Friday, 07 April 2023

Facility Group SharePoint Project

Mercury Marine

SharePoint Document Library View – Technical Approach

Prepared by: Sandip Kharde

Summary

This document is outlines the steps that were done as part of the solution development.

Facility Group – Technical Document

1. INTRODUCTION

1.1 PurposeThe purpose of this document is to describe about the technical approach taken to develop the SharePoint solution.

2. BACKGROUND

2.1 Existing System The existing system had the following,

The “Property Documents” is a document library, which is used to store the documents and its associated metadata.

The metadata columns in this document library includes “Lookup” column which get values from other SharePoint Lists.

The document library had views to show the document sorted, grouped based on some metadata columns.

The structure of the document library and lists was as follows,

Document Library : Property Documents

Column Name Type

Title Single line of text

Brunswick Property Lookup

(Lookup List name : Brunswick Properties)

Document Type Choice

List Name : Brunswick Properties

Column Name Type

1st Floor Manf/Tech Area Number

1st Floor Office Area Number

2nd Floor Manf/Tech Area Number

2nd Floor Office Area Number

Address Multiple lines of text

Annual Rent Currency

Annual Rent (Local) Number

Assessed Value Currency

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Auto Renewal Yes/No

BC Parent Single line of text

Book Value Building Improvements Currency

Book Value of Building Currency

Book Value of Land Currency

Book Value of Land Improvements Currency

Building Depreciation Currency

Building Improvement Depreciation Currency

Building Improvement Remaining Life (Months) Number

Building Life Remaining (Months) Number

Building Number Single line of text

Business Phone Single line of text

Business Unit Choice

City Single line of text

Country Single line of text

Currency Choice

Division Choice

Document Checklist - Leased Choice

Documents Checklist Choice

Early Termination Option Yes/No

Facility Footprint Area Number

Financial Data Last Updated On Date and Time

For Sale Choice

If auto renewal yes, Renewal Timeline Number

Land Improvement Depreciation Currency

Lease Ending Date and Time

Lease Start Date and Time

Lease Term Single line of text

Lessor Single line of text

Location Contact Single line of text

Nature of Business Choice

Notes\Additional Contact Information Multiple lines of text

Oracle Cost Center Single line of text

P&L Depreciation Real Property Currency

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Parcel Number Single line of text

Personal Property Tax Currency

Plant Number Single line of text

Property Name Single line of text

Property Status Choice

Real Property Tax Currency

Region Choice

Shared Facility Yes/No

State/Province Single line of text

Tax Accrual Information/Accounts Single line of text

Total Book Value Real Property Currency

Total Plant Area Number

USForeign Choice

Warehouse Area Number

Water Access Yes/No

ZIP/Postal Code Single line of text

2.2 Requirements When clicked in the lookup column value,

The detailed lookup value must open up in new window, by default it opens up in the same window.

The lookup value which opens in new window should show all the documents that were related to the currently shown lookup value. By default only the details about the lookup value are shown.

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When clicked on this lookup column values, it should open in a new window

Facility Group – Technical Document

The shown documents must able be grouped based on “Document Type”. While grouping all the possible document types must be shown, regardless of whether a document exists under a document type or not. By default only the document types which has got documents under it are shown, if there are no documents related to a particular document type then it will not be shown.

While the documents are filtered, grouped and shown, options must be there to create new documents and upload existing documents.

There must be options to edit and delete the documents that were shown.

3. APPROACHED SOLUTION

To achieve the following requirements, JQuery, DataView webpart and Out Of The Box (OOTB) sharepoint scripts were used.

3.1 Change in metadata column type The “Document Type” metadata column is deleted and recreated as a lookup value.

All the values inside the choice column were copied and pasted into a custom list, which then was used as a lookup list.

The structure of the document library and lists after the modification are as follows,

Document Library : Property Documents

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All the documents related to lookup value (E.g.:“Admin HQ”) should be shown here

Facility Group – Technical Document

Column Name Type

Title Single line of text

Brunswick Property Lookup

(Lookup List name : Brunswick Properties)

Document Type Lookup

(Lookup List name : Document Type)

List Name : Brunswick Properties

This list structure has not changed.

