Retrieve User's Manager In InfoPath 2013 With SharePoint Online

In this comprehensive guide, we will delve into the intricacies of using InfoPath 2013 with SharePoint Online in Office 365 to retrieve a user's manager information. This is a common requirement in many business scenarios where you need to route forms or display information based on the user's reporting hierarchy. We will explore the use of the User Information List data connection, its limitations, and alternative approaches to achieve this functionality effectively. This article aims to provide a detailed, step-by-step approach, ensuring that you can implement this solution seamlessly in your own SharePoint environment. Understanding how to access and utilize user profile data, particularly manager information, is crucial for creating dynamic and user-centric forms within SharePoint. By the end of this guide, you will have a solid understanding of how to configure InfoPath forms to retrieve and display user manager details, enhancing your form's functionality and user experience.

Understanding the User Information List

When working with SharePoint Online and InfoPath, the User Information List is a valuable resource for accessing user-related data. It automatically synchronizes with the SharePoint user profiles, providing a convenient way to retrieve information such as user names, email addresses, and department details. To retrieve user information using the User Information List in InfoPath, you would typically add a data connection to your form. This data connection allows you to query the list and retrieve specific user properties. This process usually involves selecting the 'GetUserProfileByName' web service, which is designed to fetch user details based on the username. However, it's important to note that while the User Information List provides a good starting point for user data, it has some limitations when it comes to retrieving manager information directly. For example, the manager field in the User Information List might not always be populated or up-to-date, depending on how user profiles are managed within your organization. Additionally, the direct approach of querying the User Information List might not scale well for complex organizational structures where manager relationships are not straightforward. Therefore, while the User Information List is a helpful tool, it is often necessary to explore alternative methods, such as using the SharePoint REST API or custom code, to reliably retrieve user manager information in more complex scenarios.

Limitations of Using User Information List for Manager Retrieval

While the User Information List appears to be a straightforward solution for retrieving user information, including manager details, it's crucial to understand its limitations, especially in dynamic and complex organizational structures. One of the primary limitations is the data synchronization frequency. The User Information List synchronizes periodically with the SharePoint user profiles, which means that changes to a user's manager might not be reflected immediately in the list. This delay can lead to inaccuracies in your InfoPath forms if they rely on real-time manager information. Another significant limitation is the reliability of the manager field itself. The manager field in the User Information List is populated based on the user's profile in the SharePoint directory. If the user profiles are not consistently maintained or if the manager information is missing or outdated, the User Information List will not provide accurate results. Furthermore, the User Information List does not handle complex reporting hierarchies well. If an organization has a matrix structure or multiple layers of management, the simple manager field in the User Information List may not capture the full reporting chain. In such cases, you would need a more sophisticated approach to traverse the organizational hierarchy. Therefore, while the User Information List is useful for basic user data, it is often insufficient for reliably retrieving manager information, especially in larger organizations with complex reporting structures. This necessitates exploring alternative methods that can provide more accurate and up-to-date manager data.

Alternative Approaches for Retrieving Manager Data

Given the limitations of the User Information List, several alternative approaches can be employed to retrieve user's manager data more effectively in SharePoint Online and InfoPath. These methods provide greater flexibility and accuracy, especially in complex organizational structures. One such alternative is using the SharePoint REST API. The REST API allows you to query SharePoint data directly using HTTP requests, providing access to a wide range of user profile properties, including the manager. You can construct a REST API call to retrieve a user's properties, including their manager, by specifying the user's login name or ID. This method offers real-time data retrieval, ensuring that you get the most up-to-date manager information. Another powerful approach is to use Power Automate (formerly Microsoft Flow). Power Automate allows you to create automated workflows that can retrieve user profile data and store it in a SharePoint list or variable. You can then use this data in your InfoPath form. Power Automate provides connectors to access user profiles and retrieve manager information, making it a versatile tool for this purpose. Additionally, you can use custom code, such as C# or PowerShell, to access the SharePoint user profile service and retrieve manager data. This approach offers the most flexibility but requires more technical expertise. You can write code to traverse the organizational hierarchy, handle complex reporting structures, and retrieve manager information based on specific criteria. Each of these alternative methods offers a unique set of advantages and trade-offs, allowing you to choose the approach that best suits your specific requirements and technical capabilities.

