On June 8, 2013, SharePoint Saturday will be held in Atlanta at Georgia State University. I’m really looking forward to it! My session will be:
InfoPath and SharePoint Designer Workflows Together
In your organization, forms are everywhere. InfoPath is a program that lets you quickly and easily create forms for business users to fill out and submit. The easy part is creating the form… the more complicated part is finding out what needs to happen when it gets submitted, and automating that process. This is where workflows come in. InfoPath forms and SharePoint Designer workflows can be used in conjunction, in order to create a complete business process. In this session, Laura Rogers will discuss and compare the different ways that forms can be submitted and streamlined, so that the life cycle of the form is efficient and logical. This includes best practices around the form’s data connections, buttons, rules, views, and the workflow that sends the form through an approval process. All of this is done with no code needed, just making the most of the InfoPath and SharePoint Designer out-of-box functionalities. The concepts in this session can be applied in any version of SharePoint.
I’ll be giving away free copies of my new book, Beginning SharePoint 2013: Building Business Solutions, at our Rackspace booth. Come get your free copy!
Registration is now open, so I’ll see you all there!
Do you want people to be able to quickly fill in a form on your site, over and over again? One option for this has always been datasheet view, but sometimes you have a more complex form. In this post, I’ll show how you can create a button that will save the current record and immediately go to a new blank form.
In this example, I’ll just use a simple announcements list.
- Go to your announcements list. On the List tab, click the button Customize Form.
- Put your cursor at the bottom of the form where you want to put your buttons. From the list of Controls in the ribbon, add two buttons to the form.
- On the Data tab, click the Submit Options button. Click the Advanced button.
- Next to After submit, choose Open a new form. Click OK.
- Double-click to select the first button, and in the ribbon, click Manage Rules.
- In the Rules pane on the right, click the New button and choose Action.
- In the Details for box, type Submit. Click the Add button and choose Submit Data. Select your data connection to submit to. This example is a SharePoint list, so it automatically has the one called “Main Data Connection”. Click OK.
- Click Add again, and choose Close the form. Click OK.
- In the Properties tab of the ribbon, label this button as SAVE.
- Double-click to select the second button still labeled “Button”. Find the Action drop-down box in the ribbon. Change the action to Submit.
- Change the button label to say Save & New.
- Publish the form and close InfoPath.
Done! Now, if you want to make it look pretty and professional, use picture buttons instead of those old gray ones. I like to use PowerPoint to create buttons and make them PNG files.
ONE NEGATIVE to this solution:
If you’re using a SharePoint list form customized with InfoPath, you’ll still have the save button in the ribbon. That Save button will do the “save and new” functionality, and there is not a way to change this without messing up this solution. One option you have is to remove the ribbon altogether. Click File and click the Form Options button. On the Web Browser tab, uncheck the box next to Show InfoPath commands in Ribbon or toolbar. Unfortunately, when you do this, there won’t be an edit button there on the form either, and the only way people can get to the edit screen will be to use the drop-down box on that item when in the list view, or use the ribbon when in list view.
Hi everyone! Hi SharePoint community! I kinda missed you. I just had a new baby (that makes three) in January. So, I’ve been out on maternity leave for the past three months. I haven’t been doing any SharePointing lately, but I’m excited about catching up and getting back into blogging!
As I go through all of the questions that you’ve asked here on my blog, it looks like my next couple of blog posts are going to be highlighting some questions with detailed step-by-step explanations. There are some answers I just can’t fit in that little comment box.
Thought I’d kick the tires on PerformancePoint in SharePoint 2013 today, and share with you the steps I had to take to make it usable.
- In Central Administration, in the list of service applications, click on the PerformancePoint Service application. (assuming you already installed this service app)
- Click PerformancePoint Service Application Settings – type your unattended service account, in my case on my VM it’s just “contoso\administrator”. Click OK.
- Create a new site using the Business Intelligence Center template.
- In Internet Explorer security settings, add your SharePoint URL to at least one of the following zones: Local, Intranet, or Trusted. (if it’s not already in there)
- Click Site Contents on the left.
- Click the name of the PerformancePoint content list.