List Name : Document Type

Column Name Type

Title Single line of text

3.2 JQuery The JQuery is implemented by writing the script into a content editor web part’s “Source Editor”

view. The chrome type of the content editor web part needs to be set to “None” so make it invisible on the page.

For pages that could not be edited in browser to add new web parts, the page will need to be edited in SharePoint designer and the script needs to be included.

Importing JQuery : JQuery library was stored inside a document library and imported where ever it is required. The JQuery was imported using the following syntax.

Syntax : <script type="text/javascript" src="http://url_of_the_site_and_subsite/documentlibrary_and_folder/jquerylibrary_name.js"></script>

Example : <script type="text/javascript" src="http://collabtest.brunswick.com/facilities/test/JQueryLib/jquery-1.4.2.min.js"></script>

Making the link to open in a new window and pass the current lookup value as URL parameter :The following JQuery was used, to make all the lookup links to open up in new window and pass the value of the current lookup value that is clicked on.

<script type="text/javascript"> $(document).ready(function() {$("a[href^='/facilities/test/Lists/Brunswick%20Properties/DispForm.aspx?ID=']").each(function() { this.href = this.href + "&v=" + $(this).text(); this.target = "_blank";});

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}); </script>

The above script finds all hyperlinks which has got the URL of lookup list in their target URL and performs two actions

1. Create a new parameter called “v”, stores the lookup value into it and then appends it into the URL as a parameter.

2. Sets the target of the hyperlinks to “_blank”, which makes the hyperlinks to open in a new window.

3.3 Data View web part

The data view web part is used to retrieve the data from “Document Type” and “Property Document” lists, filter them, group them and display it.

The following steps were followed to make the data view web part work as needed.

The DispForm.aspx of “Brunswick Property” list was opened in SharePoint Designer. (Note: Make a copy of the DispForm.aspx so that it can be used as a backup and reference)

Select “Manage Data Sources” from the “Data View” menu.

From the”Data Source Library” that is shown, click on “Create a new Linked Source” under the “Linked Sources” section.

On the dialog box that is shown go to the “General Tab” and give a meaning full name to the data source that we are creating. Then navigate to “Source” tab and click on “Configure Linked Source” button.

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Select and Add “Document Type” list under the “SharePoint Lists” section. Then Select and Add “Property Documents” library shown under the “SharePoint Libraries” section. When both these are added click on “Next” button.

At the next screen select “Join” option and click on Finish.

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From the Context Menu of the newly created linked data source, select “Show Data”.

On the EditForm.aspx, select the Table Data (TD) that holds the “Brunswick Properties: New Item” web part. Right click on the TD Insert Cells to the Right. Click inside the newly created TD to place the cursor inside the new TD.

From the “Current Data Source” toolbar on the right hand side, select the “Title” under “dsQueryResponse Document Type Rows Rows”, drag the “Title” column and drop into the new TD which was created in above step.

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Click on the “Paging 10 item(s) per set” of the inserted data view web part. On the dialog that is shown select “Display all items” option.

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Now rename the “Title” value to “Document Type”

Now right click on of the newly inserted value (e.g. Buying & Selling – authorizations”) , then right click “Insert Columns to the Right”

Click on the second cell in the newly created column. (Note: Don’t select the first cell, as it is a Table Heading). Select the “Name” under “dsQueryResponse Property Documents Rows Row” and select “Joined Subview” submenu of “Insert selected fields as.” menu.

On the selection box that is shown select “Title” on the Left and “Document Type” from the Right. Click on OK.

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Click on a inserted value, click on the “>” button to see the Common Tasks and select “Hyperlink”.

Enter “{@FileRef}” for Address and then “{@FileLeafRef}” for Text to display.

Click on “Name (for use in forms)” and click on “>” button and select “Parameters”. From the shown dialog click on “New parameter”, enter the name as “v”, select “Query String” as Parameter Source and enter “v” for Query string variable. Click on OK to close the window.

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Now click on any values and click “>” button on top-right. Now from the context menu click on “Filter”. Select “Brunswick Property” for field name, then “Equals” and finally “[v]” for Value.

Click on the empty header cell and type “Documents(s)”

3.4 Handling Special Characters in XSLT Click on any values and click “>” button on top-right. Now from the context menu click on “Filter”.

