Action-Enabled Roll-Ups

Overview XE "Overview:Action-Enabled Roll-Up" XE " Action-Enabled Roll-Up:Overview"

Action-Enabled Roll-Up™ web parts do everything that standard roll-ups do, and more. Just like standard roll-ups, they roll up items from selected lists that meet your criteria, and display them in a single view that can be ordered by one or more columns. The results can be exported to Microsoft Excel, and you can also control the number of items to show in a list and use Next and Back buttons.

In addition to the abilities of standard roll-ups, action-enabled roll-ups can be configured to present any number of actions that can be executed against the list items displayed in the roll-up. They also feature a number of enhancements that are not available in standard roll-ups, such as dynamic on multiple columns, the ability to group by site, list, and/or folder, additional sorting capabilities, and support for Central Configuration.

Last Modified: DATE \@ "MMMM yy" January 07

Differences Between Action-Enabled Roll-Ups and Standard Roll-Ups XE "How Action-Enabled Roll-Ups are Different" XE "Action-Enabled Roll-Ups:Differences with Standard Roll-Ups"

As the next generation of roll-ups, action-enabled roll-ups do just about everything that standard (Spreadsheet, Tree View, and My) roll-ups do, and more. Of course, they allow users to execute actions against the list items in the roll-up. They also offer a number of enhancements that are not available in standard roll-ups, including:

· Support for Central Configuration

· Ability to group by site, list, and/or folder

· Multi-level dynamic grouping

· Increased availability of date functions for static grouping

· Ability to sort numeric columns

· Improved handling of long column values

· Display of hyperlinked pictures as pictures rather than links

There are some other differences between action-enabled and standard roll-ups. Specifically, action-enabled roll-ups do not support the following:

· Multiple schemas

· Custom displays

· Manual filter definition (can use the Filter Builder only)

· Connections to the Workplace View Advanced web part

· The Show URLs as Text, Not Links property

If you need to take advantage of any of these capabilities, you should use one of the standard roll-up types, instead.

Admin: Sites and Lists Tab XE "Sites and Lists Tab:Action-Enabled Roll-Up"

The administration interface includes a Sites and Lists tab that is used to select the sites, portals, and/or sub-areas and lists to include in the user presentation of the roll-up. You can select any number of lists or libraries from any number of sites on the server that the web part is running on as the source for the roll-up.

When you are finished making your selections on this tab, make sure you click Apply to save your changes and keep the administration interface open, or click OK to save your changes and return to the roll-up display. Most other tabs do not require you to click Apply to save changes; changes are saved automatically when you move from one tab to another. However, this tab differs in that clicking Apply loads your schema selections and other settings referenced by other tabs.

Return Type XE "Return Type:Action-Enabled Roll-Up" XE "Selective Return Type:Action-Enabled Roll-Up" XE "Line of Site Return Type:Action-Enabled Roll-Up"

This field is used to specify how the web part should identify the sites and lists to include in the roll-up display.

· Selective allows you to select each specific list that you want to include.

· Line of Site enables you to identify a URL and the number of levels below that URL to include in the display. Any sites that exist now or are created in the future within the specified number of levels will be automatically recognized and included in the roll-up display. If you choose Line of Site, the page refreshes and the "List Selection Settings" section is removed from the display.

Did you know… With Selective roll-ups, you can reference a list to which your users have read access in a site to which they do not have access. This is because Selective roll-ups hard-code the URL of the site and list, and do not check to see if the user has access to the entire site, as Line of Site roll-ups do.

Site/List Selection Method XE "Action-Enabled Roll-Up:Directory List" XE "Directory List"

NOTE: This property is available in Summer 2006 and later releases only.

There are three things you can do with this property, depending on how you want to identify the sites and lists to be referenced by the roll-up.

· To identify the sites and lists via the standard properties shown on the Sites & Lists tab, keep the default of Selected by User.

· To direct the roll-up to get the sites and lists from a Directory List, select Based on Directory List. The page is refreshed and a slightly different set of properties is displayed on the tab.

· If you plan to use Central Configuration, skip down to the Schemas prompt. When you enable Central Configuration on the Other tab, all of the properties down to the Schemas will be grayed out because they are controlled by the Central Configuration.

Site URL XE "Site URL:Action-Enabled Roll-Up"

This optional field is used to define the URL for the site (or the top-level site) you want to access and from which you want to return list items. This can be any SharePoint site that resides on the same server as this web part. If this field is left blank, it will default to the URL where the roll-up web part is placed.

The format for the URL is http://Site-URL/SiteName.

Examples:

· http://www.sitename.com/

· http://www.sitename.com/site1

· http://www.sitename.com/site1/site1a

To include lists from more than one site, type the first URL you want to work with in the Site URL field and then click Add URL. The URL you just identified is placed in the box below the field. Type another URL in the Site URL field and click Add URL again. Repeat this process as many times as necessary.

To remove selected URLs from this area, highlight the URL you want to remove from the box below this field and click Remove. Alternatively, you can click Remove All to remove all URLs.

TIP 1: If the site that contains the lists you want to work with is displayed by the Workplace View Advanced web part, you can right-click on the site, select Copy Shortcut, and paste the URL in the Site URL field.

TIP 2: If you configure a roll-up as Line of Site and a user does not have rights to access a particular site, that site and any sites under that site will not be included in the roll-up. This is true even if the user does have rights to a site that’s below the site to which they do not have access. If you want the roll-up to include the site to which the user does have rights, you can take advantage of the ability to identify multiple URLs in the Site URL field and include the URL of the site to which they do have access.

Directory List URL

NOTE: This property is available in Summer 2006 and later releases only. It is only displayed when the Site/List Selection Method is set to Based on Directory List.

This property is used to identify the absolute URL to the site where the Directory List is located that you want to reference for Scope Management. The roll-up will look to the Directory List to determine the appropriate sites and lists to include. Click Refresh Available Lists once you have entered this value to populate the Directory List Name drop-down.

Directory List Name

NOTE: This property is available in Summer 2006 and later releases only. It is only displayed when the Site/List Selection Method is set to Based on Directory List.

This drop-down is used to select the name of the Directory List to reference for Scope Management. It shows all available lists, including hidden lists. The roll-up will look to this list to determine the appropriate sites and lists to include. When you select a list name here, the page is refreshed, including the available values in the Directory List View drop-down.

Remember that any user that accesses an action-enabled roll-up that references a Directory List must have Read access to the Directory List. However, they do not necessarily need to be granted Read access to the site containing the Directory List.

Directory List View

NOTE: This property is available in Summer 2006 and later releases only. It is only displayed when the Site/List Selection Method is set to Based on Directory List.

This property is used to select the name of the view in the Directory List to utilize for Scope Management. The roll-up will look to this view in the Directory List to determine the appropriate sites and lists to include.

Schemas XE "Schema Selection:Action-Enabled Roll-Up"

This drop-down field lists all of the available schemas that can be used with this web part. Unlike standard roll-ups, action-enabled roll-ups only support a single schema at a time.

Schemas contain the elements that identify a list: the list type, filter and search fields, display fields, and so on. When you select a schema, the elements of that schema will be used to find only those lists that match that schema profile. Lists of schemas can be found in the Supported Schemas section of this web part help.

NOTE: If you have created your own schemas, you will not be able to select them from the Schemas drop-down for the out-of-the-box CorasWorks action-enabled roll-ups. You will need to create your own version of the roll-up web part that references the custom schema using the Roll-Up Wizard, which is available with the Developer and Small Business editions of the Workplace Suite.

Site Levels Searched XE "Site Levels:Action-Enabled Roll-Up"

This optional field is used to define the number of levels to search within a site to find lists for the roll-up display. If this field is left blank, it will default to 0, which searches only the site named in the Site URL field. The maximum recommended number of levels is 10.

Please make sure that a number is entered in this field. If you spell out a number, it will result in an error and no lists will be found.

