Item Level Permissions for the list in SharePoint 2010 using SharePoint Designer workflow

All we know that there will be the items to view only for the respective people in the list. We can create a different view for the users. But creating view may lead to performance issue. So to avoid, we can make use of the SharePoint Designer. By writing the workflow we can assign permissions to the users.

Let find out the steps how we can achieve this functionality.

First create a list and add some items into the list.

Open the site in SharePoint Designer

From the Site Objects section click on the workflows and from the ribbon bar click on the List workflow icon and select the list name you created

Give the Appropriate name for the workflow, description also if you want.

Click on the Impersonation Step in the ribbon

Select the “Replace List Item permissions” option from the Actions in the ribbon

And by click on “these permissions” you can assign the permission levels to the users

Click on these permissions link and click on the ‘Add’ button and click on “choose” button to add the username and select the level of permission to that users and click Ok.

Finally you will get the below screen

  

Then save and publish the workflow

Create an item in the list by click on the item permissions in the item menu you can find the new permission levels to that item.   

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Posted in Item level permissions, SharePoint 2010, SPD workflow

List of library templates available in SharePoint 2010

Here we can find the various library templates available in SharePoint 2010.If we know the requisite we can make use of the template to create library.

Template Name	Type	Category	Description
Asset Library	Library	Content	A place to share, browse and manage rich media assets, like image, audio and video files.
Data connection Library	Library	Data	A place where you can easily share files that contain information about external data connections.
Document Library	Library	Content	A Place for storing the documents or other files that you want to share. Document libraries allows folders, versioning and checkout.
Form Library	Library	Content	A place to manage business forms like status reports or purchase orders. Form libraries require a compatible XML editor, such as Microsoft Infopath.
Picture Library	Library	Content	A place to upload and share pictures.
Report Library	Library	Data	A place where you can easily create and manage webpages and documents to track metrics, goals and business intelligence information.
Slide library	Library	Content	Create a slide library when you want to share slides from Microsoft power point or a compatible application. Slide libraries also provide special features for finding, managing, and reusing slides.
Wiki Page Library	Library	Collaboration and Content	An interconnected set of easily editable web pages, which can contain text, images and web parts.

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Posted in Library templates|SharePpint2010

Common list templates available in SharePoint 2010

Here we can find the various list templates available in SharePoint 2010.If we know the requisite we can make use of the template to create list.

Template Name	Type	Category	Description
Announcements	List	Communication	A list of news items, statuses and other short bits of information
Calendar	List	Tracking	A calendar of upcoming meetings, deadlines and other events. Calendar information can be synchronized with Microsoft outlook or other compatible programs
Contacts	List	Communication, Tracking	A list of people your team works with, like customers or partners. Contacts list can synchronize with Microsoft outlook or other compatible programs
Custom list	List	Blank & Custom	A blank list to which you can add your own columns and views. Use this if none of the built in list types are similar to the list you want to make.
Custom list in Datasheet view	List	Blank & Custom	A blank list which is displayed as a spreadsheet in order to allow easy data entry. You can add your own columns and views. This list type requires a compatible list datasheet ActiveX control, such as the one provided in Microsoft.
Discussion board	List	Communication	A place to have newsgroup-style discussions. Discussion board make it easy to manage discussion threads and can be configured to require approval for all the posts.
External list	List	Data	Create the external list to view the data in an external content type.
Import Spreadsheet	List	Blank & Custom	Creates the list which duplicates the columns and data of an existing spread sheet. Importing spreadsheet requires Microsoft excel and other compatible programs.
Issue Tracking	List	Tracking	A list of issues or problems associated with a project or item. You can assign, prioritize and track issue status.
Links	List	Communication, content	A list of web pages and other resources.
Project Tasks	List	Tracking	A place for team or personal tasks. Project tasks list provides a Gantt chart view and can be opened by Microsoft project or other compatible projects.
Status list	List	Tracking	A place to work and display a set of goals. Colored display the degree to which the goals have been achieved.
Survey	List	Data	A list of question which you would like to have people answer. Survey allow you to quickly create questions and view graphical summaries of the questions.
Tasks	List	Tracking	A place for team or personal tasks.