- Click NEW ITEM. This will bring up the Dashboard Designer, and you may be prompted to install it the first time, so click Run.
(There is also a PerformancePoint tab in the ribbon, which gives you additional buttons to export and import content)
- In Dashboard Designer, click the File menu and click Designer Options.
- Go to the Server tab. Type your SharePoint site URL, and this has to be a site that has the PerformancePoint features enabled. (PerformancePoint services site collection features, and PerformancePoint Services Site Features)
- Click Connect, click OK.
NOW that you are all set up and connected to your SharePoint site, you can start creating data sources and other PerformancePoint content. In Dashboard Designer, you have to select the “Data Connections” folder on the left, and then use the Create tab at the top to create your data sources in there. In this screenshot, I want to report on data that lives in a SharePoint list.
Then, on the left, you have to click PerformancePoint Content, so that all the other stuff on the Create tab lights up.
Keep in mind that PerformancePoint is best used when your back end data is in a cube, such as SQL Server Analysis Services. When your data is just a flat table or list like a SharePoint list, the only thing you’ll be able to create in here is a Scorecard, KPI, Filter or Indicator.
Creating a “Dashboard” in here really just means that you’re creating a web part page and arranging all these other objects on the page. Once you create a dashboard and place objects on it, you can use the File menu and “Deploy” your dashboard to SharePoint.
Anyway, this post was really just to get you started so that you can try PerformancePoint out. There is much more reading about this in other places, such as:
Create dashboard pages by using Dashboard Designer (SharePoint Server 2013) on TechNet
Creating dashboards by using PerformancePoint Dashboard Designer on Office.com (for end users)
Introducing PerformancePoint Services 2013
2010 links that are still pretty good:
Video: Touring PerformancePoint Dashboard Designer
How to navigate PerformancePoint dashboards and explore data
Create a basic PerformancePoint dashboard
Up to Speed with PerformancePoint Dashboard Designer (with 6 videos!)
Hi everyone, this is an exciting week, getting ready for the big Microsoft SharePoint conference in Las Vegas next week (which will be even more exciting)! I think there are about 10,000 people registered!
There is so much going on, and some of the scheduling is just now falling into place, so here is my calendar of what I’ll be doing during the week at SPC. In general, I’ll be at the Rackspace booth (704) a lot, and at all of the evening events.
Also, here is the direct link to my calendar in SharePoint, so you can connect it to your Outlook, export events or whatever you’d like. I’ve written the Pacific time for each event in the location field.
Book Signing: Using Microsoft InfoPath 2010 with SharePoint 2010, Step by Step
Here is the full list of other Microsoft Press (O’Reilly) authors and their book signings at that booth.
Where: O’Reilly booth
When: Monday at 3:15 PM
Working in the Rackspace Booth
Where: Rackspace booth 704
When: Tuesday 1:45 to 3:00 PM
Beginning SharePoint 2010, Building Business Solutions with SharePoint
Using Microsoft InfoPath 2010 with SharePoint 2010, Step by Step
Where: Rackspace booth 704
When: Tuesday 4 to 5 PM
Understanding 2013 tools and best practices for creating enterprise forms in SharePoint 2013 - Darvish Shadravan session #SPC239
I’ll be up on stage at this session, handing out a bunch of swag and hanging out tweeting and stuff.
Where: Banyan ABCD
When: Wednesday 1:45 to 3
SharePoint Express session: Document Trafficking: Now safer than ever with External Users in SharePoint Online
Co-presenter is Jennifer Mason
Where: Expo Hall Pavilion in the center
When: Wednesday 6:45 to 7PM
SharePoint Express session: From Zero to SharePoint Hero: 5 Easy Steps for bringing Business Value to Collaboration Solutions
Co-presenter is Jennifer Mason
Where: Expo Hall Pavilion in the center
When: Wednesday 7:10 to 7:25
Every first and third Tuesday, Rackspace hosts a FREE virtual question and answer session. Each of us on the SharePoint team have been taking turns. On October 16th, 2012, it’s time for John Ross and I to have a turn!
This will be from 2 to 3 Central time, and you can REGISTER HERE to attend.
