Forum Discussion
How can I utilize SharePoint?
- Hello Johan,
SharePoint is really vast and the capabilities that you need for your need is very basic and out of the box in SharePoint... so welcome to the SharePoint world...
all you need get SharePoint online subscription if you don’t have one already...
create a site and the add apps called shapoint list and library ... you can easily edit and list , upload documents/ books to the library that’s all .
Hope you it helps ,
Thanks
Thuyavan
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Thank you both for the very warm welcome! Looking forward to getting to know this place!
Truth be told I have been experimenting a bit already, and I’m trying to figure out how this structure would look like in a SharePoint online environment in order to know what educational direction to take next :). I have an O365 subscription!
You guys almost got it right, but maybe I can explain a little more detailed in order for you to get the clear pircture.
Basically what I have is a huge list of items, thousands of items. Again, let’s make them books. The sercice I want to create will look something like this:
- The user starts with the complete list of all books.
- Now the user wants to filter these books, so only novels appear.
- Next the user wants to add another filter, so only novels wirten in swedish appear.
- Again, the user wants to add yet another filter so that only novels in swedish written by an author in the 19th century are visible.
- When all filtering is done, the remaining list items can be/should be able to be exported to become a new, customized list that can be saved without having to go through the exact same filtering process again. In this case the list might be called “Swedish novels by 19th century authors”.
Does this make any sense?
Hope you it helps ,
Thanks
Thuyavan
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Don't forget your click on "Like". Your feedback is very valuable and your “like” is a energy booster for us to keep blogging
- Yep, building on this response once those particular columns have been added and data has been populated against each “book”, have the user filter according to your steps then once they’ve reached what they want to filter on for that search ask them to create their own Personal View based on those filters they’ve selected, in this case the view would be called “Swedish novels by 19th century authors”.
They can create up to 50 (*see note below) Personal Views as they wish like with this method, with different filters applied, with a different view name, but it won’t be their own “private” SharePoint list, instead it’s creating a view in that list.
If you need them to have their own private list perhaps give us more reason around that and how it they intend to use it. To create a new SharePoint list users will need to be given more detailed steps.
Max limit of personal views is not known but here’s a resource for you to read regarding it: https://sharepoint.stackexchange.com/questions/129250/how-many-list-views-can-be-created
Cheers
JessThank you so much for your thurough responses.
The reason I want it to be a new list and not just a filtered view is that the selection of list items - that the user have filtered - has a use outside of the SharePoint environment. In my particular case it actually will be printed as a checklist on physical paper. And since the projects it will be used for can strech over many years, it has to be saved separately so that you always can come back to that specific filtering you did, perhaps years back.
Maybe I’m asking too much, or asking the wrong questions. But as a newbie I would like to investigate what options I have for a service like this within the framework SharePoint presents :)
- Okay thanks, that’s more detail which helps.
So, from the requirements you’ve provided I can still see a Personal view is useful because you can:
a) Views can be saved per list based on the filtering required for each user
b) the view can be exported to Excel and then printed as a checklist as needed, for as long as the list exists in SharePoint.
The drawback is personal views are restricted to the user who created them, no one else can see them. The workaround to his is giving the user permission to create a public view of their filtered choices.
Going back to the extra SharePoint list idea means you would have a lot of lists created by the end of this process, but are accessible by all staff (as opposed to personal views which are not). The reason you might want a separate list are:
a) users can add an extra column to make notes against it in the list via mobile device or export to excel and print out.
b) users can even use the list as a checklist and check items off as “completed” (if it is a task list) with notes as well, all from their mobile devices then you can export this to excel has a record. Once finished you can clean each list up by unchecking and deleting the notes, and re-use for the next year.
It really depends on how you need to use it and what records you need out of it at the end of your process. :)
Good luck!
Cheers
Jess
