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Posts Tagged ‘visual studio’

Site Workflow with While, IfElse, Code Activities

Posted by JP on October 17, 2012

In this article we can explore using multiple activities in a Site Workflow created using Visual Studio 2010. The core activities we use here are:

  • Code Activity to execute custom code
  • While Activity to execute inner activities upon condition is true
  • IfElse Activity to execute branching activities based on condition
  • LogToHistoryList Activity to log information to Workflow internal history list

Scenario

A typical approval scenario is being addressed here. An Expenses list is given for approval. The entries having Amount lesser than 100 are Approved.

Pre-Requisites

Create a custom list named Expenses for using this example. Add some items into the new list as shown below:


Create Workflow

Open Visual Studio 2010 and create a new Sequential Workflow Project as shown below:


In the next page choose your site collection and click the Next button to continue.

In the appearing page choose Site Workflow as shown below:


In the last page choose the option to start workflow manually.

    

Now you will be getting the Workflow designer with default activity inside it.


Add Activities

Open Visual Studio Now you can drag and drop the following activities from the Toolbox:

  • 1 Code Activity
  • 1 While Activity & IfBranch Activity
  • 2 Code Activity inside If, Else branches
  • 1 LogToHistory Activity

As shown below:


Our idea is following:

  • Create property named CurrentItem of type object, Index of type integer
  • In the first Workflow Activated, fetch all the Expenses items
  • In the Code Activity initialize the Index field
  • Set While Activity condition until CurrentItem is not null
  • Set the If branch condition as Amount less than 100
  • Set the Else branch condition as Amount greater than or equal to 100
  • Set the Code Activity inside If branch, to update status as Approved
  • Set the Code Activity inside Else branch, to update status as Rejected
  • Use the LogToHistory activity for logging the workflow completion information

Create Entity, Properties & Fields

Please create the following class to hold the Expense Item, in order to give an Object Oriented Look and Feel.

    namespace ExpenseApprovalWorkflow

  {


public class ExpenseItem

{


  public int ID;


  public double Amount;

}

}

Inside the Workflow class, add the following properties and fields.

namespace ExpenseApprovalWorkflow.Workflow1

{


public sealed partial class Workflow1 : SequentialWorkflowActivity

{


List<ExpenseItem> Expenses = new List<ExpenseItem>();


int Index;


ExpenseItem CurrentItem

{


get

{


if (Index < Expenses.Count)


return Expenses[Index];


return
null;

}

}

}

}

The Expenses list holds the ExpenseItem type items. The Index property represents the current index of the item being processed.

Initiation Code

Back to the workflow designer, double click on the onWorkflowActivated step and add the following code.

private void onWorkflowActivated1_Invoked(object sender, ExternalDataEventArgs e)

{


using (SPSite site = SPContext.Current.Site)

{


using (SPWeb web = site.OpenWeb())

{


var items = web.Lists[“Expenses”].GetItems(“ID”, “Amount”);


foreach (SPListItem item in items)

{


ExpenseItem expenseItem = new
ExpenseItem();

expenseItem.ID = (int)item[“ID”];

expenseItem.Amount = (double)item[“Amount”];

Expenses.Add(expenseItem);

}

}

}

}

The code fetches all Expenses list items from SharePoint and adds them to the Expenses field of our workflow class.

Code Activity

Double click on the Code Activity item from workflow design view (second activity). In the appearing code window enter the following code.

private void codeActivity1_ExecuteCode(object sender, EventArgs e)

{

Index = -1;

}

The code initializes the Index field to -1. This field will be incremented in the while loop later.

While Activity

Now select the While activity from the workflow design view and choose Properties window. Choose the Condition property as Code Condition and set the Inner Condition property as WhileCodeCondition.

    

The WhileCodeCondition
represents the name of the method which evaluates the While condition and returns true / false to continue / terminate the workflow.

Paste the following code in the Workflow class view.

private void WhileCodeCondition(object sender, ConditionalEventArgs e)

{

Index++;

e.Result = (CurrentItem != null);

}

You can see the method name matches the property we have specified. The method intakes the ConditionalEventArgs for specifying the condition of while activity.