This is going to be a great interactive session, and I’m really looking forward to seeing you all there! My areas of expertise are workflows, InfoPath, and data view web parts, but you probably already know that if you read my blog.
October 16th, 2-3 central, FREE
Last week I recorded a new video all about the task process designer in the new SharePoint 2013 (preview) workflows. This 9 minute video also demonstrates a bit of how to get around in the interface, and the new Visual Designer.
Next week, starting on 8/27, we will be doing free SharePoint 2013 webcasts all week, ten in all!
Mine is going to be all about the social networking features for the enterprise, and yes they will all be recorded.
UPDATE 9/12: HERE IS THE LINK TO THE RECORDING
SharePoint 2013: A More Social Enterprise with Laura Rogers, Monday, Aug. 27 at 2 p.m.
In SharePoint 2013, it is more natural than ever to get the enterprise involved socially with SharePoint. In this 30-minute session, Laura Rogers will give you a glimpse of several of the new and the improved features of SharePoint…socially. We will take a look at community portals and sites, with the improved discussion boards, tagging, activity feeds and the ability to follow content and people. The new My Site will also be demonstrated, along with all of the different and new functionality, such as the rollup of a user’s tasks from anywhere in SharePoint. Laura will not only demonstrate these features, but show an example of a day in the life of an information worker, and how natural it will be to make social participation a part of their daily activities.
CLICK HERE to read about (and sign up for) all of the other nine webinars done by my awesome co-workers.
Also, speaking of social stuff, check out the article that I wrote this week for CMS wire:
SharePoint 2013: Improved Social Networking and Workflows
If you noticed that the design view doesn’t exist anymore in SharePoint Designer 2013, here is a hack that I figured out, which lets you create data view web parts for your SharePoint 2013 site.
Note that this is most likely NOT supported by Microsoft. This is just one way that I figured out, so if you really need to create data view web parts, and you’re not a developer, you may want to try this as a very funky workaround.
- Create an empty document library in your SharePoint 2013 site, which will be the temporary holding place for web part creation. I just called mine “Web Part Pages”.
- Open your SharePoint 2013 site in SharePoint Designer 2010.
- Click the little pin icon next to All Files on the left. That will put a tree view of the site on the left.
- Right click on your new library, and choose New –> ASPX.
- Give your file a name, like test.aspx. Double click the file to open it, and click Edit File.
- Yes, open the page in advanced mode.
- On the Insert tab, choose Web part zone. Then, on the Insert tab, choose the Data View drop-down and choose Empty data view.
- Click on Click here to select a data source (in the middle of the page), and choose your list, library or whatever. I’ll choose Tasks. Click OK.
- On the right, in the data source details pane, select the fields you need, and click Insert Fields as, and choose Multiple Item View.
- There, now you can do whatever you need to do with your data view web part, etc, and get it how you want it. This is the page that you will go back to in order to make any needed changes.
- On the Web Part tab in the ribbon, click To File. Save this .webpart file to your computer, and just remember where.
- Open your site in the browser, and go to the page on which you would like to place your web part. With the page in edit mode, click the Page tab, and the Insert tab. Click Web Part.
- On the left side, under the web part categories, click the Browse… button under Upload a web part. Browse to that .webpart file you saved at step 11. Click Upload.
- Now you’ll have to click to insert a web part again, and this time you’ll see it in the Imported Web Parts category. Click Add to add the web part to your page.
Now that this is done, again, any changes you make will have to be in that temporary aspx page that you created. IT’S ALL ABOUT THE MASTER PAGE. The key is that I did not attach a master page to my blank aspx page. I tried to find a way to edit existing views, by attaching the v4.master page and trying to make changes before re-attaching the v15.master. That did not work out. Anyway, let me know what you guys think. I know it takes a few extra clicks, but at least DVWPs are doable.
Also, check out my Data View Web Part Screencasts for more info and cool stuff you can do with the DVWP.
Thanks for all of your comments below. You’re right, apparently they locked it down:
If you’re not aware yet, the upcoming version of SharePoint (2013) does not include a design view in SharePoint Designer anymore, which means no more no-code data view web parts.