Using the SharePoint REST API to Get User's Manager

The SharePoint REST API provides a robust and flexible way to retrieve user manager information, overcoming the limitations of the User Information List. This method allows you to directly query SharePoint data using HTTP requests, ensuring you get the most up-to-date information. To use the SharePoint REST API, you'll need to construct a specific URL that targets the user profile service. This URL typically includes the site URL, the API endpoint for user profiles, and the user's login name or ID. For example, you can use the _api/SP.UserProfiles.PeopleManager/GetUserProfileProperty endpoint to retrieve a specific user property, such as the manager. The basic steps involved in using the REST API are as follows: First, you need to authenticate your request. In InfoPath, this often involves using the user's credentials or an access token. Next, you construct the REST API URL with the appropriate parameters, such as the user's login name and the property you want to retrieve (in this case, the manager). Then, you send an HTTP request to the SharePoint server using the URL. Finally, you parse the JSON response to extract the manager's information. This typically involves using JavaScript or other scripting languages within your InfoPath form. One of the advantages of using the REST API is that it provides real-time data, ensuring that you get the latest manager information. It also allows you to handle complex organizational structures and retrieve manager data based on specific criteria. However, using the REST API requires some programming knowledge and an understanding of HTTP requests and JSON parsing. You'll need to write code to construct the URL, send the request, and process the response. Despite this, the SharePoint REST API is a powerful tool for retrieving user manager data in InfoPath forms, providing a reliable and flexible solution.

Step-by-Step Guide: Implementing REST API in InfoPath

To effectively implement the SharePoint REST API for retrieving user's manager information in InfoPath, a step-by-step approach is crucial. This guide will walk you through the process, ensuring a clear understanding of each stage. First, open your InfoPath form in design mode. This allows you to modify the form's data connections and add custom code. Next, you need to add a data connection to your form that will use the REST API. Go to the Data tab and click on "From Web Service." In the Data Connection Wizard, enter the URL for the SharePoint REST API endpoint. This URL will typically look like _api/SP.UserProfiles.PeopleManager/GetUserProfilePropertyFor(accountName=@v,propertyName='Manager')?@v='your_user_account'. Replace your_user_account with the account for whom you want to retrieve the manager. You may need to adjust the URL based on your specific SharePoint environment and requirements. After entering the URL, you'll be prompted to authenticate the data connection. This usually involves providing the user's credentials or using an access token. Once the data connection is configured, you need to add a field to your InfoPath form to display the manager's information. This can be a simple text box or a more complex control, depending on how you want to present the data. Next, you'll need to write code to execute the data connection and retrieve the manager's information. This typically involves using JavaScript within your InfoPath form. You'll need to handle the response from the REST API, parse the JSON data, and populate the field you added to the form. Finally, test your form to ensure that the REST API is working correctly and that the manager's information is being displayed as expected. This may involve debugging your code and adjusting the data connection settings as needed. By following these steps, you can successfully implement the SharePoint REST API in your InfoPath form and retrieve user's manager information reliably.

Power Automate for Retrieving Manager Information

Power Automate, formerly known as Microsoft Flow, offers a powerful and user-friendly alternative for retrieving user manager information in SharePoint Online and integrating it with InfoPath forms. This approach leverages automated workflows to fetch and store user profile data, which can then be accessed by your forms. To begin, you need to create a new flow in Power Automate. Start with a trigger, such as "When an item is created or modified" in a SharePoint list, or a scheduled trigger if you need to update manager information periodically. Next, add an action to retrieve the user's profile. You can use the "Get user profile (V2)" action, which allows you to fetch user properties based on their email address or user principal name. You'll need to provide the user's identifier as input for this action. Once you have the user profile, add another action to extract the manager's information. The manager's email address is typically stored in the "Manager" property of the user profile. You can use this property to retrieve the manager's full profile if needed, or simply store the manager's email address for use in your InfoPath form. Next, you can store the manager's information in a SharePoint list or a variable. This allows you to easily access the data from your InfoPath form. You can use the "Create item" or "Update item" action to store the manager's information in a list, or the "Initialize variable" and "Set variable" actions to store it in a variable. Finally, in your InfoPath form, add a data connection to the SharePoint list or variable where you stored the manager's information. You can then display the manager's information in your form using a text box or other control. Power Automate provides a visual interface for creating workflows, making it accessible to users with varying levels of technical expertise. It also offers robust error handling and monitoring capabilities, ensuring that your manager information is retrieved and stored reliably. By using Power Automate, you can automate the process of retrieving user manager information and seamlessly integrate it with your InfoPath forms.

