Access, InfoPath, Outlook & SharePoint Integration
I work for a major banking institution, in a group whose remit it to provide account ownership information for ~300k accounts worldwide. In this instance “account ownership” is defined as the bank employee who is responsible for verifying and attesting to monthly transactions and balances in each individual account. Each account owner can have one or many individual accounts. I have developed an MS Access database to house the account information, and have developed an MS InfoPath form to collect data from the account owner. Currently, I have a direct connection between the database and the form but would like to migrate to MS SharePoint site because of the limitations (both user and security) of MS Access. Ideally, on a monthly basis, I would like to: 1.) Identify the accounts which require an update. (Currently a manual process in MS Access) 2.) Consolidate the accounts by account owner. (Currently done via a query in MS InfoPath) 3.) Send an email via MS Outlook containing the MS InfoPath form. (Currently being done with a MS Excel worksheet) 4.) When the individual user “Submits” the form, I would like to have the form saved to a MS SharePoint Document Library, and the actual data saved to a MS SharePoint list. I would like to have both because the actual form eases audit, and the list allows for a workflow. (Currently being done with a MS Excel worksheet). 5.) Once the (validated) data is returned from the original user, my group performs analysis on the response and tags each account with additional information. I would like to create workflow around this process (and institute KPIs for management review). 6.) Once tagged with the additional information, I would like to move the updated account information back into the MS Access Database. I am curious to know more about: 1.) How do I automate the production of several hundred MS InfoPath forms and have them mailed directly to the individual account owner. (Remember each account owner can have one or many accounts. I do not want to send any one user more than one email on a monthly basis, and I do not want to produce the forms individually. Is there a “Mail Merge” type functionality that I can take advantage of?) 2.) How do I best receive the response from the individual user? Should I have the responses emailed to me, and then run a batch job every day with the underlying XML or would it be best to have each response sent to a SharePoint site? Would the individual user need to have access to the site in order to submit the data? If this is the case I would assume that I could manually bulk upload the responses to the SharePoint site… But some guidance would be much appreciated. Thank you in advance for your thoughts! Best, JackJack Kiernan
April 13th, 2011 4:52pm

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