IfElse Activity

You can see that there are 2 branch activities for the IfElse activity.

    

Select the first branch item and open the Properties window. Here we can specify the following properties:

  1. Condition as Declarative Rule Condition
  2. ConditionName as IfCondition
  3. Expression as this.CurrentItem.Amount < 100

You can see them in the Properties window as shown below:

    

The ellipsis button as highlighted in red color can be used to create the Expression. There is auto-completion enabled in the appearing editor dialog.


Now select the second branch item and open the Properties window. Here we can specify the following properties:

  1. Condition as Declarative Rule Condition
  2. ConditionName as ElseCondition
  3. Expression as this.CurrentItem.Amount >= 100

Now our If and Else branches are ready to proceed with their Code activities.

Code Activity for If branch

Now double click on the Code Activity for the If branch.

    

In the appearing code view, enter the following code.

private void codeActivity2_ExecuteCode(object sender, EventArgs e)

{


using (SPSite site = SPContext.Current.Site)

{


using (SPWeb web = site.OpenWeb())

{


var item = web.Lists[“Expenses”].GetItemById(CurrentItem.ID);

item[“Status”] = “Approved”;

item.Update();

}

}

}

The code fetches the Expense Item by ID and updates the Status as Approved.

Code Activity for Else branch

Now double click on the Code Activity for the Else branch.

    

In the appearing code view, enter the following code.

private void codeActivity3_ExecuteCode(object sender, EventArgs e)

{


using (SPSite site = SPContext.Current.Site)

{


using (SPWeb web = site.OpenWeb())

{


var item = web.Lists[“Expenses”].GetItemById(CurrentItem.ID);

item[“Status”] = “Rejected”;

item.Update();

}

}

}

The code fetches the Expense Item by ID and updates the Status as Rejected.

LogToHistoryList Activity

This activity logs information into the History List of the site. Select the activity and set the following property:

    

This list is a hidden list and is not shown in the Quick Launch or All Site Content.

To view the list you need to type the List Name in address bar. For example:

    http://SERVER/Lists/workflow%20history/AllItems.aspx

You can see various entries in the History List as shown below:

Using the History List we can verify the workflow instances being executed and their log information for troubleshooting.

Deploy the Workflow

Now we are ready to execute our workflow. Build the project, Right click on the solution and Deploy it.

Inside SharePoint

Back in SharePoint choose the Site Workflows and start our workflow.

    

Wait for a while for the execution to be completed.


Back to the Expenses list you can see the Status column being updated for the items.


You can open the Workflow History list to view the log entry as shown below:


This concludes our playing with Workflow activities.

References

http://msdn.microsoft.com/en-us/library/ms446847.aspx

Summary

In this article we have explored creating a Site Workflow using multiple activities. To summarize with following are the activities we have explored.

  • IfElse activity
  • While activity
  • Code activity
  • LogToHistoryList activity

I hope this example should provide knowledge to address complex workflow scenarios in your programming life. The source code contains the example we have discussed.

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SharePoint 2010 – Project Items inside Visual Studio

Posted by JP on May 25, 2012

In this article we can closely examine the SharePoint Project items and related topics. I believe that the previous article regarding installation of SharePoint Tools for Visual Studio 2010 is completed successfully.

We can see the following Project Items inside Visual Studio under the node SharePoint:

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Each of the Project Item is described below:

Empty SharePoint Project

This is a template whose contents are common to all other templates.

It includes all the references needed for SharePoint development.

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This template contains the Features and Package files needed for deployment.

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Sequential and State Machine Workflow

Sequential Workflow refers to a series of business logic steps performed in sequence. State Machine Wofkflows are not performed in sequence, but carried out by actions and events. The workflow templates contain the items to create Sequential and State Machine Workflows. We can create site level or global workflows through these templates.

clip_image008

Site Definition

This project contains a site definition folder which includes the default aspx page for the site, site component file, site configuration file etc.

List Definition

This project template contains the List templates. It includes content type, list templates, event receivers etc.

Modules

The module template is used to include the manifest xml file and the notes about a project. It is not the Module concept in Visual Basic.