If you have chosen the Selective return type and you change the value identified in this field, click the “Refresh Available Lists” option to the right of this field. This updates the sites and lists identified in the Available Lists drop-down field, described below.

If Central Configuration is enabled for this roll-up (Summer 2006 and later releases only), this property may be affected in one of these three ways:

· A label may be displayed above the entry field, stating the maximum levels allowed. If you attempt to identify a larger number than the maximum, the property will be automatically reset to the maximum number of levels allowed when you click Apply or OK.

· The property may be grayed out, denoting that the number of site levels searched is managed by the Central Configuration.

· There may not be any Central Configuration settings that affect the site levels searched, in which the property is displayed (and defined) as usual.

Available Lists (Selective Only) XE "Available Lists:Action-Enabled Roll-Up"

This drop-down field displays the lists available to be chosen for return by the web part. This includes all available lists, even if they have already been selected and are displayed in the "Currently Selected Lists" field. The format for the lists displayed here is “Site Name | List Name.”

Click on a list to add it to your selection for the web part display. Click "Select All Sites & Lists" to include items from all of the available lists in the web part display.

Summer 2006 and later releases: If Central Configuration is enabled for this roll-up, this property will not be displayed.

Currently Selected Lists (Selective Only)

This area displays all of the lists you have selected to include in the roll-up display. The format for the lists displayed in this field is “Site Name | List Name.”

To remove a list, simply highlight the list and it will be removed from the display. Select "Remove All Sites & Lists" to remove all of the lists from the roll-up display.

Summer 2006 and later releases: If Central Configuration is enabled for this roll-up, this property will not be displayed.

When you are finished making your selections on this tab, click any other administration tab to save your changes and keep the administration interface open, or click OK to save your changes and return to the roll-up display.

Admin: Filtering Tab XE "Filtering Tab:Action-Enabled Roll-Up" XE "Filtering:Action-Enabled Roll-Up"

Filtering allows you to limit the items returned by an action-enabled roll-up to only those that meet the criteria you define. When a filter is performed, the roll-up looks for text matches on the metadata returned by the roll-up. Users can further refine the results by performing searches on a filtered roll-up. Note that filtering allows you to locate data in a specific field, while searching locates data in any field in the list.

The Filter Builder makes is easy for non-technical individuals to define filters because it is not necessary to know the correct syntax; the fields prompt you for each necessary piece of information.

This topic includes the following subjects:

· 0Defining a Filter with the Filter BuilderHelp_D2HPrivate(-9,1505)Defining a Filter with the Filter Builder0

· 1Tips on Defining FiltersHelp_D2HPrivate(-9,1506)Tips on Defining Filters1

· 2Conversion to CAMLHelp_D2HPrivate(-9,1507)Conversion to CAML2

NOTE 1: The Filter Builder cannot be used to build the equivalent of this expression:

(A AND B) OR (C AND D)

NOTE 2: When applying a CAML filter to an action-enabled roll-up, documents in the root folder and folders one level deep are shown.  Documents in folders below the first level are not shown. If you must include items in multiple levels of folders, you will need to do one of the following:

· Do not apply a filter OR

· Use either a Spreadsheet or a Tree View roll-up and manually define a basic (not CAML-based) filter.

Defining a Filter with the Filter Builder

When you first access the Filtering tab, the Filter Builder is displayed. Each component of the filter is comprised of three fields:

· The first field presents a drop-down list of all of the fields that are available for filtering. Click to select the field you want to start building your filter with.

· The next field is used to select the desired operator for the filter (is equal to, is less than, contains, etc.).

· The third field is used to identify the value you want the filter to find. You can simply type in the value you want to find, or you can use a function (see “Supported Functions” below).

If you only want to filter on a single field and a single value, all you need to do is click Apply or OK to save your filter. When your filter is saved, it will be converted to CAML automatically. This is done to help improve performance.

NOTE: Please do not enter any CAML code in the Filter Builder. The Builder will automatically convert the criteria to CAML for you.

The following values can be entered into the third entry field for filters based on Boolean fields:

· True

· False

· Yes

· No

· 0 (translates to False)

· 1 (translates to True)

To filter on multiple fields and/or values, you need to define additional filter components. The Filtering tab presents two groups of criteria that can be used:

· The group of fields on the top half of the tab are used to define the “and” components of the filter. The roll-up will only display items that meet all of the criteria entered here. (For example, Status is equal to In Progress AND Priority is equal to High.)

· The group of fields on the lower half of this tab allow you to define the “or” components of the filter. The roll-up will display items that meet any (one or more) of the criteria entered here. (For example, Status is equal to Not Started OR Status is equal to On Hold.)

To define multiple filter components on either the top or bottom half of the tab, click the “Add More Filter Criteria” link in the appropriate section. This adds another set of three builder fields so you can define additional criteria.

The drop-down field in the middle of the tab (below the line) presents two options, Or and And. If you have defined components on both halves of the tab, select the appropriate option for your needs.

· Select “Or” if you want the filter to locate items that meet the criteria on the top half of the tab or any of the criteria on the lower half

· Select “And” if you want the filter to locate items that meet the criteria on the top half of the tab plus at least one of the criteria on the lower half

NOTE: The Filter Builder cannot be used to build the equivalent of this expression:

(A AND B) OR (C AND D)

If you want to create this type of filter, the filter will need to be defined manually.

Supported Functions XE "Filter Functions:Action-Enabled Roll-Up" XE "Functions (Filter):Action-Enabled Roll-Up"

The Filter Builder supports the functions listed below. The date functions are all relative to the current date, and can only be used if the filter is defined based on a date field.

· [ME] – The currently logged in user

· [Today] – Today's date

· [CurrentWeekStart] – The first day in the current week

· [CurrentWeekEnd] – The last day in the current week

· [CurrentMonthStart] – The first day in the current month

· [CurrentMonthEnd] – The last day in the current month

· [CurrentYearStart] – The first day in the current year

· [CurrentYearEnd] – The last day in the current year

· [Quarter1Start] – The first day in the first quarter of the current year

· [Quarter1End] – The last day in the first quarter of the current year

· [Quarter2Start] – The first day in the second quarter of the current year

· [Quarter2End] – The last day in the second quarter of the current year

· [Quarter3Start] – The first day in the third quarter of the current year

· [Quarter3End] – The last day in the third quarter of the current year

· [Quarter4Start] – The first day in the fourth quarter of the current year

· [Quarter4End] – The last day in the fourth quarter of the current year

· [OneWeekAgoStart] – The first day of the previous week

· [OneWeekAgoEnd] – The last day of the previous week

· [TwoWeeksAgoStart] – The first day of the week before last

· [TwoWeeksAgoEnd] – The last day of the week before last

· [OneWeekFromNowStart] – The first day of next week

· [OneWeekFromNowEnd] – The last day of next week

· [TwoWeeksFromNowStart] – The first day of the week after next

· [TwoWeeksFromNowEnd] – The last day of the week after next

· [OneMonthAgoStart] – The first day of last month

· [OneMonthAgoEnd] – The last day of last month

· [OneMonthFromNowStart] – The first day of next month

· [OneMonthFromNowEnd] – The last day of next month

Sample Filters

To help you see how filters can be set up, a few sample screen captures are provided here.

Example 1

In this example from the Partner Extranet Dashboard, a filter is defined to locate leads that have been created within the past 30 days.

Example 2

This example is taken from the Picture Phone Book solution. It looks for contact items where the last name starts with A, B, C, or D.

Example 3

In this example, a filter is defined to look for all items that are due in the third quarter of this year AND EITHER:

· High priority OR

· Not started

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Tips on Defining Filters

Available Columns for Filter Definition

Columns do not have to be displayed in order to be referenced in a filter, but they do need to be searchable. Only searchable columns will be listed in the drop-down field in the Filter Builder. To make a column searchable, the Search box must selected when the roll-up is created or modified via the Roll-Up Wizard. By default, all columns that are selected in the Roll-Up Wizard for display are also marked as searchable.

