Challenge #3 in implementing SharePoint: Standard view and Data sheet view filtering

SharePoint Feature Description

Views are the main out-of-the-box feature of Microsoft SharePoint to show the items in a list or document library. It is easy and convenient for an end user to create new views based on his requirements. There are a couple of options for the user to format views including Standard, Datasheet, Calendar, Gantt, Designer and Access views. When the user create a view based on the Standard format, a web page is generated to show the items based on the selected criteria. Datasheet views are based on JavaScript and gives the user an excel-like web format which the user can bulk copy data from Microsoft Excel to the Portal or bulk edit data.

In our test implementation of Microsoft SharePoint Server, there are certain lists with large amount of data, so these views are the efficient way to work with these huge lists.

Views have some features to filter the data. For example it is possible to see all of the correspondences in a project by filtering the project column in the correspondence list. Because this filter may apply to different projects and the user wants to freely switch between different projects, it is not efficient to create a separate view for each project and predetermine the filtering option. The way the user use this feature is to create a general view in the correspondence list and filtering data by hovering the mouse on the project lookup column and select the required project.

SharePoint Challenge Description

It is not possible in the standard view to filter all the correspondences of two projects at the same time. You can only filter projects one at a time. So it is kind of hard for the user to find cross project information.

Moreover, in previous version of Microsoft SharePoint, this feature was possible when you create a view based on the Datasheet format. Microsoft SharePoint 2010 use Access Database Engine to present datasheets in webpages. The problem was this feature was not accessible on non-Microsoft browsers. Just the Internet Explorer could render Microsoft SharePoint Datasheet view. In Microsoft SharePoint 2013, Microsoft changed this feature and present data by JavaScript. It is now accessible on all browsers, but JavaScript has more limitations. In previous version of the SharePoint, when you create a view in Datasheet mode, it was possible to apply custom filtering which was very useful feature. But in the current version of SharePoint it is not possible.

One solution may be to suggest to create data views in Microsoft SharePoint Designer and apply custom filtering to show data, but end user has no access to this tool and it is beyond the skill set of the end users.

Solution

There is no out-of-the-box solution to this SharePoint limitation. The user should do extra work to create separate views for each cross project information and use them according his requirements.

 

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MCSE, PMP, With more than 12 years experience in Microsoft technologies.

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