I have a SharePoint 2013 On Premise site. I have to create a main list which can have 4000 items in it. There will be 4 more list which are relational to this main list. Each item in main list can have 12+ items in the relational list. I want to understand how do I create Folder structure for this to avoid threshold issue. I will have to create report on this data.
For Example:
I have a main list called Project. And Sub list called Tasks. For each project there can be 15 tasks. How do I create folder structure on the Tasks list based on Project ID? One folder for each Project ID? Or a folder named "1000" , "2000" that will contain tasks for project ID ranging from 1 to 1000 and 1001 to 2000 respectively.
Also, please give me pointers on reporting as well?
Thanks in advance.
You do not need a folder structure for this requirement. Instead, you will want to apply column indexing on the lookup column(s) you use to relate the lists to one another.
After a list has surpassed the list view threshold (5000 items by default) you will be unable to sort and filter by any unindexed columns. You can still sort/filter by indexed columns. Essentially, SharePoint keeps a sorted index of that column that it can use to quickly jump to a specific item or set of items, in the same way that you could quickly find a specific book on a shelf when the books are arranged in alphabetical order.
Column indexing can be added to columns from the list settings menu.
Related
I'm pretty new to SharePoint Online, but use it in a fairly basic way to hold documents, lists and planners and various subsites etc.
From the POV of an SPO List, I realised quick quickly it was beneficial to create these in the main sites 'Site Settings, then Site Columns' area, so that the same created column and its configuration could be added again to another SPO list (as opposed to having to recreate the same thing over again from scratch).
Problem I've just discovered however, is that when I then went to use a column with a 'Calculated (calculation based on other columns)' value within any one individual SPO list, the list of columns shown within the configuration page associated to this only shows that of the columns within that one SPO list (ie, it does not show the columns created higher up the hierarchy in the 'Site Settings, then Site Columns' list.
Is there a way to enable the Calculated Column value 'see' the columns created in the 'Site Settings, then Site Columns' list?
Thanks in advance
Adam
SharePoint list columns based on site columns can very much be used in Calculated columns. In the following screenshot, the highlighted columns are defined as site columns.
However, not all column data types are available to calculated columns. That may be the true reason why you don't see the columns names in the definition dialog: These data types cannot be used in a calculated column, for e.g. Person or Group, Lookup, Managed Metadata, etc. Columns that store complex objects are not available in calculated columns.
Im trying to create a Unique sub list within a list in Sharepoint Online (2013).
I realize that sub lists arent exactly possible and you can use lookup fields to attach another list. This doesn't seem like it will work for my situation.
I am trying to have a list item that allows you to upload unique files per list item. For Example:
Reports May 2015
---School.xml
---Food.xml
Reports Jun 2016
---University.xml
---Beach.xml
Each list item will have a set of unique files related to it.The user needs to be able to make the List item themselves (Reports ... in this case), this will of course have other fields and descriptions attached to it (hence the list) and then be able to upload unique documents to that list item.
Im having problems figuring out how to do this in SharePoint. If there is another way to go about this better i am up for it.
You're right - sublists aren't a thing in SharePoint. Reading your requirements, I'm not sure if you need two lists to get what your looking for. Would it be possible to have a single Document Library with a custom field for "Category" or "Report Month". This field could either be a Single line of text field or Choice field. From there you could create a custom view to group by this field and give the hierarchical view from your example.
If you need separate metadata for the grouping/top level, you may need to use Lookups. If I was putting together the solution, I would set up a List and a corresponding Library with a Lookup field to the List. Each of the documents uploaded to the Library would reference the List via that Lookup. To provide an interface for interacting with both within the same view, you'd need to frontend it with some custom code such as a SharePoint-Hosted App.
I have two SharePoint lists (only minimal columns described below for brevity).
The first has two columns, a text column called Name, and a person/group column called head of service.
The second has two columns, a lookup column called Service (which looks up from List1), and a text column called Value.
I would like to be able to create a view for the second list so it shows only the rows created by the current user AND any rows that the current user is Head of Service for - i.e. by looking at the relationship between the two tables and comparing the current user to the HeadOfService column in the first table.
I'm running in the Office365 SharePoint 2013 environment.
Since there's no way for SharePoint to read who is viewing a list and show different views based on that alone, the best you're going to get are pre-made views per user based on Created By and Head of Service.
This one should be so simple, I just can't figure it out!
I need to creat a Sharepoint 2010 list view grouped by the number of times a value appears in the list. I can group by the field name and it displays how many times that value appers, I want to order the groups by that count. Any ideas/suggestions?
I don't think list view can do that. Check out data view.
See this similar question:
http://social.msdn.microsoft.com/Forums/en-US/sharepointcustomizationlegacy/thread/e3173f1f-d4b1-4baf-af0c-91d96c73ca72/
And this one on data views:
http://office.microsoft.com/en-us/sharepoint-designer-help/create-a-data-view-HA010094804.aspx
I am trying to merge or copy data from either an excel spreadsheet or another sharepoint list into a master list. The main "item number" column will enforce unique values, but each item will be assigned to multiple "project numbers" using metadata.
Is it possible to tell sharepoint to auto-update the metadata when duplicate items are added to the list? I could probably even edit the metadata manually if it would display the old entry for modification, but the only option I've seen is modify or delete the new item.
Sounds to me(from the description you have given) you are trying to collate several lists in to one and any data within each list you need to merge. Is this correct?
If so you will probably need to do a bit of custom code. Heres a little run through.
Get the list objects of the lists containing your items or grab your items from excel.
Iterate through each of the items in the list(or excel) importing the items over to the Master list.
Just before the above step you will need to check if the unique identifier already exists in the master list. If it does grab that item and update it if it doesn't continue adding the item as normal.
As always i would recommend you have a crack at it yourself. It's far more rewarding to make something work yourself and to be honest to do the above if you can read other peoples code it should take too long to copy(i mean reuse :P) other peoples code off the web to get the desired outcome.
I am not aware of a way you would be able to do this out of the box or via SharePoint designer.
Hope this helps
Truez