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What's in a List


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SharePoint Saturday Austin, January 21, 2012

SharePoint Saturday Austin, January 21, 2012

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  • More Fun Rich Features with SharePoint 2010 Lists
  • Zoom-It is Control + 1Control + 4 go backControl +2 to draw
  • One of the biggest changes between SharePoint 2007 and SharePoint 2010 was the introduction of the Ribbon. Any of you that have been using some of the new Microsoft Office suite are familiar with the Ribbon in Word and Excel. Microsoft has now incorporated this Ribbon in SharePoint.In Standard ViewThe SharePoint ribbon has more functionality, for example adding, editing, and deleting list items are right at your fingertips.Ribbon, Select item, ActionDialog boxMenu driven (drop down list)In Datasheet ViewLook much like an Excel spreadsheet or Access database view and has similar functions.NOTE: Caveats with datasheet view a) must have a browser that supports ActiveX controls b) Office 2003 or later, 2007, with 2010 – must be 32 bitNEW One remedy for overcoming this issue is InLine editingDEMO
  • Look at how everything is categorized: New, Manage, Actions, Share & Track, Workflows, Tags and NotesNew – Give you the option to add a new item or create a new folderManage – is for Viewing and Item and Editing and Item. Also you can manage Version History, Item Permissions and Delete item.Actions – Attach a file.Share and Track – Alert meWorkflows – Create a workflow and approve/RejectTag and Notes – introduces the new social element that is in SharePoint 2010
  • Items – create a new item in a list, view item, edit item, version history of the item, item permissions and delete item.
  • List Gears shows details of what you can do with a list by breaking the tools in to two categories:Item choices
  • Create new list [list more choices]Site Actions [list more options]
  • Clearly, declaring uniqueness is not a trivial issue, so it is important to define precisely what is meant by "unique." SharePoint Foundation evaluates column values and determines uniqueness based on its evaluation of the values present in the column. For the evaluation, SharePoint Foundation uses the sort order of the site (the SPWeb) to do uniqueness comparisons. Note that the comparison is case-insensitive, so the values "hello world" and "Hello World" are evaluated as equivalent.
  • This has it’s place:Case study of SharePoint 2007 to SharePoint 2010 migration. We had a migration that involved Active Directory, Exchange on prem to BPOS, and SharePoint upgrade. There were 1,400 users and a team of 20 people that had to interact with the list whether that was checking status, data entry, or change orders. It was imperative that there be no duplications on the list, all users had to be unique.
  • This was not available in SharePoint 2007
  • Check to Allow inline Editing
  • A word about indexingSharePoint will index less than 5,000 items, if you have moreYou can think of indexing as keeping list information in current memory, this is particularly helpful in large lists, why, because SharePoint does not have to churn through all columns in the list to display the information you need to see and work with.
  • This time window should be after hours so that the system is not bogged down.
  • The other actions are adding key filters
  • Backward-Compatible Event HandlerOffice 2007Represents a server-side code routine that is called when registered events occur within a SharePoint document library. Backward-compatible event handlers can be attached to and have the scope of a document library only.Real World ExampleA business process site based on Microsoft Office SharePoint Portal Server 2003 has a requirement that whenever a new document is added to a specific forms library, it should initiate the creation of a Web site inside the site collection. An event handler is registered to trigger on “new item created” events that call a routine that examines the added Microsoft Office InfoPath XML form for information that is used to create an SPWeb object in the current site collection. The event handler must still function after the site is upgraded to Microsoft Office SharePoint Server 2007.Technical DetailsIn earlier versions of SharePoint Products and Technologies, event handlers were configured only for document libraries and had to be allowed at the Web application level first. In the current SharePoint Products and Technologies there are many other scopes for event handlers, and the method supported in earlier versions of SharePoint Products and Technologies is now known as a “backward-compatible” event handler.Backward-compatible event handlers require installation on the server either in the global assembly cache or the Web applications \\bin directory, and the Web application must be set to allow backward-compatible event handlers from the Web Application General Settings page (_admin/vsgeneralsettings.aspx) within the Central Administration Web site. This setting allows any document library within that Web application to now be bound to a backward-compatible event handler. Each document library must be bound individually to a backward-compatible event handler by setting the event handler assembly and calling parameters within the advanced settings of the specific document library.Support DetailsBecause backward-compatible event handlers are available only to support legacy code, any new environment should avoid their use. Use the new form of event handler code instead, and convert legacy code to the new model when possible.Backward-compatible event handlers introduce risks to an environment’s performance similar to those of the newer event handler model. This can be especially obvious if the event handler calls a moderately long-running operation that is triggered by such events as a document update when used in conjunction with a heavily updated document library.
  • Yes, more than one person can work on the site, went you sync up the site once back on line you will be prompted that someone else has made changes and whether or not you want to override.
  • Transcript

