What is InfoPath? Features, Challenges, Alternatives

InfoPath was a powerful tool that changed the way businesses managed forms and workflows. Part of the Microsoft Office family, InfoPath allowed you to create XML based forms to collect, share and integrate data with enterprise workflows. Although discontinued in July 2021, InfoPath left a lasting impact on organizations that used its advanced form building capabilities, leading many to seek an InfoPath alternative.

In this guide we’ll go into the main features of InfoPath, how it helped enterprises, streamlined processes and solved complex problems.

What is InfoPath?

InfoPath was a tool for creating and managing electronic forms and XML based forms. At its heart it was a form designer where businesses could design forms and workflows to their exact needs. These forms could be published across the network or used with SharePoint Services to collect and store data. It was particularly useful for enterprises that needed to get forms into their workflows quickly.

InfoPath Features

1. Form Creation and Management: The Cornerstone of InfoPath

InfoPath’s core was its ability to design and manage forms with precision. Businesses use forms as their primary tool for data collection, and InfoPath has taken this to a new level by implementing XML-based forms that can be adapted to complex needs, thereby optimizing business processes.

Form Creation Features

• User Friendly Interface: InfoPath’s design tools were simple, users with no technical skills could create forms with a drag and drop approach. This made form creation accessible to everyone, not just the IT team.
• Customizable Fields: Infopath had a wide range of form elements: from text boxes to drop down menus and checkboxes. Each field could have its own data validation rules so data was accurate during entry. Additionally, existing InfoPath forms could be customized to meet specific business needs.
• Dynamic Layouts: InfoPath had advanced layout controls so you could create forms that adapted to different screen sizes and resolutions. This was important for businesses that worked in different environments, desktops to mobile devices.

Advanced Features

• Template Libraries: You could store frequently used forms in central libraries so they were accessible to multiple teams.
• Integration with Databases: Forms could pull and push data from databases so there was a seamless loop between front end user input and back end storage systems.

Industrial Use

In production and quality management this feature allowed businesses to create forms for tasks like inspection records and maintenance logs. For example a manufacturing company could create a form that calculated inspection pass rates based on predefined rules so it was consistent and accurate.

2. Logic Integration: Intelligent Forms

InfoPath’s logic integration was one of its standout features. Beyond static forms it allowed dynamic behaviour so forms could be interactive and respond to user input.

Embedded Rules

• Conditional Logic: Fields could be shown or hidden based on input from other fields.
• Automated Calculations: InfoPath had formulas and functions so you could do calculations like totals, averages or percentages within the form.
• Validation Rules: Rules could enforce data entry standards, for example require phone numbers to be in a certain format or fields not be left blank.

Technologies

InfoPath used multiple programming and markup languages to achieve its dynamic functionality:

1. XML (Extensible Markup Language): XML structured the content so forms were portable and readable by other systems. This also made integration with external tools easier.
2. C#: For advanced users InfoPath forms could have C# code to execute complex logic or connect to APIs.
3. VBA (Visual Basic for Applications): VBA allowed users familiar with Microsoft Excel to use similar scripting in InfoPath forms.

Challenges with Logic Integration

While these features were powerful they also introduced complexity:

• Custom code was hard to maintain when the original author left the company.
• Logic errors could cause unpredictable behaviour and disrupt workflows.
• Debugging and troubleshooting was not always straightforward and required special skills.

Industrial Use

Logic integration made InfoPath a natural fit for industrial use cases like compliance tracking. For example forms could have logic to flag deviations in test results automatically and alert teams to potential quality issues.

3. SharePoint Compatibility: Unlocking Collaboration

InfoPath’s integration with Microsoft SharePoint took it from a form tool to a collaboration powerhouse, especially with the use of SharePoint forms. By using SharePoint you could deploy, manage and share forms across teams and improve workflow.

Features

• Web Deployment: InfoPath forms could be published to SharePoint Online so they were accessible via web browsers. No need for users to have InfoPath installed locally.
• Workflow Integration: SharePoint workflows could trigger actions based on InfoPath form submissions. For example submitting a form could start an approval process, assign tasks or notify stakeholders.
• Centralised Storage: SharePoint stored completed forms so all data was secure and easily accessible.

Benefits of Collaboration

• Accessibility: Team members could access forms from anywhere so remote and decentralised operations were possible.
• Real Time Updates: Changes to forms on SharePoint were reflected across all users instantly so consistency was ensured.
• Audit Trails: SharePoint kept logs of form submissions and edits so accountability and compliance was supported.

Industrial Use

In production environments SharePoint integration enabled real time tracking of tasks like equipment maintenance. A technician could fill out a maintenance checklist on site and the data would update in the company’s central system instantly.