Contains vs. Is Equal To or =

Because SharePoint sometimes stores data differently than the way it is displayed, you may find that you get better results from your filters when you use the "Contains" operator instead of "Is Equal To" or “=”.

For example, you may see the name "Bob Smith" in a list item that includes the Assigned To field. However, SharePoint stores this name with extra characters, so the actual stored value may be something like "3;#Bob Smith." Therefore, if you want to filter on records that were assigned to Bob, you get the desired results if you build the filter with the "Contains" operator.

Using Yes/No Columns vs. Choice Columns with Yes/No Options

It is important to understand the difference between Yes/No columns and Choice columns with Yes and No options.

When you use a Yes/No column, SharePoint stores a “True” value when the field is selected and leaves it blank when it is not selected. As a result, if you want to filter on a Yes/No column, you need to set the filter to look for the appropriate value:

· To filter on a selected (Yes) value, the filter would be
column is equal to True (using the Filter Builder) OR
column=True (manually defining the filter)
(replace “column” with the name of your column)

· To filter on a non-selected (No) value, the filter would be
column is not equal to True (using the Filter Builder) OR
column<>True (manually defining the filter)

When you use a Choice column with Yes and No options, the filter should be defined as:
column is equal to value (using the Filter Builder) OR
column=value (manually defining the filter)

Working with Documents in Folders XE "Filtering:In action-enabled roll-ups" XE "Action-Enabled Roll-Ups:And Filtering" XE "Folders:Effect on Filtering:Action-Enabled"

When the Filter Builder is used to apply a filter to an action-enabled roll-up, documents in the root folder and folders one level deep are shown. However, documents in folders below the first level are not shown. If you must include items in multiple levels of folders, you will need to do one of the following:

· Do not apply a filter OR

· Use either a Spreadsheet or a Tree View roll-up and manually define a basic filter (not CAML-based, not created with the Filter Builder).

Balancing Your Filters

The Filter Builder works as expected with one, two, or any even number of clauses. However, it needs help with three, five, or any other odd number of clauses. In these cases, the filter must be balanced. Rather than having an odd number of clauses, you will need to add a “dummy” query to create an even number. The dummy query can be an "is not Null" check and exists only to even out the query to be built by the Filter Builder.

When You DON’T Want to Use the Filter Builder

The Filter Builder cannot be used to build the equivalent of this expression:

(A AND B) OR (C AND D)

If you want to create this type of filter, the filter will need to be defined manually.

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Conversion to CAML

All filters built using the Filter Builder are automatically converted to Collaborative Application Markup Language (CAML) when they are saved. You do not need to know how to write CAML code; the conversion is done automatically.

The benefit of CAML is that it applies the filter to list items before they are collected and stored by the web part, thereby improving the web part’s performance. This is particularly beneficial when roll-ups search through a large number of lists to locate data, yet the amount of data returned could be small. It is also useful for more complex filtering.

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Admin: Search Tab XE "Search Tab:Action-Enabled Roll-Up" XE "Define a Search:Action-Enabled Roll-Up"

The Search tab on the administration interface contains fields that allow you to:

· Define where to begin the search

· Show or hide the Search box

· Require the user to enter search criteria before results are displayed

· Define a required search, in which you define the criteria for the data to be displayed and remove the user's ability to perform a search

· Configure the Search box to present a drop-down list of criteria to select from, instead of allowing a free-form search

When you are finished making your selections on this tab, click any other administration tab to save your changes and keep the administration interface open, or click OK to save your changes and return to the roll-up display.

NOTE: Searches look through all searchable fields in the schema for the identified text or data. If you only want to look at a specific field for the text or data, a filter should be used, instead.

Show Search Box

This option enables the search bar in the roll-up display. You can disable the search bar via a search command (:search:), but you cannot re-enable it in the same manner. To accommodate this, you can toggle this option on to re-enable the Search bar.

Wait for Search XE "Wait for Search:Action-Enabled Roll-Up"

When this feature is enabled, the web part will not return any results until the user completes a search. It can save much-needed performance when accessing multiple lists and/or sites. With some configuration, this allows you to have multiple roll-ups on a page, each pointing a different list with a different schema, and utilizing a form web part or another connected web part as a search mechanism for all roll-ups on that page. This option was previously named “Show Nothing At Startup.”

Required Search Criteria XE "Required Search Criteria:Action-Enabled Roll-Up"

(Optional) Users are permitted to search for specific phrases to return only the information that pertains to them. However, administrators can deactivate this feature by placing a valid search phrase in this field. When this is done, the web part will return the items found via the search phrase. The fields that can be utilized in this search string are identified in the Supported Schemas section of this help, on the “Search Fields” line of each identified schema.

NOTE: If anything is entered in this field, the Search function will be deactivated for general users.

List URL

The Search box provided in a roll-up display can be configured to present a drop-down list of criteria to select from, instead of allowing a free-form search. The List URL field is used to define the site from which this list of criteria is pulled.

The list can be located anywhere in the system. If the list exists within the same site as this web part, you can leave the Site URL field blank. As an example, say you have a list of customers located in your Sales Department sites. In your Customer Service site, you track the calls from customers. You can configure a roll-up view in Customer Service to include a search box that provides a drop-down list of customers that comes from the Sales Department site.

List Name

This field should state the Display Name of the list that you want to use to populate the set of available search criteria. The Display Name is the name displayed in the "Documents and Settings" area of SharePoint; it is not the URL name of the list.

NOTE: The %user% function is not supported in the administration interface. If you wish to see a list of users from the site you have chosen as a site URL or the current site, you can use the %user% parameter in the web part properties tool pane.

List Field Name

Enter the name of the field that you want to use to populate the search drop-down. The web part will look at all results within the list and return items from that list field, removing any duplicates.

NOTE: Keep in mind that this field is referenced to determine the values displayed in the search drop-down. This is not the name of the field that will be searched when the search is executed; searches look at all searchable fields identified in the schema. If you are working with a custom schema, the searchable fields are the ones you identified in the “Search” column in the Roll-Up Wizard.

Admin: Actions Tab XE "Actions Tab:Action-Enabled Roll-Ups" XE "Actions:Selecting" XE "Actions:Executing"

The Actions tab on the roll-up administration interface is used to select the pre-defined actions that you want to make available for use against the items in the roll-up. When the roll-up is displayed, the actions you select on this tab are listed in a drop-down menu at the top of the roll-up, next to the Search bar.

This topic includes the following subjects:

· 6Select Actions for Use in a Roll-UpHelp_D2HPrivate(-9,1516)Select Actions for Use in a Roll-Up6

· 7How Action Definitions are Referenced by Roll-UpsHelp_D2HPrivate(-9,1517)How Action Definitions are Referenced by Roll-Ups7

· 8Execute an Action Against Items in a Roll-UpHelp_D2HPrivate(-9,1518)Execute an Action Against Items in a Roll-Up8

Select Actions for Use in a Roll-Up

Before You Begin… XE "Actions:Compatibility"

Before you choose the actions to enable for a roll-up, please make sure that they are compatible with the schemas of both the source lists included in the roll-up and the destination list. For example, if you are working with an event roll-up, you do not want to select an action that updates the status of a task (or any action that references a column that does not exist in the affected list).

If you enable an incompatible action for the roll-up and a user selects that action, it will always fail. You need to be sure that the columns that are populated or updated exist in both the source list and the destination list. Naming your action definitions clearly goes a long way toward avoiding this potential problem.

Procedures:

1. Access the Actions tab on the roll-up’s administration interface. If the actions you want to make available are not located on the current site, type the desired list URL in the Site URL field and then click Add URL.

· If the actions are located in more than one URL, repeat this step as necessary.

· As you identify URLs, the Available Document Libraries area is automatically updated with the names of all the libraries that have the appropriate structure to store action definitions.

