SharePoint 4 Developers

Hi folks,

This post is the continuation of the lesson 1 Core SharePoint Features. In this post you can find the definition, utilization and example of views.

As a resource, it makes easier the selection and display of items, specially if your list/library has many items.

Have a good reading!

Views

Basically a view is a visual representation of data in a List/Library based on a selection criteria, which defines how data is displayed.

Why to use views?

Imagine a library full of items, maybe with hundreds of documents. It becomes difficult to find a document visually in the middle of others. In order to facilitate its localization, a view can be created, because it works as a filter.

The view All Documents was created automatically when the library VIDocs was created firstly, according the last post. Figure 1 displays the All Documents view by default.

Figura 1 – Default View

At this moment we have few documents in the library, however, depending on the utilization, this list can grow and then it can be difficult to localize documents.

So let´s create a view based on the column FileType of our last example.

Open the menu that contains all views and select Create View, according Figure 2.

Figure 2 – Create a view

A set of views is displayed according Figure 3, each one with specific features, detailed in the Table 1.

Figura 3 – View Format

Table 1 – Types of views available

Other types of views may be available. In the Figure 3 there is an additional type of view called Access view, which starts an Access file to create forms and reports that are based on the list.

Select the Standard View format.

We are about to create a view that groups documents of same type based on the column FileType, as displayed in Figures 4, 5, 6 and 7.

Figure 4 – View VIDocs (1/4)

Figure 5 – View VIDocs (2/4)

Figure 6 – View VIDocs (3/4)

Figure 7 – View VIDocs (4/4)

It needs to fill many fields (textbox / option fields) throughout the creation of view, according figures above. Depending on the view you need, other fields may be needed. You can find below a description in details of the displayed sections:

Table 2 – View Configuration

The following view will be displayed after clicking OK, which is grouped by the FileType column, according Figure 8.

Figure 8 – View VIDocs (Grouped by FileType)

Notice that each FileType group displays the amount of files. Click the symbol (+) to expand the grouping and see all contained documents.

Lesson 1 is not finished yet, today you could learn about views. In the next post I am going to present you web parts.

Hope it could help!

Reference:
http://office.microsoft.com/en-us/sharepointtechnology/HA100215771033.aspx

Cheers,

Marcel Medina

Click here to read the same content in Portuguese.

Hi folks,

This post is the continuation of the lesson Core SharePoint Features. Today we are going to see definitions, types and an example of how to create Columns.

It contains many figures that facilitate the understanding and learning.

Let´s go to another post belonging to this series!

Site Columns

Site Columns are column definitions that can be assigned to multiple lists across multiple SharePoint sites (available at the scope of Site Collection).

Due to the fact they are shared, Site Columns eliminate the need to create repeated columns (redundancy) in each site, ensuring consistency of column metadata. However Site Columns can be copied to Lists and then to belong exclusively to the List, becoming List Columns.

Site Columns and List Columns can be added to Content types*.

Keeping up with our example started in the previous post, now we´re going to create a column called FileType in the library VIDocs, which will contain the definition of the file type that was created or uploaded.

Every time you create a column to your list, preferably add a column based on an existing column, through Settings > Document Library Settings > Add from existing site columns. If the column doesn´t exist (as in this case), firstly we must create the site column and then add it to our library.

In order to create the column go to Site Actions > Site Settings > Site columns (under Galleries), according Figure 1 and 2.

Figure 1 – Site Settings Menu

Figure 2 – Site Settings

Click Create.

Figure 3 – Site Column Gallery

Next step is the column creation, however the selection of the column type to our example is needed. Table 1 displays the existing column types available in SharePoint and their features.

Table 1 – Existing Column Types

In our example the column FileType must be a column of type Choice and have these elements: Word Document, Excel Spreadsheet, Portable Document Format, Text File, XML File and Image File.

Table 2 displays the column settings and figures 4, 5 and 6 display the screenshot details.

Table 2 – Column Settings

Figure 4 – New Site Column (1/3)

Figure 5 – New Site Column (2/3)

Figure 6 – New Site Column (3/3)

Click OK to create the Site Column.

