate to see you get your form all fixed up
> nicely only to find out that it can't be deployed.

> "ker_01" wrote:
>
> > Sue -
> > Thank you for your response. My plan is to use the Organizational Forms
> > library on the Exchange server; all target users are employees, so it will
> > just be a matter of asking the IT department to load the form(s) in the
> > proper location.
> > Thank you,
> > Keith
> > "Sue Mosher [MVP]" wrote:
> >
> > > Before you go any further with this, you need to determine whether you can
> > > meet the prerequisites for using custom message forms within your
> > > organization; see http://www.outlookcode.com/article.aspx?id=61
> > > > "ker_01" wrote:
> > > > > I usually play on the Excel VBA playground- I'm not afraid to learn, but I'm
> > > > relatively unfamiliar with the Outlook model.
> > > > > > We currently have some paper forms that I'd like to replace with Outlook
> > > > forms (if appropriate). I've done some basic reading, but I want to make sure
> > > > I design forms that will actually work as intended. Our needs basically fall
> > > > into two categories (examples below): (1) data that needs to be requested by
> > > > (and returned to) a central user, and (2) forms that can be used ad-hoc by
> > > > end users at any time.
> > > > > > Example 1: Request regulatory compliance data- the compliance person would
> > > > email target users, and the email would contain a form. Users would fill it
> > > > out, and when they click submit it would send their data back to the
> > > > compliance person (preferably in a format easy to transfer to Excel or
> > > > Access).
> > > > > > Example 2: Maintenance request- the remote user would initiate the form
> > > > within Outlook, fill it out, and clicking 'submit' (which would send the data
> > > > to a pre-determined email address or location for review and processing).
> > > > > > I've played around with the form designer, and it isn't too complicated- not
> > > > that much different from Excel and Word forms. However, I haven't found
> > > > information on the nuances of how to take that form design and turn it into
> > > > an outbound email, or make it accessible to all users so they can use it as
> > > > needed.
> > > > > > One addition item; there are some forms where we could greatly improve our
> > > > business process by providing some drop-down selection boxes. However, the
> > > > amount of data that needs to populate those boxes is large enough (thousands
> > > > of items) that I'm not inclined to push that to every machine- is there a way
> > > > to keep the core data list in a central location, and have the remote forms
> > > > access the data only when needed to populate a form? Having the source data
> > > > centralized would also make data updates much easier.
> > > > > > I appreciate any pointers to websites that cover these details, books I
> > > > should consider buying, or general answers to the above to point me in the
> > > > right direction so I can keep experimenting. (Sue Mosher's book is already on
> > > > my list, if I can find a local copy)
> > > > > > Thank you!
> > > > Keith
> > > > > >
 
S

Sue Mosher [MVP]

RE: Designing a form for distribution, with link to (large) data s

There is no "Outlook server." The server component is Microsoft Exchange and

it does not come with an Organizational Forms library installed out of the

box.

"ker_01" wrote:


> Excellent question- I had assumed that it was a default part of Outlook
> server, and that the only issue would be convincing the right people to place
> my forms on the right part of the server. I'll try to find out who owns the
> Outlook server in IT, and see what they say. I appreciate your continued
> guidance!
> Many thanks,
> Keith

> "Sue Mosher [MVP]" wrote:
>
> > Are you already in contact with IT about this? The reason that I am so
> > insistent on this point is that not every organization supports the
> > Organizational Forms library. I'd hate to see you get your form all fixed up
> > nicely only to find out that it can't be deployed.
> > "ker_01" wrote:
> >
> > > Sue -
> > > > Thank you for your response. My plan is to use the Organizational Forms
> > > library on the Exchange server; all target users are employees, so it will
> > > just be a matter of asking the IT department to load the form(s) in the
> > > proper location.
> > > > Thank you,
> > > Keith
> > > > > "Sue Mosher [MVP]" wrote:
> > > > > Before you go any further with this, you need to determine whether you can
> > > > meet the prerequisites for using custom message forms within your
> > > > organization; see http://www.outlookcode.com/article.aspx?id=61
> > > > > > "ker_01" wrote:
> > > > > > > I usually play on the Excel VBA playground- I'm not afraid to learn, but I'm
> > > > > relatively unfamiliar with the Outlook model.
> > > > > > > > We currently have some paper forms that I'd like to replace with Outlook
> > > > > forms (if appropriate). I've done some basic reading, but I want to make sure
> > > > > I design forms that will actually work as intended. Our needs basically fall
> > > > > into two categories (examples below): (1) data that needs to be requested by
> > > > > (and returned to) a central user, and (2) forms that can be used ad-hoc by
> > > > > end users at any time.
> > > > > > > > Example 1: Request regulatory compliance data- the compliance person would
> > > > > email target users, and the email would contain a form. Users would fill it
> > > > > out, and when they click submit it would send their data back to the
> > > > > compliance person (preferably in a format easy to transfer to Excel or
> > > > > Access).
> > > > > > > > Example 2: Maintenance request- the remote user would initiate the form
> > > > > within Outlook, fill it out, and clicking 'submit' (which would send the data
> > > > > to a pre-determined email address or location for review and processing).
> > > > > > > > I've played around with the form designer, and it isn't too complicated- not
> > > > > that much different from Excel and Word forms. However, I haven't found
> > > > > information on the nuances of how to take that form design and turn it into
> > > > > an outbound email, or make it accessible to all users so they can use it as
> > > > > needed.
> > > > > > > > One addition item; there are some forms where we could greatly improve our
> > > > > business process by providing some drop-down selection boxes. However, the
> > > > > amount of data that needs to populate those boxes is large enough (thousands
> > > > > of items) that I'm not inclined to push that to every machine- is there a way
> > > > > to keep the core data list in a central location, and have the remote forms
> > > > > access the data only when needed to populate a form? Having the source data
> > > > > centralized would also make data updates much easier.
> > > > > > > > I appreciate any pointers to websites that cover these details, books I
> > > > > should consider buying, or general answers to the above to point me in the
> > > > > right direction so I can keep experimenting. (Sue Mosher's book is already on
> > > > > my list, if I can find a local copy)
> > > > > > > > Thank you!
> > > > > Keith
> > > > > > > >
 
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