Visual Web Part

We can create Web Part using the designer inside Visual Studio. This project template contains supports Visual Web Parts.

Content Type

Content Types are information on data. For example a Task can be declared as a Content Type. Later Task can be used inside a List.

Apart from the custom properties, we need to explore the other topics related to SharePoint development using Visual Studio.

Sandboxed Solutions

A Sandboxed Solution is a new concept in SharePoint Foundation that allows the users to upload their own code solutions. The Sandboxed Solutions are viewable and validated by Administrators through the Solutions Gallery.

The Solutions Gallery can be accessed from Site Actions > Site Settings > Solutions.

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We can view the resource usage of solutions and manage the quota from the Solutions Gallery.

clip_image012

References

http://msdn.microsoft.com/en-us/library/ee231554.aspx

http://msdn.microsoft.com/en-us/library/ee539083.aspx

Summary

In this article we have explored the Project Items inside Visual Studio and had an overview of the various aspects of SharePoint development. In the upcoming articles we can jump into coding solutions for SharePoint 2010.

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SharePoint 2010 – Starting Programming

Posted by JP on May 25, 2012

In this article we can start with programming part of SharePoint 2010. Through programming we are able to get more control and flexibility over SharePoint. We can use Visual Studio to do the programming part with the support of SharePoint server side object model library.

Some of the advantages gained through programming SharePoint are:

· Server Object Model to Iterate over Lists and Libraries

· Content Type Creation

· Web Part Creation

· WorkFlow Creation

· Assembly Signing

· Business Data Connectivity Model Creation

· Site Definition Creation

· Automated Backup and Restore

Visual Studio

Here we are using Visual Studio 2010 to work with SharePoint 2010. You can use a 32 bit or 64 bit version of Visual Studio 2010.

Visual Studio 2010 Tools for SharePoint Development

After the Visual Studio 2010 is ready, you need to install the following component to start with:

· Visual Studio 2010 Tools for SharePoint

This tool helps with custom templates, automatic web part deployment to SharePoint server and other integration facilities.

Download

You can download the tool from the following link:

http://sharepointdevtools.codeplex.com/

According to the documentation the tool provides extensions to four core areas:

1. Environment

2. Exploration

3. Templates

4. Deployment

After installing the tool, start a New Project in Visual Studio and you will be able to see the following SharePoint project category:

clip_image002

For starting with select the Empty SharePoint Project template and click Ok button. The following site dialog box will be prompted.

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Enter your site url, leave the other options as unchanged and click Finish button.

Now the Solution Explorer will look like below:

clip_image006

Try building the project and if the build succeeds your Visual Studio is ready for SharePoint 2010 development. We can explore the programming areas in the upcoming articles.

References

http://msdn.microsoft.com/en-us/magazine/ee309510.aspx

Summary

In this article we have explored the programming part of SharePoint 2010. Using Visual Studio we can gain control over the SharePoint sites and features. In the upcoming articles we can play around with the object model and features.

Posted in C#, SharePoint | Tagged: , , , | 2 Comments »

SharePoint 2010 – Creating a List Definition using SharePoint Designer

Posted by JP on May 22, 2012

In this article we can experiment with List Definition creation using SharePoint Designer.

We can create List Definition using the following tools:

1. SharePoint

2. Visual Studio

3. SharePoint Designer

To proceed with run the SharePoint Designer application. Use the Open Site button to open the default SharePoint site. Now select the Lists and Libraries option from the left Navigation bar.

clip_image002

From the ribbon menu, use the Custom List button.

clip_image004

In the appearing dialog box enter the Name and Description for the List.

clip_image006

Click the OK button continue. The new List Definition will get added as shown below.

clip_image008

Now use the Edit Columns button from the ribbon menu.

clip_image010

You can see the default Title column already in the list. Add the following 2 columns using the Add New Column button from the ribbon menu.

clip_image012

· ContactName as Single line of Text

· Address as Multiple lines of Text

Now the Columns list look like below:

clip_image014

Click on the Save button from the Top menu.

clip_image016

Now you are ready with the new List Definition. Go back to SharePoint inside browser and you can see the new List there:

clip_image018

You can try adding a new item and the dialog window shows the columns we added.

clip_image020

Click the Save button and this concludes our List Definition creation using SharePoint Designer.

