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Workflow Hero

Stop allowing registrations after 25 people have signed up?

I have created a form that is linked to a list in Sharepoint. Potential class attendees can sign up for 1 of 4 classes found on a drop down menu. How can I make the form automatically stop allowing registrations after 25 people have signed up for each separate class?

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Workflow Hero

Re: Stop allowing registrations after 25 people have signed up?

Hi Inger Spikner,

I have done a similar on Infopath sometime back but the idea should be similar. There are 2 lists. 1 list has the schedule and available number of slots for each class i.e. 25 in your case.

2nd list will be the list where registration happens.

Using lookup, get the number of available slots each time user selects the class from a drop down. Once the user submits, start a workflow to reduce the number of slots in list 1 by 1 for the corresponding class.

Next time when the lookup happens for the same class, it should be one less.

Create a validation on the slot lookup, if it is equal to 0, then dont submit or disable the submit button if slots=0. Hope it explains the basic idea behind it. I have not created this in NF so cannot share.

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Re: Stop allowing registrations after 25 people have signed up?

Hi Inger,

You have to options.

1. You could achieve this with workflow and only 1 list querying same list on class type field with query list action, and if your limits are exceeded then you just delete the form and inform user by email.

2. The harder to achieve but more user friendly. You will need to script Nintex form with Javascript using SharePoint client object model. You can build validation javascript function which will query same list on class type field counting occurrences of potential class attendees. And afcourse that column must be marked as required.

Hope it helps.

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Workflow Hero

Re: Stop allowing registrations after 25 people have signed up?

Thanks so much for your response.

It is exactly what I need, however, I am new to SharePoint/Nintex and need more specific instructions.

How SPECIFICALLY do I make this happen: Using lookup, get the number of available slots each time user selects the class from a drop down. Once the user submits, start a workflow to reduce the number of slots in list 1 by 1 for the corresponding class.

Also, can you provide the specific instructions on how to do this action as well? For example, what Action Set do I need to add to my workflow that would reduce the number of class slots by one each time & WHERE on the Workflow should I put this new action?: Using lookup, get the number of available slots each time user selects the class from a drop down. Once the user submits, start a workflow to reduce the number of slots in list 1 by 1 for the corresponding class.

Inger N. Spikner

IT Business Unit Liaison

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Workflow Hero

Re: Stop allowing registrations after 25 people have signed up?

Hi,

are you able to send detailed instructions on how to accomplish your instructions?

How to ----

Use lookup, to get the number of available slots each time user selects the class from a drop down. Once the user submits, start a workflow to reduce the number of slots in list 1 by 1 for the corresponding class.

Next time when the lookup happens for the same class, it should be one less.

Create a validation on the slot lookup, if it is equal to 0, then dont submit or disable the submit button if slots=0.

ALSO,

How can I clear my list.  I have signed up about 40 times to test the registration process----how can I CLEAR all my DUMMY registrations that I have created in order to prepare for the REAL registrants to sign up?

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Workflow Hero

Re: Stop allowing registrations after 25 people have signed up?

One quick way, if you can have a form per class, you can submit these to Nintex Live and set the Maximum Submissions setting to 25. Users can click on the links to these forms found on a single page.

But this requires anonymous submissions. So the user will have to write in their names on the form to sign up.

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