SSRS reports are a great replacement for the data view web part in many cases. In this post, I’ll show you how to create a conditionally formatted list of tasks using Report Builder 3.0, and link each task back to that SharePoint list item. This will be displayed in the report viewer web part on the homepage. Also note that you can create reports on one site that show data that’s in another site!
For a little background on what SSRS is and some basic steps on creating reports in Report Builder 3.0, refer to my blog post: Easy Reporting off of SharePoint Data, which also includes a video presentation and PowerPoint.
So, once you’ve gotten to the point where you’ve got your report created as a table, from your list of SharePoint tasks, here are the steps to create some conditional formatting and add that hyperlink. My table is a task list, and I’m showing the Title, Priority, Assigned To, Due Date, and Task Status.
- My first goal is to show the priority as red and bold if it’s high priority. Remember that in task lists, the value for high priority is (1) High. Right click on the Priority cell (the white one, not the table header). Choose Text Box Properties.
- Click Font on the left side, and this is what you’ll see. Notice that each option has a little function button next to it. This function button is what can be used in order to create conditions. Also, if you click around the other areas such as border and fill, you’ll notice many other options for formatting.
- Click the Function (fx) button next to the Color box.
- Clear out what’s already in the expression box. We’re going to create an IF statement, which is a similar concept to what you’ve seen in SharePoint calculated columns, in Excel, and in Access.
For those of you who are advanced, here is the end result expression:
=IIf(Fields!Priority.Value = "(1) High","Red","Black")
To go though the actual steps of creating the function, continue…
You can find the IIF statement (and syntax) in the Program Flow group under Common Functions.
- Click on Fields (Project Tasks is the name of my SharePoint list). Double click on Priority.
- Just type the text in, for the value = (1) High, and then click the Constants category on the left.
- Then, since we want high to be red, click the red color on the right, which will put the word “Red” in the formula. Otherwise, if it’s not red, we just want it to be black. Here’s the full syntax:
- Click OK, click OK. Then, in Report Builder, click the Run button to preview it.
- Click the Design button at the top. The next thing we’ll do is make the status field have a yellow background if it’s not completed yet. Right click on the Status cell (not the column heading), and choose Text box properties.
- Click Fill on the left. If we wanted to show an actual image according to different conditions, this is where we would do it, but we’re just going to do the color. Click the Function (fx) button next to the Fill Color box.
- Clear out the expression box and put in the following:
=IIf(Fields!Task_Status.Value <> "Completed","Yellow","Transparent")
- Basically, if the task status is not equal to <> the word completed, then it’s yellow, otherwise, it’s transparent (no color). Click OK, click OK. Run.
- Okay, now what good is a list of important tasks, if you don’t have a way to actually open them up? Time to make the title into a hyperlink. Back in Design view, right click on the Title field (the white, not the green header), and choose Text Box Properties.
- Click Action on the left, and choose Go to URL.
- Click the Function (fx) button next to the Select URL box. You’ll need to know the URL to get to the display form for a specific task. Mine is:
(to read more about how hyperlinks are structured in SharePoint, read my post here)
The __ at the end is what needs to display the ID of whatever item I click on.
- Click OK, click OK. Notice that your title still doesn’t look like a hyperlink. Well, it is, but it’s not going to be obvious to anyone.
- With your Title cell still selected, just click the little underline button in the ribbon, just like you would in MS Word. Then, use the font color next to it, to change the font to blue. Click Run. Click Save, save it to your library where you keep reports, and close Report Builder.
- Go to your site’s home page, or any other page, really, in the browser, and Edit Page. Click to add/insert a web part. In the SQL Server Reporting category, insert the SQL Server Reporting Services Report Viewer.
- Open the web part toolpane. In the Report box, navigate to your report in the library you just saved it in. Click OK. Stop editing the page and/or save it.
This is what the final result looks like in the browser:
Note that there are many more options in the web part settings, which allow you to control what shows on the toolbar, etc. You can also change the setting that determines what window that links will come up in, so you can use _blank if you want the task to open up in a new window. This is even pretty, printable, and exportable.