Working with SharePoint Forms

See the K2 for SharePoint Administration section for information on integrating K2 with SharePoint.

When you create a K2 application for a SharePoint List or Library, you can either use the standard SharePoint Forms as the user interfaces for your application, or replace them with generated K2 smartforms that you can customize and modify with the K2 forms designer tool.

You can configure the Forms that the Application will use when you create the K2 Application, or when you generate SmartForms from the K2 Application page. To use K2 smartforms as the user interfaces for your application, select the Use K2 smartforms as the New, Edit and Display forms for this list/library check-box, as shown below. If you do not check this option, your K2 application will use the standard SharePoint forms to work with items in the library/list.

Generating SmartForms for the application

If you change the Forms option after creating a workflow for your Application, you must update the task in the workflow and point it to the correct form to use to prevent the workflow from failing.

You can create re-usable forms for lists or libraries with the same structure. This is useful when you customize your SmartForms with a special layout of the columns or formatting of the text, and want to see those customizations on other matching lists or libraries. For further information see Reusing K2 for SharePoint SmartForms

Using Forms in the application Workflow

To use SharePoint forms in the workflow as workflow task forms, use the Basic Task Form (located under Form Type of the Task), and then specify the URL to open the SharePoint form. To use a SmartForm, Custom form or No Form in the workflow, see the Form tab topic in the workflow designer documentation.

Using a SharePoint Form as the task form in a workflow

Using Content Types in SharePoint Forms

If the list or library utilizes SharePoint Content Types, you can use the Forms Settings screen to decide which forms should be used for the New, Edit, and Display forms for each content type in the list.

Each Content Type can be set to make use of standard SharePoint forms or K2 smartforms. Follow these steps to set the default functionality for each Content Type:

  • After creating data and forms, open the K2 for SharePoint application and select Settings > Form Settings
  • From the Manage Form Settings screen, select the Content Type from the drop-down and then select which form should be used for the New, Edit, and Display forms for that content type as shown below: