SharePoint Lists: Used, Abused and Underappreciated

Lists: Used, Abused and UnderappreciatedWes Preston – Senior ConsultantSharePoint Lists

OutlineNo Code CustomizationLists are used as the core of many things SharePoint but they are rarely used as well as they can be. Learn the top tips and tricks for getting the most of your lists: How to build them smarter, how to display them more clearly, and how to use them in your environment for effectively. Also see how these practices evolve from 2007 to 2010.

Wes PrestonIndependent SharePoint ConsultantBased in Minneapolis, MNhttps://www.idubbs.com/blogTwitter: @idubbsMVP – SharePoint ServerMCITP – SharePoint Administrator 2010MCTS - SharePoint 2010, ConfigurationMCTS - WSS 3.0 and MOSS ConfigurationAuthor: SharePoint 2010 Six-in-One

Lists (andLibraries)Things to take away that you can use NOW It’s all about raising the bar. The baseline for business-user and end-user knowledge is too low…If you use SharePoint, these should be core conceptsOther concepts build on these for more robust solutions, dashboards, etc…Also applies to the Cloud SharePoint Online: BPOS, Office365*

Best Practice #1 – TrainingUsers don’t know the baseline capabilities of SharePoint lists and libraries“What’s a view?”“What are properties?”Too common of an issueEasy to mitigateBPC Survey Results: Less than 40% of organizations using formal SharePoint training is NOT going to work…

Training: WhyThe Bottom Line – Users will be more effectiveRealize the ROI of the SharePoint platform that you’ve already implemented/invested inEmpowered users are happy usersThe more they know, the less time they’ll take to manage

Training: Different AudiencesExecutive: Understand the capabilitiesStart to align business needs with solutionsPower Users: Decision matrix – when to use which methodHow do I do it?All Users:How to, tutorials, examplesStructured and unstructured trainingOn-demand

Training: Starter Topics(These are just ‘list’ starter topics…)2007 and 2010Columns, Properties, MetadataViewsAlertsNew w/2010ValidationEasier form managementInline editing

Training: Options Have a Training Plan (governance)PartnersTrain the trainerOnline materials, productsHandout materialsHome-grown, BrainStorm, etc…User groups, Brown bag sessions, LabsInternal and regionalNewsletters, FAQS, Tips and Tricks…

Best Practice #2 - Use Columns and ViewsViews provide a cleaner, more effective user experienceEffective views rely on useful columns to filter and sort on

Columns and Views: WhyDefault views, especially libraries are just like file shares – We can do betterList by name, date, authorAs libraries fill up, they’re just as confusing as file shares to navigateOut of the box fields can be a step upModified date vs. Created dateModified by vs. Created by

‘My’ Files and ItemsDifferent reasonsIssues or Tasks Lists -> ‘My items’ that were submittedIssues or Task Lists -> Items assigned to meDoc Libs -> Items created, owned or last modified

File Naming -> PropertiesDon’t keep those crazy file naming conventions“supermonthlyreport_April_2010.xlsx”“Sales_Monthend_2009_09.xlsx”Titles may not be indexed the way you think they areImplement properties to replace themIf they’re strict, migration can be scripted

Groups vs. ViewsDifferent ways to display the same informationWhen to use each method is dependent on the specific scenario, but there are pros and cons that might help shape the decision

Groups vs. ViewsStraight up groups…

Groups vs. ViewsSeparate Web Parts

Groups vs. ViewsGroup ByDatesProductsDepartmentsCan do sub-totals, etc…Separate Web PartsStatus or CategoryDisplay different fields depending on the groupDifferent controls if desiredCleaner look – no goofy automatic headingsCan ‘fake’ headings with CEWP

Edit the current viewAvailable with List Views on pagesUse on pages to limit the number of views displayed for the listBetter user experience

FoldersUsers are comfortable with themViews can be created to ignore folders2010 allows default values based on rulesEase some user input

‘My’ Files (and ‘Flat’ folders)

Best Practice #3: Intake ListEmail sent to a single person is not scalableEmail sent to a group isn’t measurableContent submitted isn’t standardized

Intake ListCan put a link from anywhere to ‘Add Request’ locationCan still be submitted via emailCan still be notified by emailTasks can be assignedMitigates single person issueMore structured than emailCan use Views!! More options for automationMetrics are easier to capture

New Tidbits for Lists in 2010External ListsMulti-select itemsMuch easier to change the forms

Recap: Best PracticesSet users up for success – Train themUse Columns and ViewsReplace the Email queue with a list

Recap: Worst PracticesDon’t keep obnoxious file naming conventionsDon’t create long lists of views if Edit the current view can be usedDon’t use item-level permissions unless neededDon’t display every column in every viewAvoid the document library list view or educate around it

References and ResourcesProductivity Hub 2010http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=4aaa9862-e420-4331-8bc3-469d7bae0ff1BrainStorm quick cardshttp://www.brainstorminc.com/for-business/train-by-type/quick-start-cards/microsoft/sharepoint-2007.aspx

Minnesota SharePoint User Group (MNSPUG)www.sharepointmn.comAvailable via Live MeetingsRecordings and Presentations2nd Wednesday of every month9:00 AM Central Time

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SharePoint Lists: Used, Abused and Underappreciated

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