Custom Code Solutions: C# and PowerShell

For organizations with complex requirements or a need for highly customized solutions, using custom code such as C# or PowerShell offers the greatest flexibility in retrieving user manager information in SharePoint Online. This approach allows you to directly interact with the SharePoint user profile service and implement sophisticated logic for traversing organizational hierarchies and handling exceptions. When using C#, you can leverage the SharePoint Client Object Model (CSOM) to connect to SharePoint and retrieve user profiles. This involves creating a ClientContext object, authenticating with SharePoint, and then using the PeopleManager class to fetch user profiles and their properties, including the manager. You can write code to recursively traverse the organizational hierarchy, retrieving the manager's manager, and so on, if needed. C# provides a robust and efficient way to retrieve user data, but it requires a good understanding of the SharePoint CSOM and .NET programming. On the other hand, PowerShell offers a scripting-based approach that is well-suited for automating tasks in SharePoint. You can use the Get-PnPUser cmdlet from the PnP PowerShell library to retrieve user profiles and their properties. PowerShell scripts can be easily scheduled and executed, making it a good option for periodic updates of manager information. Similar to C#, you can write PowerShell scripts to navigate the organizational hierarchy and retrieve manager data based on specific criteria. Both C# and PowerShell provide powerful tools for retrieving user manager information, but they require technical expertise and a deeper understanding of SharePoint development. The choice between C# and PowerShell depends on your specific requirements, technical skills, and the level of customization needed. Custom code solutions offer the most flexibility but also require more effort to develop and maintain.

Best Practices for Implementing Manager Retrieval

Implementing user manager retrieval in SharePoint Online and InfoPath requires careful planning and adherence to best practices to ensure accuracy, performance, and maintainability. One of the key best practices is to choose the right method for your specific requirements. Consider the complexity of your organizational structure, the need for real-time data, and your technical expertise when selecting between the User Information List, SharePoint REST API, Power Automate, or custom code. If your organization has a simple hierarchy and you don't need real-time updates, the User Information List might suffice. For more complex scenarios, the REST API, Power Automate, or custom code offer greater flexibility and accuracy. Another important best practice is to optimize performance. Retrieving user profiles can be resource-intensive, especially in large organizations. Avoid making unnecessary calls to the SharePoint user profile service. Cache user manager information whenever possible and use efficient queries to retrieve only the data you need. Error handling is also crucial. Implement robust error handling mechanisms to gracefully handle situations where manager information is missing or outdated. This might involve displaying a default value or alerting an administrator. Security should be a top priority. Ensure that your data connections and code are secure and that you are only retrieving the information that is necessary. Avoid storing sensitive information in your InfoPath forms or in client-side code. Testing is essential to ensure that your manager retrieval solution is working correctly. Test your solution thoroughly with different users and scenarios to identify and fix any issues. Finally, document your solution clearly. This will make it easier to maintain and troubleshoot in the future. Include details about the data connections, code, and any custom configurations. By following these best practices, you can implement a reliable and efficient solution for retrieving user manager information in SharePoint Online and InfoPath.

Conclusion

In conclusion, retrieving user's manager information in SharePoint Online using InfoPath forms is a common requirement with several viable solutions. While the User Information List offers a basic approach, its limitations necessitate exploring alternative methods like the SharePoint REST API, Power Automate, and custom code solutions for more complex scenarios. The SharePoint REST API provides a flexible way to query user profiles directly, ensuring up-to-date information, but requires some programming knowledge. Power Automate offers a user-friendly interface for creating automated workflows to fetch and store manager data, making it accessible to a broader audience. Custom code solutions, such as C# and PowerShell, offer the greatest flexibility but demand more technical expertise. When implementing these solutions, it's crucial to adhere to best practices, including choosing the right method for your needs, optimizing performance, implementing robust error handling, prioritizing security, and thoroughly testing your implementation. By carefully considering these factors, you can create a reliable and efficient system for retrieving user manager information, enhancing the functionality and user experience of your InfoPath forms. This comprehensive guide has equipped you with the knowledge to make informed decisions and implement the best approach for your organization's specific needs. Remember to document your solution clearly to facilitate future maintenance and troubleshooting. With the right approach, retrieving user's manager information in SharePoint Online can be a seamless and valuable addition to your form-based workflows.