SharePoint List Roll Up

New Contributor

Hi Looking for feedback from the community. We have a number of SharePoint list that we use to manage multiple projects going on in our organization. Is there a way to create a Master list that will roll up items from these individual project Lists to create a master Project for monitoring projects at the Management level, with KPI's. Any feedback will be great.

Thanks, AJ

2 Replies
best response confirmed by Intellixion (New Contributor)


Yes, you can create a Master list in SharePoint to roll up items from individual project lists and monitor projects at the management level. There are multiple approaches you can take to achieve this. Here are a few options:


1. SharePoint Lookup Column:
- In the Master list, create a Lookup column for each project list you want to roll up.
- Configure the Lookup column to reference the corresponding project list.
- Use additional columns in the Master list to capture and calculate KPIs based on the data from the project lists.
- Use views, filters, and grouping in the Master list to organize and present the rolled-up data.


2. SharePoint Content Query Web Part (Classic Experience):
- Add a Content Query Web Part to the Master page.
- Configure the Content Query Web Part to display items from the project lists based on specified criteria.
- Customize the display and format of the rolled-up data using XSLT or HTML.


3. SharePoint List Rollup Web Part (Modern Experience):
- Use a third-party solution or custom development to create a List Rollup Web Part.
- Configure the List Rollup Web Part to aggregate and display data from the project lists.
- Customize the display and format of the rolled-up data according to your requirements.


4. Microsoft Power Automate (formerly Flow) and Power BI:
- Use Power Automate to automate the extraction of data from the project lists and populate the Master list.
- Create a Power BI report/dashboard to visualize and analyze the rolled-up data.
- Connect the Master list and project lists to Power BI using the SharePoint connector.


These approaches provide different levels of customization and functionality, allowing you to choose the one that best suits your requirements and technical capabilities. Consider factors such as the SharePoint version you are using (Classic or Modern), the level of aggregation and calculation required, and the desired visualization and reporting capabilities when deciding on the approach to implement.


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