Summary

In this article we have experimented with List Definition creation using SharePoint Designer. Designer provides an easier way for Administrators.

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SharePoint Designer 2010

Posted by JP on May 2, 2012

In this article we are going to explore SharePoint Designer. It is another great tool to work with SharePoint. It is a free tool and can be used for editing of items inside SharePoint.

Features

Some of the cool features of Designer are:

· It is Free

· WYSIWYG (What you see is what you get) Editor

· No Coding Required

· Useful for Administrators as well as Developers

· Workflow Creation

· Editing of Site, Styles Possible using Designer

· Branding

· Form Customizations

· Visio Integration

· InfoPath Forms Data Source Configuration

· Manage Site Permission, Site Columns etc.

· BCS (Business Connectivity Configuration)

· Create Content Types

· ASP.NET, XML, XSLT, RSS, XHTML support

· SOAP and REST support

· Administrator can restrict the use of Designer on sites

Version

The version compatible with SharePoint 2010 is SharePoint Designer 2010.

The previous version of designer was SharePoint 2007. The ancestor of SharePoint Designer is Microsoft FrontPage which was a web editor of the times.

Download Link

You can use the following links to download the 32bit and 64bit version of Designer 2010:

http://www.microsoft.com/download/en/details.aspx?id=16573

http://www.microsoft.com/download/en/details.aspx?id=24309

Enabling/Disabling Designer Features

To enable/disable the features of SharePoint Designer use the following item:

Site Actions > Site Settings > Site Collection Administration > SharePoint Designer Settings

clip_image002

You can change the following options on the above screen:

· Enable / Disable SharePoint Designer for the Site

· Enable / Disable detaching page from the site definition

· Enable / Disable customizing master pages

· Enable / Disable managing of web site url feature

Running SharePoint Designer

After the installation you can execute SharePoint Designer using the following link:

All Programs > SharePoint > Microsoft SharePoint Designer 2010

Following is the application snapshot on executing the above link:

clip_image004

Use the Open Site button and you will get the following dialog:

clip_image006

Enter the site url and click the Open button. Enter the credentials in the appearing dialog.

You will get the site opened in the main Designer window as shown below:

clip_image008

The left side pane shows various features of the site like:

· Lists and Libraries

· Workflows

· Site Pages

· Site Assets

We can select the item from the left pane and the properties are displayed on the right side.

Customizing Site Pages

Now we can try customizing an existing page using SharePoint Designer. For this create a new list named contacts in the site deriving from the Contacts template.

Refresh the site in the Designer using the button on left top system menu.

clip_image010

Now select the Lists and Libraries item from the left pane. You will be able to see list named contacts.

clip_image012

Click on the contacts item and you will get the properties of it.

clip_image014

You can see 3 forms on the Forms pane which are described below:

Form

Description

DispForm.aspx

Used to display the item details (View command)

EditForm.aspx

Used to edit the item details (Edit command)

NewForm.aspx

Used to add a new item (New command)

Now we can add a new page and apply the Display (View command) to it. Click on the New button from the Forms pane. Enter the following details in the appearing dialog.

clip_image016

Click the Ok button to continue. Now the new form gets added and acts as the default View form. You can try changing the color of the form labels, deleting some rows, adding a hyper link, custom formatting etc. After the changes click the Save button and you are ready to check the edited page inside SharePoint. (Use the Refresh button to get the controls)

Inside SharePoint site, add a new contact and use the View Item command for the newly added item. You can see the following screen:

clip_image018

Note

Please make sure that you are editing only the new custom form. Changing the SharePoint pages may create problems and hence not advisable to new users.