NOTE: The site can be identified as either absolute or relative. For maximum portability, a relative URL should be used. If an absolute URL is identified and the action is later ported to a new site, the URL may not be reachable. For more information, see “How Action Definitions are Referenced by Roll-Ups,” below.

2. The Available Document Libraries section shows all the document libraries in the current site and in all of the URLs identified above. Highlight the libraries used to store the actions you want to make available and click Load Available Actions. The page is refreshed and all of the action definitions in the selected libraries are added to the Available Actions area at the bottom of the tab. No other types of actions are available for selection.

3. Highlight the actions you want to make available for use and click the >> button to move them to the Selected Actions area.

NOTE 1: This is where the importance of naming your actions clearly comes into play. It is important that you make sure the actions you select here are compatible with the roll-up.

NOTE 2: If you are working with a version before the Winter 2006 Update, do not activate a Create List Item or Modify List Item-type action on a document roll-up. These two types of actions did not support document libraries until the Winter 2006 Update.

NOTE 3: If you are working with the Summer 2006 release or a later version, you can select a Go To URL here. This action type was not previously available for selection from an action-enabled roll-up.

4. When you are finished, either select another administration interface tab to continue your configuration or click OK to see the updated roll-up display. The actions drop-down is included at the top of the roll-up display, and there is a checkbox to the left of each item in the roll-up.

For information on creating and modifying action definitions, see the 9Actions WizardHelp_D2HPrivate(-7,1107)Overview9.

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How Action Definitions are Referenced by Roll-Ups XE "Actions:Referenced by Roll-Ups"

When you select an action to enable for a particular roll-up, the roll-up web part stores a reference to the location of the action definition. If the action definition is located in a library in the same site where the roll-up is located, a reference is stored with just the library name. If the action definition is located in a different site, a reference is stored with the entire path.

If you enable actions for a roll-up and then save the site as a site template, the references to action definitions that are stored in action libraries in the same site are maintained and are portable. Any references that include the entire path (are not in the same site) are not portable.

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Execute an Action Against Items in a Roll-Up

No activity will happen regarding an action until the user selects the roll-up item(s) they want to work with and the action they want to execute. To do this:

1. Place a check mark next to each item in the roll-up you want to work with.

2. Select the desired action from the drop-down at the top of the roll-up display.

3. Click Go.

· If the action is a delete-type action, a confirmation message is displayed before any items are deleted.

NOTE: If the action-enabled roll-up is placed in web part zone with an invalid ID XE "Invalid Web Part Zone ID" , the confirmation message will not be displayed, but the selected item(s) will still be deleted. For more information on invalid web part zone IDs, see the 12For DevelopersHelp_D2HPrivate(-9,656)Overview12 help topic.

· If the action definition includes any values that are set to “Select at Runtime,” an entry form is displayed. Any required fields are marked with a red asterisk (*). When you are finished entering the necessary information, click Go at the bottom of the entry form.

NOTE: If the Action Runtime Interface includes a user selection drop-down (e.g., Assigned To), the users are pulled from the site collection’s user list, not the individual site’s user list.

4. A status area is displayed with the success or failure message that is stated in the action definition. If any items failed, you will also see a bulleted list of links to the items for which the action did not succeed. Each link opens in a separate window. Note that the items you selected for the action are still marked in the roll-up display. Additional SharePoint error messaging will also be displayed if that option was selected in the action definition.

· Actions can fail for a number of reasons. One common reason is that the action definition is incompatible with the roll-up. One or more of the columns referenced in the definition may not in exist in the source or destination list(s).

· Another reason may be insufficient user access to one or more of the lists in the roll-up. Users must have a minimum of Contributor access to a destination list in order for an action to succeed in creating, modifying, or deleting items in that list.

5. Select the Close Actions Status Window link in the area where the success or error message is displayed. The status window is closed and the roll-up display is refreshed.

NOTE: Please do not refresh the screen or use your browser’s Back or Forward button until the action has finished executing and you have closed the status area.

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Admin: Grouping Tab XE "Grouping Tab:Action-Enabled Roll-Up" XE "Define Groups:Action-Enabled Roll-Up" XE "Dynamic Grouping:Action-Enabled Roll-Up" XE "Static Grouping:Action-Enabled Roll-Up" XE "Grouping:By Sites, Lists, and Folders"

The Grouping tab on the administration interface allows you to configure the roll-up to automatically group information based on the contents of a selected field. You can also control the color and font of the group labels and specify whether or not the results should be expanded.

Action-enabled roll-ups allow you to perform three kinds of grouping on roll-up results, each of which is described below:

· 14Grouping by sites, lists, and/or foldersHelp_D2HPrivate(-9,1520)Grouping by Sites, Lists, and/or Folders14

· 15Dynamic groupingHelp_D2HPrivate(-9,1521)Dynamic Grouping15

· 16Static groupingHelp_D2HPrivate(-9,1522)Static Grouping16

If you use all available grouping options, the roll-up will be grouped according to the criteria in these sections, in this order:

1. Static Grouping

2. Group by Sites

3. Group by Lists

4. Group by Folders

5. Dynamic Grouping

Grouping by Sites, Lists, and/or Folders

Roll-up results can be grouped by site, list, and/or folder, with options to expand or contract the results in each type of group. These grouping options, presented at the top of the Grouping tab, can be used in any combination.

To enable a grouping option, simply place a check mark to the left of the option. To disable it, remove the checkbox. The Expand All checkbox expands the roll-up results under all selected grouping options.

The Group by Folders property is not limited to use with document libraries. If you enable this option on a list roll-up, the results will be presented under a single heading that combines both the site and the list. Users do not have to click through multiple heading levels to get to the information they need.

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Dynamic Grouping

When dynamic grouping is utilized, the action-enabled roll-up will automatically group the results based on the values in one ore more columns that you identify. For example, if you have a document library with four different document categories, the documents can be grouped by category, If you add a fifth document category at some point in the future, any document items with that category are automatically included in the roll-up display and grouped under that new category.

Action-enabled roll-ups allow you to group on up to three columns. To take the above example one step further, you can group first by category and then by stage. So the items within each category in the roll-up would be grouped by stage. As more categories and stages are added in the future, they will all be included in the roll-up automatically.

To utilize dynamic grouping, all you need to do is select the column(s) you want to group on from the drop-down list(s). The remainder of the fields in the Dynamic Grouping Settings section of the tab are optional.

NOTE: If you need to group on more than three columns, you can do so via the web part tool pane, accessed by selecting Modify Shared Web Part from the web part menu. The Dynamic Grouping property in the Return Properties section allows you to identify an unlimited number of groups. The following format should be used:

ColumnName<NEW>ColumnName<NEW>ColumnName<NEW>ColumnName

Where ColumnName is the name of the column to group by.

Group By First

This drop-down is used to identify the name of the first column to reference that contains the values to group on. This must be one of the display fields within the web part. Using the example above of grouping by category, you would select Category here from the list of available columns.

NOTE: If the roll-up utilizes multiple schemas, the web part will reference the first schema in the schema list to determine the available column names to display in this drop-down.

Then By

These two drop-downs are used to identify the name of the second and third columns to reference that contain the values to group on. Using the example above of grouping by category and then by stage, you would select Stage here from the list of available columns and leave the third grouping drop-down set to “None.”

Group Heading Color

This field is used to identify the background color for the dynamic group headings. Click Choose Color to the right of this field to select the desired color, or you can enter the color in hex format. Leave this field blank to use the default color.

Font and Style

This field is used to identify the font family, size, color, and weight to use for the dynamic group headings. Leave this field blank to use the default font and style.

Example: font-family: Verdana; font-size: 10pt; color: blue; font-weight: bold

Expand Results

Select Yes from this field to have the roll-up display an expanded view of the results that includes site and list names, dynamic group headings, and returned items. Select No to contract the results and display only the names of each site included in the roll-up.

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Static Grouping XE "Actions:Static Grouping"

With static grouping, you specify not just the field you want to use to group items, but also the specific field value(s). To continue the example used above for dynamic grouping, you would utilize static grouping if you did not want to display all of the documents with all possible document categories, but only those with a category of Requirements or Specifications.