Select the “Document Type” row, right click and select “Delete”. Click on OK.

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Switch to code view and locate “dvt_2.body” template. i.e.

<xsl:template name="dvt_2.body">

Inside that template add the following code just before

“<xsl:call-template name="dvt_2.rowview" />”

<xsl:variable name="parentval"> <xsl:value-of disable-output-escaping="no" select="$dvt_ParentRow/@Title" /> </xsl:variable>

Change the “<xsl:call-template name="dvt_2.rowview" />” into

<xsl:call-template name="dvt_2.rowview" ><xsl:with-param name="test1" select="$parentval " />

</xsl:call-template>

Locate the “dvt_2.rowview” template .i.e

<xsl:template name="dvt_2.rowview">

Add the following template just above that “<xsl:template name="dvt_2.rowview">“,

<xsl:template name="string-replace-all">

<xsl:param name="text" />

<xsl:param name="replace" />

<xsl:param name="by" />

<xsl:choose>

<xsl:when test="contains($text, $replace)">

<xsl:value-of select="substring-before($text,$replace)" />

<xsl:value-of select="$by" />

<xsl:call-template name="string-replace-all">

<xsl:with-param name="text"

select="substring-after($text,$replace)" />

<xsl:with-param name="replace" select="$replace" />

<xsl:with-param name="by" select="$by" />

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</xsl:call-template>

</xsl:when>

<xsl:otherwise>

<xsl:value-of select="$text" />

</xsl:otherwise>

</xsl:choose>

</xsl:template>

<xsl:template name="SpringReplaceApos">

<xsl:param name="text" />

<xsl:choose>

<xsl:when test="contains($text, &quot;&apos;&quot;)">

<xsl:variable name="nextString">

<xsl:call-template name="SpringReplaceApos">

<xsl:with-param name="text" select="substring-after($text, &quot;&apos;&quot;)" />

</xsl:call-template>

</xsl:variable>

<xsl:value-of select="concat(substring-before($text, &quot;&apos;&quot;), '&amp;#39;' ,$nextString)" />

</xsl:when>

<xsl:otherwise>

<xsl:value-of select="$text" />

</xsl:otherwise>

</xsl:choose>

</xsl:template>

Now just after the “<xsl:template name="dvt_2.rowview">” add the following line of code

<xsl:param name="parentval" />

Locate the following code under the “<xsl:template name="dvt_2.rowview">” template.

<td class="ms-vb">

<a href="{@FileRef}"><xsl:value-of select="@FileLeafRef" /></a>

</td>

And add the following code, just before it

<xsl:variable name="curvalquotfix">

<xsl:call-template name="string-replace-all">

<xsl:with-param name="text" select="$parentval" />

<xsl:with-param name="replace" select="'&#34;'" />

<xsl:with-param name="by" select="'&amp;#34;'" />

</xsl:call-template>

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</xsl:variable>

<xsl:variable name="curvalaposfix">

<xsl:call-template name="string-replace-all">

<xsl:with-param name="text" select="$curvalquotfix"/>

<xsl:with-param name="replace" select="'&#34;'"/>

<xsl:with-param name="by" select="'&amp;#34;'"/>

</xsl:call-template>

</xsl:variable>

<xsl:variable name="curvalampfix">

<xsl:call-template name="string-replace-all">

<xsl:with-param name="text" select="$curvalaposfix" />

<xsl:with-param name="replace" select="'&amp;'" />

<xsl:with-param name="by" select="'&amp;amp;'" />

</xsl:call-template>

</xsl:variable>

<xsl:variable name="curvalltfix">

<xsl:call-template name="string-replace-all">

<xsl:with-param name="text" select="$curvalampfix" />

<xsl:with-param name="replace" select="'&#60;'" />

<xsl:with-param name="by" select="'&amp;#60;'" />

</xsl:call-template>

</xsl:variable>

<xsl:variable name="curvalgtfix">

<xsl:call-template name="string-replace-all">

<xsl:with-param name="text" select="$curvalltfix" />

<xsl:with-param name="replace" select="'&#62;'" />

<xsl:with-param name="by" select="'&amp;#62;'" />

</xsl:call-template>

</xsl:variable>

<xsl:variable name="cur">

<xsl:value-of select="@DocType1" disable-output-escaping="yes" />

</xsl:variable>

Replace

<td class="ms-vb">

<a href="{@FileRef}"><xsl:value-of select="@FileLeafRef" /></a>

</td>

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With

<xsl:choose>

<xsl:when test="normalize-space(string($cur)) = normalize-space(string($curvalgtfix))">