4. Enterprise Focus: Meeting Corporate Requirements

Unlike generic form builders InfoPath was designed with enterprise users in mind. Its features addressed the complexity of large scale operations so it was a valuable asset for businesses.

Customization for Enterprises

• Scalability: InfoPath could handle large volumes of forms and data without performance degradation so was perfect for organizations with big documentation needs.
• Role Based Access: Forms could be configured to grant or deny access based on user roles so sensitive data was secure.
• Integration with Microsoft Ecosystem: InfoPath worked with other Microsoft Office tools like Excel, Word and Outlook so data could be shared and multi tool workflows.

Industrial Use

For manufacturing companies InfoPath was used for end to end documentation. Quality assurance teams used it to create inspection logs which were then sent to managers for review and stored for regulatory audits.

5. Better User Experience: Balancing Power and Simplicity

Despite its power InfoPath tried to be user friendly. Its design was focused on accessibility for users with different levels of technical expertise.

Making Complex Tasks Simple

• WYSIWYG Editor: The “What You See Is What You Get” editor allowed users to design forms visually so no manual coding was required.
• Predefined Templates: InfoPath had templates for common use cases like surveys and feedback forms so deployment was rapid.

Customization Options

For users who wanted more control InfoPath had:

• Styles and Themes: Forms could be branded with company colours and logos.
• Language Support: InfoPath had multilingual forms for global teams.
• Localisation: Date and number formats could be set to match regional standards.

Industrial Use

In industries where technicians and operators may not have advanced computer skills InfoPath’s user friendly design meant forms could be completed with minimal training.

While useful InfoPath wasn’t without its problems.

InfoPath Challenges

While InfoPath was a powerful tool, its limitations became apparent over time, especially for InfoPath users facing the transition to Power Apps.

Common Problems:

1. Media Discontinuities: Users would experience gaps when InfoPath forms were integrated with other applications or workflows.
2. Programming Blind Spots: Custom code added complexity so it was hard to understand or debug.
3. Maintenance Issues: No versioning system meant errors in updates or changes could cause operational downtime.
4. Limited Scalability: InfoPath didn’t have the features needed for modern industrial use cases like persistent identifiers (PIDs) or advanced revision control.

This uncertainty highlighted the need for a more reliable and user-friendly solution.

InfoPath Replacement Alternatives

The shutdown of InfoPath has forced companies to look for alternatives that offer similar functionality but address the issues. Here are the main categories:

1. Other Microsoft Office Tools

Microsoft has other options:

• Excel with VBA: A great tool for creating checklists and protocols, but requires complex training to work with complex logic.
• Microsoft Forms: Good for simple data collection but limited in customization.

While these are familiar to many users, they may not replace InfoPath completely, especially in industrial use cases. With the discontinuation of InfoPath, many organizations are looking for a suitable Microsoft InfoPath replacement to avoid security vulnerabilities and compatibility issues.

2. Custom Software

Custom built solutions offer the flexibility to address specific needs:

• Pros: Customized functionality and precision in addressing unique problems.
• Cons: High development costs, ongoing maintenance and potential for undocumented features or logic.

Custom software can be an expensive and resource-intensive approach.

3. Standard Software

Off the shelf solutions, including Power Apps, offer a balance of functionality and usability. Examples:

• Typeform: Good for visually nice forms for basic use cases.
• Google Forms: Simple for simple checklists and data collection.
• ClaySys AppForms: A powerful tool that supports logic and integration with other systems.

These are user friendly and cost effective but may not have the advanced features needed for industrial use cases.

Dynamic Checklist Software: The Answer

For industries that need more than forms, dynamic checklist software is the perfect InfoPath replacement. These platforms are designed to overcome the limitations of traditional tools and address the specific needs of production and quality management workflows.

Why?

1. Full Functionality: These platforms have features like versioning, persistent IDs and integrated media (e.g. images and videos).
2. Ease of Migration: Many solutions allow automatic import of existing XML or JSON data so it’s easy to transition from InfoPath.
3. User Friendly Customization: No code principles means you can make changes to forms and protocols quickly and easily without needing to be a programmer.
4. Industrial Scalability: Dynamic checklist software, including Power Apps forms, is built for big use, with robust systems for tracking changes and compliance.

Conclusion

Microsoft InfoPath was great for workflows through customizable XML forms. But it’s discontinued and companies need to find alternatives that can meet their evolving needs. While Excel, custom software and standard solutions are options, dynamic checklist software is the perfect answer for industrial use.

By addressing InfoPath’s limitations and adding features for modern workflows, dynamic checklist platforms give you seamless integration, scalability and usability. As companies move into the post-InfoPath era these solutions are the clear path forward, innovation meets practicality to increase productivity and efficiency.