Here you can similar kind of information for the libraries also

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Posted in List, List Templates, SharePoint 2010

Create a Workflow using SharePoint Designer in SharePoint 2010

The workflows drives the business process in any organization. In SharePoint 2010 though we have the OOB workflows, but when we need in some customization we can develop workflows by using SharePoint designer.

Here we can have a simple workflow to send an email to notify the persons in the organization.

Assume we have an approval process for any kind of request (assume here as leave request), you have to raise a request to the respective person for the approval.

Let’s have a look to achieve this.

Create a list with fields we need (Like Requester name, Approver, etc.).

Open SharePoint Designer and open your site in SharePoint Designer.

Click on the workflows from the ribbon, select your list created above.

Then give a proper name to your workflow and also description if you want and click on OK.                

And from the conditions and action available in the ribbon, click on the action and select "Send email" 

and click on the link "these users" in that action then in the define email message window give the users name and fill the subject and body part and click on OK

.

Then select the options when you want to run the workflow from the workflow settings in the ribbon and check the check boxes accordingly.

Then publish the workflow and you are done.

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Posted in SPD workflow | SharePoint 2010

Available Out Of Box Workflows in SharePoint 2010

The workflow feature in SharePoint 2010 enables solution to improve business processes. Fundamentally, a workflow consists of two things: the forms that a workflow uses to interact with its users and the logic that defines the workflow’s behavior.

In SharePoint 2010, Microsoft has incorporated some default workflows which we can called as “Out of Box (OOB)” workflows. I am listing out the OOB workflows:

Collect Feedback

Approval

Disposition Approval

Collect Signatures

Three-state

Each workflow has its own business process to provide the solution. Based on our business process we can make use of these workflows. Please go through with the description about these workflows and implement where you need them.

Collect feedback:

Routes a document for review. Reviewers can provide feedback, which is compiled and sent to the document owner when the workflow has completed.

Approval:

 Routes a document for approval. Approvers can approve or reject the document, reassign the approval task, or request changes to the document.

Disposition Approval:

Manages document expiration and retention by allowing participants to decide whether to retain or delete expired documents.

Collect Signatures:

Gathers signatures needed to complete a Microsoft Office document.

Three-state:

 Use this workflow to track items in a list.

Adding to this we can develop the workflows using SharePoint Designer (SPD). By using the designer we can develop the following workflows:

• List Workflows
• Site Workflows
• Re-Usable Workflows

Click Here to create a designer workflow on the list(List workflow).

Based on the business needs we can choose any one these workflows and can develop the workflow by using the conditions and actions available in the SPD workflows.

Also, in SharePoint 2010 we can design and develop the workflows by using the Visual studio.

Here we have two types of workflows

• State machine workflows
• Sequential workflows 

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Posted in SharePoint 2010, Workflows

How to customize the custom list in the infopath | SharePoint 2010

Assume that you have created the list using custom list template. By click on the “Customize Form” in the list settings you can customize the list in the infopath.

Steps:

Create a custom list by click on the site actions -> then click on the “More Options”

Select the list from the categories and click on the “Custom list” template and give the name to the list.

Then create columns based on your requirements and then from the “List Tools” tab click on the list and
then choose the “Customize Form” option. By clicking on this icon the list will open in the Info path designer.

 Then by creating you own rules in the infopath then you can publish the infopath then the list will customized and all the forms (New, Edit, and View) will open in the infopath.

PS: Hope you have the MS-Office installed in your machine.

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Posted in Customize form, Infopath 2010

Usage of InfoPath Designer 2010 in SharePoint 2010

InfoPath is used to generate data entry forms for both the acquisition of information as well as storage of that information. With the 2010 release, InfoPath can now be used as an alternate way to present SharePoint 2010 content within the web browser, thus enhancing the overall user experience. Using forms with workflows can help manage and enforce business processes throughout an organization.

Here we can see basic steps to create infopath form and publish it.

To create an infopath form, please follow the steps:

Open infopath designer by click on the Windows, Microsoft office , Select the InfoPath Designer.

The InfoPath designer will open and we have the lot of options to create infopath depending on the requirements.

Select the Blank form and click on the "Design Form"

Here we are selecting the blank form to design as per our usage.

 Then add the controls on to the form and write your own rules and publish by click on the file and click on publish.

PS: Please remember that you have installed MS office in your machine.

Click Here to know How to customize the custom list in the infopath

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Posted in Infopath 2010, SharePoint 2010