After creating the column, we need to configure our library VIDocs to display it. Open the library and go to Settings > Document Library Settings, according Figure 7.

Figure 7 – Document Library Settings Menu

Then click in Add from existing site columns according Figure 8.

Figure 8 – Document Library Settings

A new page will be displayed to select the column, according Figure 9. Select it and click OK.

Figure 9 – Adding columns from existing Site Columns

This way the column will be added to the library VIDocs. In the Figure 10 we can check out the updated library with the FileType column available (and filled).

Figure 10 – FileType Column

Once the column is created, our example will be used in the next part of lesson 1, which continues in the next post, containing explanations about views.

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content types* - Collection of content settings. (To be seen in another lesson)
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References:
http://msdn.microsoft.com/en-us/library/ms450825.aspx
http://office.microsoft.com/en-us/sharepointtechnology/HA101577691033.aspx
Book: Essential SharePoint 2007 (Addison Wesley Series)
Book: Essential SharePoint 2007, Second Edition (O'Reilly, 2007)

Cheers,

Marcel Medina

Click here to read the same content in Portuguese.

Hi folks,

This is my debut post of a new section called Troubleshooting. In this section we are going to check out some messages and errors that are displayed when utilizing Sharepoint, an approach in the point of view of a user and administrator.

I believe this section will help everybody with a full solution, thereby avoiding to waste hours investigating problems.

Today I´m presenting a message that is displayed due to a problem with the Microsoft Office installed in the client machine.

Some time ago a client showed me this message when trying to create new documents in a Document Library (Shared Documents):

The document could not be created.
The required application may not be installed properly, or the template for this document library cannot be opened.
Please try the following:
1. Check the General Settings for this document library for the name of the template, and install the application necessary for opening the template. If the application was set to install on first use, run the application and then try creating a new document again.
2. If you have permission to modify this document library, go to General Settings for the library and configure a new template.

Figure 1 – Alert Message

Both options above didn´t solve my problem, because they didn´t fit in the scenario I had.

What to do? I was sure the problem was in the client environment, but so far I didn´t have a solution.

Googling it, I got an idea of possible bugs, but nothing 100% sure. Some comments pointed out the execution of MS Diagnostics tool to get the solution.

Well done!

This issue occurs due to problems in the user machine, like: Setup Installation, RAM failures, disk failures or the lack of upgrades (Service Pack).

Diagnostic Tool

MS Office Diagnostics is available at:

Figure 2 – Microsoft Office Diagnostics Path

Or through the folder: C:\Program Files\Common Files\Microsoft Shared\OFFICE12\OFFDIAG.EXE

It is a simple application, that can be executed in few steps “Next, Next, Finish”.

Figure 3 – Initial Screen

Basically some verification is performed:

· Check for known solutions – Analyses the recent cases in which MS Office had problems and search for known solutions.

· Memory Diagnostic – Analyses RAM integrity.

· Compatibility Diagnostic – Analyses different installed versions of MS Office and possible conflicts.

· Disk Diagnostic – Analyses logs and monitoring tools to find failures.

· Setup Diagnostic – Analyses files and register settings related to the MS Office installation.

Figure 4 – Presentation of items to be checked out

As the application runs, some status messages are displayed according Figure 5, which can be verified through this link: http://office.microsoft.com/en-au/visio/HA011863431033.aspx

Figure 5 – Verification

After executing (it can take a while), a summarization shows all repairs done (in my machine nothing was found), according Figure 6:

Figure 6 – Summarization

In order to view the problems found in details, click Detailed results.

If a problem is found, it will be repaired and the button Continue won´t be displayed. Just the button Close will be available.

Once you click over the button Continue, a web page is loaded according Figure 7:

Figure 7 – Loading Web Page

This is the page that is going to be displayed.

The querystring of the link above can vary (e.g: ShowHelp), hence the items in exhibition.

Hope this helps,

References:
http://office.microsoft.com/en-us/help/HA012340761033.aspx
http://office.microsoft.com/en-au/visio/HA011863431033.aspx

Cheers,

Marcel Medina

Click here to read the same content in Portuguese.