To utilize static grouping, you need to define the Group Heading Text and the Filter. The remainder of the fields in the Static Grouping Settings section of the tab are optional.

When you are finished defining each group to be included in the static grouping display, click Add Grouping. When you do this, an additional set of entry fields is displayed so you can define the next group. If you want to remove a group from the display, simply click Remove Grouping below the definition of the group you want to remove.

NOTE: Static grouping in action-enabled roll-ups supports all of the CorasWorks Date/Time functions. These functions are listed under “Supported Functions” in Defining a Filter with the Filter Builder. However, there are a few restrictions regarding how these date functions can be utilized. For Winter 2006, only “greater than” and “less than” filters are supported in static grouping. “Equal to” and “not equal to” are not currently supported. For example, these are all valid static grouping filters:

· Due Date>1

· Due Date>03/15/2006

· Due Date>[CurrentWeekStart]

· Due Date>[Today]

These are not valid:

· Due Date=[CurrentWeekStart]

· Due Date<>[CurrentWeekStart]

There are circumstances where you will need to work around this. For example, say you want to set up an initial filter where Status=Completed, and a second filter which looks for items with a Status other than Completed. Ordinarily, the second filter would be defined as Status<>Completed. With action-enabled roll-ups, this requires either a work-around or a more explicit filter (for example, Status=In Progress || Status=Not Started || Status=Deferred, etc., where || is the symbol used for the “OR” connector).

Also note that for static grouping, the [Today] filter means “today” instead of “now.” So for example, Due Date>[Today] would translate to “Due Date>03/15/2006” rather than “Due Date>03/15/2006, 10:36AM” Note that this is different from the Filter tab, where “today” really means “now.”

Group Heading Text

This field is used to define the text to use for each static group heading in the roll-up display.

Filter

This field is used to define a filter to limit the items returned by the roll-up. For syntax and other rules regarding filter definition, see “Defining a Filter,” below.

NOTE: Filters defined in the Static Grouping section of the Grouping tab are not converted to CAML. Only filters defined on the Filtering tab are converted to CAML.

Defining a Filter

The format for a basic filter is "Field=SearchText" (Example: Postal Code=11111). You can use > and < when filtering date fields. (Example: "Date<7" will return items that are older than 7 days from today) Filter grouping with parentheses () is not permitted. The fields available to use for filtering are identified in the Supported Schemas section of this help, on the “Filterable Fields” line of each identified schema.

The following values can be used for filters based on Boolean fields:

· True

· False

· Yes

· No

· 0 (translates to False)

· 1 (translates to True)

The following date functions are also available:

· [Today]

· [CurrentWeekStart]

· [CurrentWeekEnd]

· [CurrentMonthStart]

· [CurrentMonthEnd]

· [CurrentYearStart]

· [CurrentYearEnd]

In addition, the following connectors can be used:

· && = And

· || = Or

Some common examples of filters and connectors are shown here:

Example 1: Show all tasks that are assigned to me, and are due within seven days
Assigned To=[ME] && Due Date>-1 && Due Date<7

Example 2: Show all tasks that are assigned to me or to someone else
Assigned To=[ME] || Assigned To=UserName

(Where [ME] = Currently Logged In User)

Heading Background Color

This field is used to select the background color to use for each static group heading in the roll-up display. Click Choose Color to the right of this field to select the desired color, or you can enter the color in hex format. Leave this field blank to use the default color.

Heading Font Color

This field is used to select the font color to use for each static group heading in the roll-up display. Click Choose Color to the right of this field to select the desired color, or you can enter the color in hex format. Leave this field blank to use the default color.

Expand Tree

Select Yes from this field to have the roll-up display an expanded view of the results that includes site and list names, static group headings, and returned items. Select No to contract the results and display only the names of each site included in the roll-up.

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Admin: Display Tab XE "Display Tab:Action-Enabled Roll-Up" XE "Formatting:Action-Enabled Roll-Up"

The fields on this tab are used to enable and disable aspects related to the display of items in the roll-up. For example, you can enable or hide links that allow users to add and edit items. Additional fields are used to define the font, style, and background color of the sites and lists named in the roll-up, as well as any dates and times included in the display.

When you are finished making your selections on this tab, click any other administration tab to save your changes and keep the administration interface open, or click OK to save your changes and return to the roll-up display.

The topics here are split into the same sections utilized on the Display Tab:

· 20Display SettingsHelp_D2HPrivate(-9,1524)Display Settings20

· 21Formatting SettingsHelp_D2HPrivate(-9,1525)Formatting Settings21

· 22Sorting OptionsHelp_D2HPrivate(-9,1526)Sorting Options22

Display Settings

Show Add and Edit Links

When this checkbox is selected, the "Add Item" link and "Edit Item" icon are included in the roll-up display so users can add and edit items from the web part. When this checkbox is left blank, users can only view list items.

Show Column Headings

When this checkbox is selected, the field names from the list will be included as headings at the top of the roll-up display. Users will be able to click on the field headings if they want to change the sort order of the display.

Show Lists with No Results

When this checkbox is selected, every list set up to be searched by the web part will be named in the roll-up results, regardless of whether or not any items are available in that list.

If a filter is applied and this option is enabled, only those lists that contain items that meet the filter criteria will be displayed; any lists that do not contain items that meet the criteria will not be shown.

Show Item Icon XE "Item Icons:Action-Enabled Roll-Up"

When this checkbox is selected, the roll-up display will include an icon to represent the list or document type. When it is not selected, no icon will be included in the return.

Standard roll-ups offer a similar property called Show Document Icons, which applies only to document libraries.

Show Item Link

When this checkbox is selected, users can click a link to go directly to the item within the roll-up display. If you choose to leave this checkbox blank, you can use it in conjunction with the Show Site and List Links option (described below) to remove a user’s ability to go directly to a list from within the web part.

Show Site and List Links

When this checkbox is selected, the display of the site name and list name for each item returned include a clickable link.

Number of Items per Page

This field is used to define the maximum number of items that will be displayed on each page of the roll-up display. A Next/Previous link will be included in the display if the number of items returned is greater than the number entered here.

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Formatting Settings

Font and Style

This option is used to define the font family, size, color, and weight utilized for sites and lists returned by the roll-up. Leave this field blank to use the default font and style.

This setting is useful if your site utilizes a color structure that is not matched by the CorasWorks default of a grey background and blue text. The style is based upon CSS definitions. While the CSS class cannot be entered, you can enter any text oriented toward a font style class like, such as "Font-Size:8; Color:Red"

Example: font-family: Verdana; font-size: 10pt; color: blue; font-weight: bold

Site and List Background Color

This field is used to define the background color utilized for each site and list returned by the roll-up. Click Choose Color to the right of this field to select the desired color, or you can enter the color in hex format. Alternatively, you can leave this field blank to use the default color of gray (#DDDDDD).