Editing Master Pages and CSS

We can also edit the Master Pages using the left side link Master Pages.

clip_image020

Click on the v4.master item and it will get opened as shown below. Use the Edit File option from the appearing page.

clip_image022

clip_image024

You can modify the control properties in the appearing window. There is an option on the bottom of Designer to switch to the Code View from the Design View.

clip_image026

Editing CSS (Cascading Style Sheets)

As you might be knowing the CSS files determines the font sizes, colors and various attributes. Use the Style > Manage Style option to get the CSS properties.

clip_image028

You can see the Manage Styles properties window in the right end bottom of the designer.

clip_image030

Right click on the item, and use the Edit Item menu item. There you can change the style of the particular item. Any changes will get reflected in the SharePoint site on saving.

Working with Controls

We can add / edit controls to the custom pages or master page. Use the Insert menu option to add controls. You can choose from HTML, ASP.NET, SharePoint controls as shown below:

clip_image032

References

http://community.bamboosolutions.com/blogs/sharepoint-2010/archive/2010/04/01/new-features-in-sharepoint-designer-2010.aspx

http://blogs.msdn.com/b/sharepointdesigner/

Summary

In this article we have explored about SharePoint Designer. The Page Customization, Master Page Editing facilities using the Designer were explored.

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SharePoint 2010 – Web Parts

Posted by JP on May 2, 2012

Web Parts are rectangular areas of HTML content. We can provide information to the users using Web Parts. The history of Web Parts starts from year 2000 in the name Digital Dashboard. Later it evolved as Web Parts and includes support in SharePoint Designer and Visual Studio. We can use the existing web parts or build custom web parts for SharePoint.

SharePoint 2010 contains inbuilt web parts and provides custom web part integration facilities. Web Parts provides set of controls to display, modify, and configure the contents.

Example of Web Part

clip_image002

Adding a WebPart

For starting with open our site collection using the url.

clip_image004

We can start by adding an image WebPart to the main page. Click on the left top menu Site Actions > Edit Page option.

clip_image006

On the appearing screen below, click on the first Add a Web Part button.

clip_image008

The following options appears:

clip_image010

Select Media and Content from the first pane and Image Viewer from the second pane and click the Add button. Now the Web Parts gets added into the page.

clip_image012

Use the open the tool pane option and enter an image url inside it, then click the Apply button.

clip_image014

Now click the Stop Editiong button from the ribbon menu.

clip_image016

Now you are ready with the main page with an image as shown below.

clip_image018

Editing a Web Part

We can edit a web part by logging in as a user with permissions to edit and using the Edit Web Part option from the right side context menu of the web part.

clip_image020

Deleting a Web Part

To delete an existing Web Part, use the Edit Web Part option from the context menu.

clip_image022

Then use the Delete option again from the Web Part context menu.

clip_image024

Now the Web Part gets deleted.

Using List Web Parts

We can use List Web Parts to show the custom Lists made inside SharePoint. Use the Add web part option to locate the Lists and Libraries category as shown below:

clip_image026

There we can locate the custom List created inside SharePoint. The List Web Part allows us to add the List to other sites through web parts.

Silverlight Web Part

Another notable feature in SharePoint 2010 is the Silverlight web part. Using the Silverlight web part we can now host silverlight applications inside SharePoint. The XAP files needed to be located for the web part.

To add a silverlight web part use the Media and Content category from the Add Web Part dialog as shown below:

clip_image028

Web Part Galleries

The Web Part Gallery provides a view on the installed web parts for a site collection. You can access this window from Site Settings > Galleries > Web Parts.

clip_image030

On clicking the above link you can see the page as shown below:

clip_image032

We can create our custom web part and deploy it to the SharePoint server. These topics are discussed in advanced chapters. The web parts will be having extension .dwp expanding as Dashboard Web Part.

References

http://msdn.microsoft.com/en-us/library/microsoft.sharepoint.webpartpages.webpart.aspx

Summary

In this article we have explored the Web Part feature, Adding/Editing/Deleting Web Parts, Silverlight Web Part, Web Part Galleries etc.

The key points of web parts would be:

· A rectangular area of HTML content

· Flexible piece of Functionality

· Users can manage adding/deleting web parts

· Custom web part creation is possible

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SharePoint 2010 – Using Libraries

Posted by JP on May 2, 2012

In this article we can focus on Libraries which are the document management repositories in SharePoint 2010. The previous article should have given a good overview of the Document Management features of SharePoint.

