NOTE: This topic applies only to Summer 2005 and later releases of the Roll-Up Wizard. If you are working with a previous release please see “Create a Roll-Up (Pre-Summer 2005)” instead.
The basic steps for creating a new roll-up web part from scratch via the Roll-Up Wizard are described below. If you want to modify an existing roll-up, please refer to Modify an Existing Roll-Up.
1. On the main wizard interface, keep the default selection of Create a new Roll-Up.
2. In the List Site URL field, specify the URL that contains the lists for which you want to create the roll-up. This can be any SharePoint site that resides on the same server as the Roll-Up Wizard. If you leave this field blank, it defaults to the site where the Roll-Up Wizard is placed. The format for the URL must be: "http://Site-URL/SiteName".
3. Click Return Lists. This loads the specified site’s lists into the Lists field.
NOTE: If you are working in an SPS environment, do not create a roll-up that utilizes the Sites list where your site collections are tracked. If you do this, the Title column in your roll-up results will not display any values.
4. In the Lists field, select the list for which you want to create the roll-up.
5. Use the Roll-Up Type field to select the type of roll-up you want to create: Action, Calendar, Chart, My, Spreadsheet, Tree-View. After choosing a roll-up type, the administration window will automatically expand to display the chosen list’s fields, along with the properties in the following steps.
6. Next, you need to enter a name for the schema to be created, plus a name and description for the roll-up web part to be created.
• The Schema Name will be included in the administration interface for the new roll-up. You may want to prefix your schema names with an abbreviation, such as the first two letters of your list type name. For example, all CorasWorks schemas begin with a list type abbreviation like Task Roll-Up = TR. Your schema names should be unique.
• The Web Part Name is displayed in the web part galleries and web part libraries. Try to use self-describing names so the people who use your web part will be able to identify its purpose without having to read about it.
• The Web Part Description is displayed when a mouse is placed over the web part name on the Add Web Parts menu and when a web part is loaded onto a page. It should be brief, but detailed enough to provide a quick overview of the web part’s purpose. If possible, keep the description to one or two sentences.
7. In the lower section, select the fields you want to display in your roll-up. You can set the properties described below for each field.
NOTE: For performance reasons, CorasWorks roll-ups do not support more than 20 columns of data, including search columns. As more columns are added to a roll-up, the search process will become noticeably slower. From a visibility and usability perspective, try to limit the number of columns to 6 or 7.
• Display - Toggle this checkbox to include the field in your web part display. If the checkbox is left blank, the field will not be included in the display.
NOTE: When creating a "My" roll-up, the column that is set for the Assigned To column (where the roll-up looks for “me”) must be a displayed column. It is not enough for that field to be searchable.
• Display Order – (Optional) This field is used to set the order in which the web part's columns will be displayed. If you do not select a sort order, the fields will be displayed in the order that they appear in the fields list.
• Display % - (Optional) This field allows you to select how wide you want each field column to be. After you set the Display %, the total for all Display % fields should add up to 100. If you do not set a Display % value, the roll-up web part will determine the width each time the roll-up is displayed, based upon the width of the data in each column in each group. To ensure a consistent column width from one group to another within the roll-up display (so they all line up neatly), define a Display % here.
• Search - Toggle this checkbox on for those fields you want to make available to any searches users perform against the web part results. These fields do not have to be displayed.
NOTE: The fields you identify here for searching are also made available for use in filters.
• Sort Order - (Optional) The sort order determines how the web part you are creating will sort the results. For example, if you are creating a roll-up for a Contact list, you might set the Last Name field’s sort order to 1 and the First Name field’s sort order to 2. This would display the contacts in alphabetical order first by Last Name and then by First Name.
8.
If you are creating a calendar-type roll-up, you can select Begin, End, Title,
and (optional) Recurrence, RecurrenceData, and MasterSeriesItemID fields. These
fields allow the Roll-Up Wizard to map list field names to the corresponding
calendar field names, and determine which columns to use for the dates.
For
example, an Event list uses Begin as the name of the field that stores
the date on which events are to begin. However, a German language site may
define the Begin field as Beginn. You might also create a custom field
and name it Start. It is possible to map any of these names to the Begin
field using the Field Name Mapping properties.
The following fields must be mapped to a corresponding calendar field:
• Begin (DateTime)
• End (DateTime)
• Title (string)
If you want to support recurring events for event type lists, the following fields also need to be mapped:
• Recurrence (boolean)
• RecurrenceData (string)
• MasterSeriesItemID (integer)
In order for the field mapping to function properly, the field being mapped must contain the same data type as the field it is being mapped to.
9. In order for a “My” roll-up to display information that is relative to a specific user, you must map the User Field to a corresponding list field. For example, if you are creating a roll-up that will display all items that are assigned to the currently logged in user, you might map the Assigned To field to the User Field. Optionally, you could select the Modified By field to create a roll-up that would display items that had been modified by the currently logged in user.
10. When you are finished, click the Create Web Part button and confirm that you wish to create the web part. This saves the new roll-up web part and stores it in the specified web part gallery or library. (See Web Part Properties for more information on selecting these locations.)
You now have a roll-up web part that you can use in your solutions. You can further customize this web part by dragging it from its web part gallery or document library and using the web part’s administration interface to modify its behavior. To learn more about using a web part you have created, please refer to the online help for the corresponding CorasWorks roll-up type.
TIP: When the roll-up web part is created, you can right-click on the file name and save it to your desktop or another location.