Date Format XE "Date Format:Action-Enabled Roll-Up"

This field allows you to alter the return of date-type fields. By default, SharePoint displays date/time fields as MM/dd/yyyy, hh:mm:ss. If you wish to have all dates or times returned show only a time or a date, you can use the following parameters.

d	The day of the month. Single-digit days will not have a leading zero.
dd	The day of the month. Single-digit days will have a leading zero.
ddd	The abbreviated name of the day of the week, as defined in AbbreviatedDayNames.
dddd	The full name of the day of the week, as defined in DayNames.
M	The numeric month. Single-digit months will not have a leading zero.
MM	The numeric month. Single-digit months will have a leading zero.
MMM	The abbreviated name of the month, as defined in AbbreviatedMonthNames.
MMMM	The full name of the month, as defined in MonthNames.
y	The year without the century. If the year without the century is less than 10, the year is displayed with no leading zero.
yy	The year without the century. If the year without the century is less than 10, the year is displayed with a leading zero.
yyyy	The year in four digits, including the century.
gg	The period or era. This pattern is ignored if the date to be formatted does not have an associated period or era string.
h	The hour in a 12-hour clock. Single-digit hours will not have a leading zero.
hh	The hour in a 12-hour clock. Single-digit hours will have a leading zero.
H	The hour in a 24-hour clock. Single-digit hours will not have a leading zero.
HH	The hour in a 24-hour clock. Single-digit hours will have a leading zero.
m	The minute. Single-digit minutes will not have a leading zero.
mm	The minute. Single-digit minutes will have a leading zero.
s	The second. Single-digit seconds will not have a leading zero.
ss	The second. Single-digit seconds will have a leading zero.
f	The fraction of a second in single-digit precision. The remaining digits are truncated.
ff	The fraction of a second in double-digit precision. The remaining digits are truncated.
fff	The fraction of a second in three-digit precision. The remaining digits are truncated.
ffff	The fraction of a second in four-digit precision. The remaining digits are truncated.
fffff	The fraction of a second in five-digit precision. The remaining digits are truncated.
ffffff	The fraction of a second in six-digit precision. The remaining digits are truncated.
fffffff	The fraction of a second in seven-digit precision. The remaining digits are truncated.
t	The first character in the AM/PM designator defined in AMDesignator or PMDesignator, if any.
tt	The AM/PM designator defined in AMDesignator or PMDesignator, if any.
z	The time zone offset ("+" or "-" followed by the hour only). Single-digit hours will not have a leading zero. For example, Pacific Standard Time is "-8".
zz	The time zone offset ("+" or "-" followed by the hour only). Single-digit hours will have a leading zero. For example, Pacific Standard Time is "-08".
zzz	The full time zone offset ("+" or "-" followed by the hour and minutes). Single-digit hours and minutes will have leading zeros. For example, Pacific Standard Time is "-08:00".
:	The default time separator defined in TimeSeparator.
/	The default date separator defined in DateSeparator.

Display Format for Sites XE "Display Format:For Sites"

This property allows you to define the type of information that should be presented when the roll-up is grouped by site or when dynamic or static grouping brings back site information. The following variables can be used:

· <%SiteTitle%>

· <%SiteURL%>

The format can be returned in any way, provided that the variables entered are valid. For example, you can return the Site Title along with the Site URL. This can be done by placing "<%SiteTitle%> & <%SiteURL%>" within the text box, where "&" can be substituted for any character or phrase or can simply be removed. You can also switch the order by placing the "<%SiteURL%>" before the "<%SiteTitle%>."

Display Format for Lists XE "Display Format:For Lists"

This property allows you to define the type of information that should be presented when the roll-up is grouped by list or when dynamic or static grouping brings back list information. The following variables can be used:

· <%SiteTitle%>

· <%SiteURL%>

· <%ListTitle%>

· <%ListURL%>

The format can be returned in any way, provided that the variables entered are valid. For example, you can return the Site Title along with the Site URL. This can be done by placing "<%SiteTitle%> & <%ListTitle%>" within the text box, where "&" can be substituted for any character or phrase or can simply be removed. You can also switch the order by placing the "<%ListTitle%>" before the "<%SiteTitle%>."

Display Format for List Items XE "Display Format:For List Items"

This property allows you to define the type of information that should be presented in the Title column for each list item in the roll-up. The following variables can be used:

· <%SiteTitle%>

· <%ListTitle%>

· <%ListItemTitle%>

The format can be returned in any way, provided that the variables entered are valid. For example, you can return the Site Title along with the Site URL. This can be done by placing "<%ListTitle%> & <%ListItemTitle%>" within the text box, where "&" can be substituted for any character or phrase or can simply be removed. You can also switch the order by placing the "<%ListItemTitle%>" before the "<%ListTitle%>."

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Sorting Options XE "Sorting:Action-Enabled Roll-Up" XE "Define a Sort:Action-Enabled Roll-Up"

The Sorting Options section of the Display tab allows you to define how roll-up results are sorted. These properties enable you to “lock in” the desired sort order. You can select up to three columns to sort on in a single roll-up.

The steps to define a custom sort are as follows:

1. Place the roll-up web part on the page and make the appropriate site and list selections, plus any other web part property settings necessary on the administration interface.

2. Access the Display tab and use the drop-down fields and radio buttons below the Schema for Sort Order field to define the columns and order to use to sort the roll-up results. You can sort on up to three columns; if you want to sort on only one or two columns, leave the other drop-down(s) blank. All columns in the schema are available for sorting.

3. When you are finished, click Apply or OK. All of your changes are saved, including all of the sort rules defined above.

Working with Mixed Currencies XE "Sorting:Mixed Currencies"

Standard roll-ups allow mixed currency formats in a single column, but they sort phonetically rather than numerically. For action-enabled roll-ups, a mask has been applied to currency columns to treat them as numeric values, thereby allowing them to be sorted correctly. However, if an action-enabled roll-up references lists that utilize the same column name but different currency formats (e.g., US Dollar, Euro), the roll-up will use the formatting of whichever list it finds first.

If you experience this issue, you can remedy it by renaming one of your Amount columns and then updating the roll-up schema to show the renamed column.

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Admin: Localization Tab XE "Localization Tab:Action-Enabled Roll-Up" XE "Localization:Action-Enabled Roll-Up" XE "Language:Action-Enabled Roll-Up" XE "Translation:Action-Enabled Roll-Up"

The Localization tab allows you to customize the messages, prompts, button labels, and options displayed by the web part (e.g., link to add a new item, message displayed when no records meet the criteria for the roll-up, etc.). It also allows you to customize all of the text on the administration interface, including tab and section names and descriptions, field names, drop-down field options, and button labels. Content is grouped by the tab on which it appears.

An additional section on this tab, which is labeled with the web part name, allows you to modify the following:

· Administration interface tab names

· Messages displayed to users (e.g., no items found, web part time out, prompt to execute a search)

· Search button label

· Text used for “Add Item” link

· Text used for “Actions” and “Show Version” options on web part menu

· Text used for options presented when “Actions” is selected from web part menu

To customize any of this information, simply locate the text you want to change and type over it with the desired content.

Use the Filter at the top of the tab to easily find content. Just type the content you're looking for and then click Filter.

To reset a value back to its default, delete the value in the text box and apply the changes by clicking OK or another administration tab. The next time the corresponding tab loads, the default value will be displayed.

When you are finished making the necessary changes on this tab, click any other administration tab to save your changes and keep the administration interface open, or click OK to save your changes and return to the roll-up display.

You may find it helpful to open another browser session and view the results of your customizations as you save your changes.

Admin: Other Tab XE "Other Tab:Action-Enabled Roll-Up" XE "SPS My Site:Action-Enabled Roll-Up" XE "Central Configuration" XE "Action-Enabled Roll-Up:Central Configuration"

The properties on this tab are used to define how URLs and links provided within the roll-up should be displayed, and whether or not Central Configuration is enabled (Summer 2006 and later releases only).

When you are finished making the necessary changes on this tab, click any other administration tab to save your changes and keep the administration interface open, or click OK to save your changes and return to the roll-up display. If you enable Central Configuration, make sure you click Apply before moving to another administration interface tab.

SPS My Site Path XE "SPS My Site:Action-Enabled Roll-Up"

This field allows you to change the default SPS My Site characteristics of the web part. By default, the web part will modify the URL "/mysite" to point to "/personal/User". This allows the web part to search through the MySite section of SharePoint Portal Server. However, SPS allows the administrator to alter the URL definition for each SPS server. To accommodate this, the SPS My Site Path field allows you to alter the web part to support your organization’s SPS MySite setup.

Target Window

This entry allows you to define the target window for the links provided in the web part. For example, if you wanted any links that are clicked on to open in a new window, you would type “_new” in this field. Valid options include:

· _blank

· _new

· _parent

· _self

Go Directly to Item

When this checkbox is selected and the user clicks on a list item in the roll-up, the user will be brought directly to the list item. When the checkbox is left blank, the item link will take the user directly to the edit page for the list item.