Creating a Library

Now we can create a library. A library represents a collection of documents. For example a Document library, PDF library etc.

Click on the Libraries item from the left pane.

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You will get the following screen:

clip_image004

Click the Create button to get the following dialog.

clip_image006

Select the Library option from the left pane, then choose Document Library from the middle pane and enter the name on the right pane. Click the Create button to continue.

You will get the progress screen as shown below:

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Now you are ready with the document library created:

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Click the Add document button to start adding documents to the library.

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Choose a document and click the Ok button. Your new file will be listed in the document library as shown below.

clip_image014

So this concludes our Library creation.

Deleting a Library

For deleting a particular library, the steps are similar to deleting a list. Open the library, click the Library Settings option and use the Delete the document library option as shown below.

clip_image016

Summary

In this article we have explored Libraries in SharePoint. There are many more templates to explore in the Library section.

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TFS :: Programmatically get folder content

Posted by JP on April 20, 2012

In this small article, I would like to show you how to get the contents of the folder from TFS server.

The post could be useful while creating deployment tools.

1. Create a new Console Application

2. Add references to following assemblies

Microsoft.TeamFoundation.Client;
Microsoft.TeamFoundation.VersionControl.Client;
You can get those from the references assembly or from folder 
C:\Program Files\Microsoft Visual Studio 10.0\Common7\IDE\ReferenceAssemblies\v2.0
3. Get the TFS server url 
Use Team Explorer to connect to a TFS server and use Properties window to the get the url.
image
4. Get the path to required folder
Get the folder path from Source Control Explorer
Eg: $/Projects/MyApplication
5. Use the following code to retrieve all folders
using System;
using System.Collections.Generic;
using System.Linq;
using System.Text;
using Microsoft.TeamFoundation.Client;
using Microsoft.TeamFoundation.VersionControl.Client;
 
namespace MyConsoleApp
{     class Program     {         static void Main(string[] args)         {             RegisteredProjectCollection server = RegisteredTfsConnections.GetProjectCollection(new Uri("URLHER"));             TfsTeamProjectCollection projects = TfsTeamProjectCollectionFactory.GetTeamProjectCollection(server);             VersionControlServer versionControl = (VersionControlServer)projects.GetService(typeof(VersionControlServer));             Workspace workspace = versionControl.CreateWorkspace(AppDomain.CurrentDomain.FriendlyName + "-installer", versionControl.AuthorizedUser);             WorkingFolder folder = new WorkingFolder("$PATH", "c:\\output");             workspace.CreateMapping(folder);             workspace.Get(); // Receive all the files             workspace.Delete();         }     }
}
6. Execute the application
Now you can see the c:\output folder to view the files.
image
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SharePoint 2010 – Enterprise Document Management

Posted by JP on April 11, 2012

SharePoint provides good amount of features supporting Enterprise Document Management.

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The main features supported by SharePoint 2010 are:

1. Metadata

2. Versioning

3. Alerts

4. Workflows

5. Check Out

6. Search

7. Co Authoring

8. Auditing

Versioning

SharePoint supports public, major and minor versioning support. To enable versioning use the Library Settings > Versioning settings option.

clip_image004

Metadata

We can store information about the library items as Metadata using Columns. For adding Metadata for any library item use the Library Settings > Create Column option.

clip_image006

Using Enterprise Keywords we can tag a particular document. As they are indexed they are searchable and provide meaningful organizational capabilities.

Types of Libraries

SharePoint 2010 provides different types of in-built document libraries.

Library Type

Description

Document Library

For all document types

Asset Library

For images, video files

Connection Library

Storing connection files

Report Library

KPI (Key Performance Indicator), BI files

Slide Library

PowerPoint Slide files

Picture Library

Picture files

Form Library

InfoPath Form files

Document ID Service

The document ID feature creates document identifiers that can be used to retrieve items independent of their current location. The document ID service is responsible for providing the Document ID feature.

When a document is added to the collection SharePoint assigns the Document ID to it. The administrator needs to configure the Persistence setting of Document ID.