<td class="ms-vb">

<a href="{@FileRef}"><xsl:value-of select="@FileLeafRef" /></a>

</td>

</xsl:when>

<xsl:otherwise/>

</xsl:choose>

Save and close the DispForm.aspx and then exit SharePoint Designer.

3.5 Options to create New Document and Upload existing document Open the DispForm.aspx in SharePoint Designer, Go to code view

Copy the following into just before any existing <Style> section.

<STYLE> /* Rule 323 of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ .ms-bodyareaframe {BORDER-RIGHT: #6f9dd9 1px solid; BORDER-TOP: #6f9dd9 1px solid; VERTICAL-ALIGN: top;

BORDER-LEFT: #6f9dd9 1px solid; WIDTH: 100%;HEIGHT: 100%;BACKGROUND-COLOR: #ffffff} /* Rule

325 of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ .ms-bodyareaframe { PADDING-RIGHT: 10px; PADDING-LEFT: 10px;

PADDING-BOTTOM: 10px;PADDING-TOP: 10px} /* Rule 1 of embedded stylesheet */ .ms-bodyareaframe { PADDING-RIGHT: 0px;

PADDING-LEFT: 0px; PADDING-BOTTOM: 0px;PADDING-TOP: 0px} /* Rule 398 of /_layouts/1033/styles/core.css?

rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ .ms-propertysheet {FONT-SIZE: 0.7em;COLOR: #4c4c4c; FONT-FAMILY: verdana;

TEXT-ALIGN: left} /* Rule 318 of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ .ms-bodyareacell {VERTICAL-ALIGN: top;

WIDTH: 100%; HEIGHT: 100%} /* Rule 2 of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ FORM {

MARGIN: 0px} /* Rule 1 of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ BODY { MARGIN: 0px} /* Rule 3 of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ BODY {

COLOR: #000000;FONT-FAMILY: verdana,arial,helvetica,sans-serif;BACKGROUND-COLOR: #ffffff} /* Rule 24 of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ .ms-menutoolbar {BACKGROUND-IMAGE: url(/_layouts/images/listheadergrad.gif);

BORDER-BOTTOM: #6f9dd9 1px solid;BACKGROUND-REPEAT: repeat-x; HEIGHT: 22px;BACKGROUND-COLOR: #afd2ff} /* Rule 7 of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ .ms-toolbar { FONT-SIZE: 8pt; COLOR: #003399;

FONT-FAMILY: verdana;TEXT-DECORATION: none} /* Rule 25 of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ .ms-menutoolbar TD {BORDER-TOP: #f2f8ff 1px solid;BORDER-BOTTOM: #d6e8ff 1px solid} /* Rule 28 of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ .ms-menutoolbar TD {PADDING-RIGHT: 0px;

PADDING-LEFT: 0px; PADDING-BOTTOM: 0px;MARGIN: 0px; VERTICAL-ALIGN: middle;

PADDING-TOP: 0px} /* Rule 41 of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ .ms-viewselector { FONT-SIZE: 8pt;FONT-FAMILY: tahoma} /* Rule 44 of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ .ms-menutoolbar TD TD.ms-viewselector {

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BORDER-RIGHT: #d2b47a 1px solid; PADDING-RIGHT: 0px;BORDER-TOP: #d2b47a 1px solid; PADDING-LEFT: 0px;

FONT-WEIGHT: bold;BACKGROUND-IMAGE: url(/_layouts/images/selectednav.gif); PADDING-BOTTOM: 0px;

BORDER-LEFT: #d2b47a 1px solid; PADDING-TOP: 0px;BORDER-BOTTOM: #d2b47a 1px solid;BACKGROUND-REPEAT:

repeat-x; BACKGROUND-COLOR: #ffe6a0} /* Rule 50 of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ TD.ms-viewselector { BORDER-RIGHT: #d2b47a 1px solid; PADDING-RIGHT: 0px;