Standard roll-ups offer a similar property called Go Directly to Document, but it applies only to document libraries. In action-enabled roll-ups, this property functions for all list and library types.

Use Central Configuration

NOTE: This property is available in the Summer 2006 and later releases only.

Select this checkbox to enable Central Configuration (discussed in detail in Chapter 5 of the Capabilities Guide). If you enable Central Configuration, click Apply before moving to another administration interface tab. Some of the properties on the Sites & Lists tab will be disabled because they are managed by the entries in the Central Configuration List.

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Actions Menu XE "Actions Menu:Action-Enabled Roll-Up"

The Actions menu allows both administrators and users to execute common actions in lieu of utilizing search commands. The Show Version action is available to all users on the system. 

To use the Actions menu and view version information, go to the web part and drop down the web part menu options by clicking on the down arrow on the top right hand side of the web part. Drag your mouse over "Actions" and then choose the desired option.

Show Admin XE "Administration View:Action-Enabled Roll-Up"

This option causes the administration interface to be displayed. The administration interface allows administrators to determine the lists and schemas utilized by the web part. This option is only available to administrators.

Show Version XE "Version:Action-Enabled Roll-Up" XE "Show Version:Action-Enabled Roll-Up"

This selection will show version information within the web part area, including application, version, organization, authors, and build date. The link to Close Version Window returns the page back to it original state.

NOTE: Because all CorasWorks web parts utilize this command for version viewing, every CorasWorks web part on the page will respond to the Show Version action. This will allow you to view version information for all CorasWorks web parts at once.

Actions and Security XE "Actions:Security" XE "Security:Action-Enabled Roll-Ups"

User Access to the Action Library XE "Actions:User Access"

Action-enabled-roll-ups can be configured to display an unlimited number of actions from different libraries in the Actions drop-down. However, the Actions drop-down will only display the actions from the libraries to which the user has at least Read access. If the user does not have at least Read access to a particular action library, those actions will not be displayed by the web part.

TIP: If designed properly, you can use this feature to determine the actions you want to provide to a group of users. Different users can have different options based on their security rights in the workplace and the groups in which they members. For example, administrators could have actions available to them to perform administrative work such as archiving. Or, you may want to make certain actions, such as Delete List Item-type actions, available to a select group of individuals.

User Access to Rolled Up List Items

Users must have a minimum of Contributor access to a destination list in order for an action to succeed in creating, modifying, or deleting items in that list. If a user attempts to execute an action that updates a list to which they do not have at least Contributor access, the action will fail and the defined error message will be displayed.

Actions update records on an item-by-item basis. So if the user attempts to execute an action against multiple items in a roll-up that pulls from multiple lists, the action may succeed with some items and fail with others. If the user has Contributor access to one of the lists that goes into the roll-up and Read access to another list, the items from the list to which the user has read access will fail.

Connectability XE "Connectability:Action-Enabled Roll-Up"

Connectability is a standard protocol that is supported within a SharePoint environment. CorasWorks navigation and roll-up components can utilize the connectability interface so CorasWorks web parts can “talk” to one another and one web part can receive information from another web part. This information can be used to alter the data displayed within the current web part.

You can only activate a connection when the page is in Design mode. Once in Design mode, access the web part menu and select Connections. Then specify the type of connection you want and the web part you want to connect to.

Action-enabled roll-ups support Cell Consumer-type connections, as described below.

Cell Consumer XE "Cell Consumer:Action-Enabled Roll-Up " XE "Connectability:Cell Consumer - Action-Enabled Roll-Up "

This type of connection allows you to consume a specific cell from within another web part. After a connection has been established, you will be asked what cell you would like to read from the other web part. After you have chosen a specific field (cell), the title of the column from the other web part will be used to filter against by default. If you want to filter on a different cell within your returned data, you can specify this within the Connectable Properties section of the web part properties.

Cell consumer connections that include calculated values are not supported.

As an example, imagine that you want to provide a salesperson with information about a customer. You may want to create a page that has contact information about the customer, order information, call history, and support calls. Using connectability, you can connect the web parts so that when you select a customer, the other views for orders, call history, and support calls will automatically update to display that customer’s information.

Because CorasWorks roll-ups can show information from any sites or portal sub-areas, the data, such as the call history list or the support calls, can be stored in different sites, such as departmental sites. With connectability, you can simply select a customer and all of the information for that customer is displayed. This type of scenario would also apply, for instance, in situations where you want to see information about projects which are stored in sites for different departments. The key is that each list has to have a field with the exact same name and the same data type, such as Customer ID or Project ID.

Search Commands XE "Search Commands:Action-Enabled Roll-Up" XE "Shortcuts:Action-Enabled Roll-Up"

CorasWorks has built in a few commands so that certain actions can be activated directly from the Search textbox in the Web Part bypassing the need to enter the Web Part Properties Edit window. These commands can be activated by typing the current phrase and then clicking on the search button.

:admin:

This will display the administration interface, allowing the administrator to define the sites and lists returned to the web part. This option is only available to site collection and/or site/web administrators and in shared view.

:corasworks:

This will hide the “Powered by CorasWorks” text located on the left side of the search bar. To return this text to the display, enter the command again. This option is only available to administrators. Keep in mind that since this command is typed into the search bar, a search on the command text will also be performed, so you will want to refresh the page after executing this command.

:search:

This will hide the search bar from within the web part. If you wish to return the search bar back to the web part display, you will need to manually edit the DWP properties. This option is only available to administrators.

:version:

This will show the version window within the web part area to the user, allowing them to view the application, version, organization, authors, and build date of the web part. The Close Version Window link returns the page back to its original state. No other users will see the version information; the version information is actually displayed on a separate page with “?version=coras” at the end of the URL.

NOTE: Because all CorasWorks web parts utilize this as a means for viewing the version, all CorasWorks web parts on the page will respond when this action is selected. This allows you to identify all web parts created by CorasWorks, with the corresponding information.

[Me] XE "Search for \"My\" Records:[ME] – Action-Enabled Roll-Up"

This will search throughout all the returned lists for the login name of the individual executing the search. This command does not function for anonymous users.

Supported Schemas XE "Schemas:Action-Enabled Roll-Up" XE "Supported Schemas:Action-Enabled Roll-Up"

Schemas are what allow roll-up web parts to access, understand, and display a list. They contain all of the elements that identify the list: the list type, the fields to look for, the fields to display and in what order, which fields can be used in a search or a filter, and the percentage of the display that each column should take up.

The following schemas are supported by CorasWorks Action-Enabled Roll-Up web parts out of the box. If you have created your own schemas, they will not be available for selection from this version of the web part; if you want to work with additional schemas and you have either the Developer or Small Business edition of the Workplace Suite, you can use the Roll-Up Wizard to create a modified version of this web part that utilizes the additional schemas.

NOTE: In order for a roll-up to work correctly, each list that is referenced by the roll-up must contain the fields named as “List Template Required Fields” below. Additional fields may be included in the list, but the ones named in each schema below are required.