To enable this feature use Site Actions > Site Settings > Site Collection Features item.

clip_image008

Click on the Activate button to make the service running.

Document Set

Document Set is a new feature in SharePoint 2010. It is similar to a zip file and a good solution while working with a group of files. While working with a project, people usually needed a set of files instead of a single file. So the Document Set feature is really useful once we know how to use it.

To enable this feature use Site Actions > Site Settings > Site Collection Features item.

clip_image010

Click on the Activate button to make the service running.

The creation of document and document sets are discussed in the upcoming article.

References

http://msdn.microsoft.com/en-us/library/ee559302.aspx

http://office.microsoft.com/en-us/sharepoint-server-help/introduction-to-document-sets-HA101782466.aspx

Summary

In this article we have explored the Document Management Features supported by SharePoint. The versioning, check out, co authoring features provides the SharePoint end users a great tool in hand.

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SharePoint 2010 – Views, Lookups and Validations in List

Posted by JP on April 11, 2012

Views

We can associate a View for a List. Views provide a different representation of the existing information. If a List has columns Name and Country we can create a View for the List with county as India. Here we are experimenting with custom column creation as well.

For this create a new List with Custom List as the template.

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Add the following columns into it.

· Name

· Country

Now add the following data into the Contacts List

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Now there are 2 records with India and Other as country.

From the List ribbon item and click Create View button.

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In the appearing page select Standard View option.

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In the appearing page, enter the name for the view as Contacts in India.

Scroll down and in the Filter section use Country as filter equal to India.

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Click the Ok button to create the View. Now you can see the view only lists one record.

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This concludes our View creation.

Note: Views can be used to show grouped data, filtered data etc. based on the existing Lists items. In this way it is similar to the database Views which operate on tables. In SharePoint the contents are getting stored in SQL Server database.

Lookups

A column in a List can integrate with another List column. For example we have 2 lists.

Doctor List

Title

Name

Qualification

Patient List

Title

Name

Address

Doctor (Referring to Doctor.Name column)

Here the Patient List is referring to Doctor List through the Doctor column which is acting as a Lookup column.

To accomplish the same create a custom list named Doctors with Name and Qualification as columns.

Note: The Title column will be already there, renaming/deleting can be done through the List Settings screen.

Now create a new list named Patients using Custom List template. Add the properties Name, Address and Doctor. For the column Doctor choose Lookup field.

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Choose the highlighted list items as shown in the screen above. The Lookup field is required to fetch data from other Lists. We need to specify the List and Column for Lookups.

After setting the Lookup properties click the Ok button.

Now add some data to the Doctors list as shown below:

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Now use the Add new item for the Patients List. You will be able to see the Doctor lookup field auto populated from the Doctors List.

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Enter the details and click Save button. You are ready with the Patient with Doctor as Lookup value.

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So this concludes our experiment with Lookup values. In real life scenarios we will end up with multiple Lookup values and validations. The Lookup values are implemented using Relationships. It is similar to the foreign key relations of a Relational Database Management System like SQL Server.

Validations

We can add validations for the columns. Now we can start experimenting with them. Here we are starting with a List of Employees. The columns are:

· Title

· Name

· Age

Make sure that the Age column is in the range 18 to 100. Any out of range values should populate the error message “Invalid Age – Please enter a value between 18 and 100!”

Create a List from the Custom List template and name it as Employees. Add custom column Name and Age. For the Age column make the type as Number. In the Column Validation section at bottom enter the following properties.

Formula: =AND(Age>=18,Age<=100)

User Message: Invalid Age – Please enter a value between 18 and 100!

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Click the Ok button to continue. Now the List is ready with Name and Agecolumns.

Try to add a new item into the list with an invalid age (age = 11 for example)

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You can see that the error message is shown for invalid Age.

This concludes our experiment with validations. In real world scenarios more complex validations need to be performed. For reference on the formulas you can use the link provided in the References section of this article.

References

http://office.microsoft.com/en-us/windows-sharepoint-services-help/examples-of-common-formulas-HA001160947.aspx

Summary

In this article we have learnt about Views, Lookups and Validations. These knowledge are needed in building real world record management systems using SharePoint 2010.

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