BORDER-TOP: #d2b47a 1px solid; PADDING-LEFT: 0px;FONT-WEIGHT: bold;BACKGROUND-IMAGE:

url(/_layouts/images/selectednav.gif); PADDING-BOTTOM: 0px;BORDER-LEFT: #d2b47a 1px solid; PADDING-TOP: 0px;

BORDER-BOTTOM: #d2b47a 1px solid;BACKGROUND-REPEAT: repeat-x; BACKGROUND-COLOR: #ffe6a0} /* Rule 51 of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ .ms-menutoolbar TD TD { BORDER-RIGHT: medium none;BORDER-TOP: medium none;

BORDER-LEFT: medium none;BORDER-BOTTOM: medium none} /* Rule 58 of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ TD.ms-viewselector {WIDTH: 125px} /* Rule 52 of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ DIV.ms-viewselector { BORDER-RIGHT: #ffffff 1px solid; PADDING-RIGHT: 12px;

BACKGROUND-POSITION: right center;BORDER-TOP: #ffffff 1px solid; PADDING-LEFT: 4px;BACKGROUND-IMAGE: url(/_layouts/images/menudarkspaced.gif); PADDING-BOTTOM: 1px;

BORDER-LEFT: #ffffff 1px solid; CURSOR: pointer;PADDING-TOP: 1px;BORDER-BOTTOM: #ffffff 1px solid;

BACKGROUND-REPEAT: no-repeat} /* Rule 26 of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ .ms-menutoolbar TD A {FONT-SIZE: 8pt;

COLOR: #003399; FONT-FAMILY: tahoma;TEXT-DECORATION: none} /* Rule 54 of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ DIV.ms-viewselector A {COLOR: #000000} /* Rule 400 of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ .ms-propertysheet A {COLOR: #3966bf;TEXT-DECORATION: none} /* Rule 39 of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ .ms-listheaderlabel {COLOR: #204d89} /* Rule 40 of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ .ms-listheaderlabel { FONT-SIZE: 8pt;FONT-FAMILY: tahoma} /* Rule 373 of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ .ms-separator { FONT-SIZE: 10pt;COLOR: #83b0ec} /* Rule 30 of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ .ms-menubuttoninactivehover {PADDING-RIGHT: 7px; PADDING-LEFT: 7px;

PADDING-BOTTOM: 3px; MARGIN: 2px;LINE-HEIGHT: 16px; PADDING-TOP: 2px;

BACKGROUND-COLOR: transparent} /* Rule 374 of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ .ms-separator IMG { BORDER-RIGHT: #f2f8ff 1px solid; BACKGROUND: #9ac6ff;

MARGIN: 0px 1px; WIDTH: 1px;BORDER-BOTTOM: #f2f8ff 1px solid;HEIGHT: 16px} /* Rule 68

of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ .ms-splitbutton {MARGIN: 0px 1px} /* Rule 66 of /_layouts/1033/styles/core.css?rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ .ms-menutoolbar .ms-splitbuttondropdown { PADDING-RIGHT: 2px; PADDING-LEFT: 1px;

PADDING-BOTTOM: 1px; MARGIN: 1px;PADDING-TOP: 0px} /* Rule 67 of /_layouts/1033/styles/core.css?

rev=5msmprmeONfN6lJ3wtbAlA%3D%3D */ .ms-menutoolbar .ms-splitbuttontext {PADDING-RIGHT: 6px; PADDING-LEFT: 8px;PADDING-BOTTOM: 1px; PADDING-TOP: 0px} </STYLE>

Open the “Property Documents” document library in browser. Press F12 to open the developer toolbar. Using the Arrow selection tool available in the developer tool bar select the table which holds the New, Upload options. Right click and select “Copy InnerHTML”

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So to the Split view of the page, select the second web part where the “Property Documents” are shown. Now in the code section paste the copied HTML. (Note: Remove the options like Actions, Settings using SharePoint Designer)

Save the file and close the Designer.

4. REFERENCE

http://www.endusersharepoint.com/2010/04/15/sharepoint-group-by-a-column-with- multiple-values/

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