NOTE: This topic applies only to versions of the Roll-Up Wizard from before the Summer 2005 release. If you are working with Summer 2005 or a later release, please see Create a New Roll-Up from Scratch (Summer 05 and Later) instead.
The main interface for the Roll-Up Wizard displays the following fields, which are used to define the roll-up you want to create or modify.
(Optional) Enter the URL(s) for the site(s) from which you want to return links, sites, and lists. This can be any SharePoint site that resides on the same server as this web part. 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".
Examples:
http://www.sitename.com/;http://www.sitename.com;http://www.sitename2.com
http://www.sitename.com/site1
http://www.sitename.com/site1/site1a
Click this button to load the specified site’s lists into the Lists field.
This drop-down field contains all the current lists returned by the web part. Out of the box, the Roll-Up Wizard is designed to support the creation of roll-ups for Announcements, Contacts, Documents, Events, Links, and Tasks list types. Select the type of list for which you want to create or modify a web part.
Select the type of roll-up that you want to create: Calendar, Chart, My, Spreadsheet, or 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 described below. If you are in the process of modifying an existing web part, the saved settings are displayed.
This field is used to define the name for the schema to be created. After you create a web part using the Roll-Up Wizard, this schema name is shown in the web part’s Schemas list box. While not necessary, 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.
This field is used to define the name for the web part to be created. The web part name is displayed in the web part galleries and the web part libraries. If possible, try to use self-describing names so that the people who use your web part will be able to identify its purpose without having to read about it.
If you are modifying an existing web part and:
• If you want to create a new web part based on the settings of the existing one, type a new name in the Web Part Name field and then make the your changes.
• If you do not change the Web Part Name, you will overwrite the existing roll-up web part file when you save your changes. This will not affect any instances of the web part that already exist on any sites. Your changes will affect new instances of the web part that are placed on a site from this point going forward.
This field is used to provide a description for the web part that to be created. The description is displayed when users place their mouse over the web part name within the Add Web Parts menu and when a web part is loaded onto a page. The description should have enough detail to give them a quick overview of the web part's purpose. If possible, you should keep the description to one or two sentences.
After you have identified all of the above information, click the “Create Web Part” button to create your web part. This will create a Roll-Up web part and store it in the specified web part gallery or library (see Web Part Properties for more information on selecting these locations).
After you select a list to use for your web part, the list’s fields will load into the Administration window. You can set the properties described below for each field. If you are modifying an existing web part, the previous selections are displayed.
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.
The name of the field (column) in the list, provided for informational purposes only.
Toggle this checkbox to include the field in your web part. 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 also be a displayed column. It is not enough for that field to be searchable.
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.
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 leave the display size up to the browser.
Toggle this checkbox on for those fields you want included in any search users perform against the web part.
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.
When you select Calendar or My roll-up types, the Field Name Mapping options are displayed. These properties allow you to map list fields to either user or calendar fields.
When creating Calendar type roll-ups, these fields allow the Roll-Up Wizard to map list field names to the corresponding calendar field names. 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. Further, you may create a custom field and name it Start. It is possible to map any of these names to the Begin field using the List Field Name Mapping property.
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.
In order for the My Roll-Ups 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.
After you have identified all of the above information, click the “Create Web Part” button to create or update your web part. This will save the new or modified roll-up web part and store it in the specified web part gallery or library (see Web Part Properties for more information on selecting these locations).