    • 1. WHAT’S IN A LISTMore Fun Rich Features with SharePoint 2010 Lists
    • 2. Thank you for being a part of the first SharePoint Saturday Austin• Please turn off all electronic devices or set them to vibrate.• If you must take a phone call, please do so in the hall so as not to disturb others.• Open wireless access is available with no password• Feel free to “tweet and blog” during the session• Thanks to our Title Sponsors:
    • 3. ABOUT NEDRA• Working with SharePoint since 2006• MCTS• Worked with the Department of Defense, the aerospace and biotech industry, entertainment and non-profit organization• User Advocate• Presently is the Senior Technical Consultant at Perficient 3
    • 4. MORE ABOUT NEDRA• Co-Chair of SharePoint Saturday Los Angeles• Co-Founder of the San Fernando Valley SPUG• Western Regional Representative of Women in SharePoint 4
    • 5. WHYWe are familiar with the functionality of lists • I DECIDED TO DO THIS SESSION in SharePoint 2007. • The functionality is easy enough to find in SharePoint 2010, once you learn to navigate the ribbon. • There are more features that are not used because no one know about the feature or how to use the features. 5
    • 6. • AGENDA Introduction• The Ribbon• More Options• Calendar list more like Outlook• Alerts• Lookup Columns• LARGE LISTS• SharePoint Workspace 6
    • 7. • This session will take a deep dive in the SharePoint 2010 Ribbon and compare SharePoint list features between versions 2007 and 2010.• The presentation will highlight improvements in the functionality of lists and how SharePoint 2007 list function have been enriched.• In this presentation new features of SharePoint 2010 lists will be explored such as calendar, lookup columns, and the huge change in working with large lists.
    • 8. • Demo/Illustration of Ribbon• The anatomy of the Ribbon 8
    • 9. THE RIBBON - BROWSE 9
    • 10. THE RIBBON – LIST TOOLS 10
    • 11. THE RIBBON – LIST TOOLS 11
    • 12. THE RIBBON – LIST TOOLS 12
    • 13. • DEMO 13
    • 14. M new O has more• Create a ORE listPTIONS choices• Site Actions, has more Options 14
    • 15. LIST FEATURES 15
    • 16. NFORCE UNIQUE VALUE OF A COLUMN The comparison is case-insensitive, so the values "hello world" and "Hello World" are evaluated as equivalent
    • 17. NFORCE UNIQUE VALUE OF A COLUMN Supported Column Types • Following is a list of column types that can be indexed and for which unique column constraints are supported: • Single line of text • Choice field (but not multichoice) • Number • Currency • Date/ Time • Lookup (but not multivalue) • Person or Group (but not multivalue) • Title (but not in a document library)
    • 18. NFORCE UNIQUE VALUETypes COLUMN Unsupported Column OF A • Following is a list of column types that cannot be indexed and for which unique column constraints are not supported: • Multiple lines of text • Hyperlink/Picture • Custom Field Types • Calculated Field • Boolean (yes/no)
    • 19. 19
    • 20. NFORCE UNIQUE VALUEthis feature can be found • Other restriction on OF A COLUMN here: us/library/ee536168.aspx
    • 21. • Now in theALERTS - there is a choice of Alert Me Delivery method 21
    • 22. • Demo 23
    • 23. • InLine Editing – Choose whether an edit button on each row should be provided. This button allows users to edit the current row in the current view, without navigating to the form. Inline editing is only available on views that have their Style set to Default. 24
    • 24. 25
    • 25. LOOKUP COLUMNS• Relationship, enforces relations behavior• Restrict Delete prevents the deleting of an item that has other items connected to it =>• This protects the associated lists 26
    • 27. CALENDAR LIST CHANGES• Can add in calendar interface• Outlook like – works more like Outlook• Mouse over events to see full event – call out
    • 30. WHAT IS A LARGE LIST• [Define a large list]• A list with more than 5,000 items. 31
    • 31. LARGE LISTS• A word about indexing – SharePoint will index less than 5,000 items, if you have more 32
    • 32. • DEMO 33
    • 33. LY TIME WINDOW of timeARGE QUERIES • A specific range FOR L established by your administrator where you can see filters and views without limitations that you see, i.e. the limitation you see with newest results warning. 34
    • 34. 35
    • 35. • The window will normally take place after normal business hours so queries don’t bog down the sites• Also, a time to create indexes = >take other actions with large lists 36
    • 36. LARGE LISTS – MORE INFORMATION us/library/cc262813.aspx
    • 37. Here are the steps:• Central Admin• Choose Web Application• General Settings• Resource Throttling
    • 38. • SHAREyou to take ORKSPACE of a team site Allows POINT W a list outside• Work with data offline, then sync information when you reconnect to your network 41
    • 39. SOURCE FOR SHAREPOINT WORKSPACE • workspace-help/
    • 40. • Review TAKE AWAYS the new features• Use one or two at a time – practice• Find a real world solution