Announcements (AR0001) – Default Schema

Display Fields: Title (Main Field), Body
Search Fields: Title (Main Field), Body, Expires (DATE)
Filterable Fields: Title, Body, Expires (DATE)
Order By: Title, Body
List Template Type: Announcements
List Template Required Fields: Title (Main Field), Body, Expires (DATE)

Announcements Publish (AR0002)

Display Fields: Title (Main Field), Body
Search Fields: Title (Main Field), Body, Expires (DATE), Publish
Filterable Fields: Title, Body, Expires (DATE), Publish
Order By: Title, Body
List Template Type: Announcements
List Template Required Fields: Title (Main Field), Body, Expires (DATE), Publish

Contacts (CR0001) – Default Schema

Display Fields: Last Name (Main Field), First Name, Company, Email Address, Business Phone,
Search Fields: Last Name (Main Field), First Name, Company, Business Phone, Email Address, City, State, Postal Code
Filterable Fields: Last Name, First Name, Company, Business Phone, Email Address, City, State, Postal Code
Order By: Last Name, First Name, Company
List Template Type: Contacts
List Template Required Fields: Last Name (Main Field), First Name, Company, Email Address, Business Phone, City, State, Postal Code

Contacts Publish (CR0002)

Display Fields: Last Name (Main Field), First Name, Company, Email Address, Business Phone,
Search Fields: Last Name (Main Field), First Name, Company, Business Phone, Email Address, City, State, Postal Code, Publish
Filterable Fields: Last Name, First Name, Company, Business Phone, Email Address, City, State, Postal Code, Publish
Order By: Last Name, First Name, Company
List Template Type: Contacts
List Template Required Fields: Last Name (Main Field), First Name, Company, Email Address, Business Phone, City, State, Postal Code, Publish

CW Co Contacts (CR0003)

Display Fields: Contact, Company (Main Field), Job Title, Email Address, Business Phone
Search Fields: Contact, Company (Main Field), Job Title, Business Phone, Email Address, City, State, Type, Description
Filterable Fields: Contact, Company, Job Title, Business Phone, Email Address, City, State, Type, Description
Order By: Contact, Company
List Template Type: Contacts
List Template Required Fields: Contact, Company (Main Field), Job Title, Business Phone, Email Address, City, State, Type, Description

CW Co Contacts Publish (CR0004)

Display Fields: Contact, Company (Main Field), Job Title, Email Address, Business Phone
Search Fields: Contact, Company (Main Field), Job Title, Business Phone, Email Address, City, State, Type, Description, Publish
Filterable Fields: Contact, Company, Job Title, Business Phone, Email Address, City, State, Type, Description, Publish
Order By: Contact, Company
List Template Type: Contacts
List Template Required Fields: Contact, Company (Main Field), Job Title, Business Phone, Email Address, City, State, Type, Description, Publish

CW Org Contacts (CR0005)

Display Fields: Contact, Organization (Main Field), Job Title, Email Address, Business Phone
Search Fields: Contact, Organization (Main Field), Job Title, Business Phone, Email Address, City, State, Type, Description
Filterable Fields: Contact, Organization, Job Title, Business Phone, Email Address, City, State, Type, Description
Order By: Contact, Organization
List Template Type: Contacts
List Template Required Fields: Contact, Organization (Main Field), Job Title, Business Phone, Email Address, City, State, Type, Description

CW Org Contacts Publish (CR0006)

Display Fields: Contact, Organization (Main Field), Job Title, Email Address, Business Phone
Search Fields: Contact, Organization (Main Field), Job Title, Business Phone, Email Address, City, State, Type, Description, Publish
Filterable Fields: Contact, Organization, Job Title, Business Phone, Email Address, City, State, Type, Description, Publish
Order By: Contact, Organization
List Template Type: Contacts
List Template Required Fields: Contact, Organization (Main Field), Job Title, Business Phone, Email Address, City, State, Type, Description, Publish

Documents (DR0001) – Default Schema

Display Fields: Name (Main Field), Title
Search Fields: Name (Main Field), Title
Filterable Fields: Name, Title
Order By: Title, Name
List Template Type: DocumentLibrary
List Template Required Fields: Name (Main Field), Title

Documents Publish (DR0002)

Display Fields: Name (Main Field), Title
Search Fields: Name (Main Field), Title, Publish
Filterable Fields: Name, Title, Publish
Order By: Title, Name
List Template Type: DocumentLibrary
List Template Required Fields: Name (Main Field), Title, Publish

CW Documents (DR0003)

Display Fields: Name (Main Field), Description, Date Released (DATE), Author
Search Fields: Name (Main Field), Description, Date Released (DATE), Author, Remarks, Document Category, Expiration Date (DATE)
Filterable Fields: Name, Description, Date Released (DATE), Author, Remarks, Document Category, Expiration Date (DATE)
Order By: Name
List Template Type: DocumentLibrary
List Template Required Fields: Name (Main Field), Description, Date Released (DATE), Author, Remarks, Document Category, Expiration Date (DATE)

CW Documents Publish (DR0004)

Display Fields: Name (Main Field), Description, Date Released (DATE), Author
Search Fields: Name (Main Field), Description, Date Released (DATE), Author, Remarks, Document Category, Expiration Date (DATE), Publish
Filterable Fields: Name, Description, Date Released (DATE), Author, Remarks, Document Category, Expiration Date (DATE), Publish
Order By: Name
List Template Type: DocumentLibrary
List Template Required Fields: Name (Main Field), Description, Date Released (DATE), Author, Remarks, Document Category, Expiration Date (DATE), Publish

Documents SPS (DR0005)

Display Fields: Name (Main Field), Description
Search Fields: Name (Main Field), Title, Description
Filterable Fields: Name, Title, Description
Order By: Name
List Template Type: DocumentLibrary
List Template Required Fields: Name (Main Field), Title, Description

Documents SPS Publish (DR0006)

Display Fields: Name (Main Field), Description
Search Fields: Name (Main Field), Title, Description, Publish
Filterable Fields: Name, Title, Description, Publish
Order By: Name
List Template Type: DocumentLibrary
List Template Required Fields: Name (Main Field), Title, Description, Publish

Events (ER0001) – Default Schema

Display Fields: Title (Main Field), Begin (DATE), End (DATE)
Search Fields: Title (Main Field), Begin (DATE), End (DATE), Location, Description
Filterable Fields: Title, Begin (DATE), End (DATE), Location, Description
Order By: Begin (DATE), End (DATE), Title
List Template Type: Events
List Template Required Fields: Title (Main Field), Begin (DATE), End (DATE), Location, Description

Events Publish (ER0002)

Display Fields: Title (Main Field), Begin (DATE), End (DATE)
Search Fields: Title (Main Field), Begin (DATE), End (DATE), Location, Description, Publish
Filterable Fields: Title, Begin (DATE), End (DATE), Location, Description, Publish
Order By: Begin (DATE), End (DATE), Title
List Template Type: Events
List Template Required Fields: Title (Main Field), Begin (DATE), End (DATE), Location, Description, Publish

STS V1.0 Events (ER0005)

Display Fields: Title (Main Field), Event Date (DATE), End Date (DATE)
Search Fields: Title (Main Field), Event Date (DATE), End Date (DATE), Location, Description
Filterable Fields: Title, Event Date (DATE), End Date (DATE), Location, Description
Order By: Event Date (DATE), End Date (DATE), Title
List Template Type: Events
List Template Required Fields: Title (Main Field), Event Date (DATE), End Date (DATE), Location, Description

STS V1.0 Events Publish (ER0006)

Display Fields: Title (Main Field), Event Date (DATE), End Date (DATE)
Search Fields: Title (Main Field), Event Date (DATE), End Date (DATE), Location, Description
Filterable Fields: Title, Event Date (DATE), End Date (DATE), Location, Description
Order By: Event Date (DATE), End Date (DATE), Title
List Template Type: Events
List Template Required Fields: Title (Main Field), Event Date (DATE), End Date (DATE), Location, Description, Publish

Links (LR0001) – Default Schema

Display Fields: URL (Main Field), Notes
Search Fields: URL (Main Field), Notes
Filterable Fields: URL, Notes
Order By: URL
List Template Type: Links
List Template Required Fields: URL (Main Field), Notes

Links Publish (LR0002)

Display Fields: URL (Main Field), Notes
Search Fields: URL (Main Field), Notes, Publish
Filterable Fields: URL, Notes, Publish
Order By: URL
List Template Type: Links
List Template Required Fields: URL (Main Field), Notes, Publish

Project Status (TR0003)

Display Fields: Title (Main Field), Manager, Project Status, Priority, Start Date (DATE), % Complete, Due Date (DATE)
Search Fields: Title (Main Field), Manager, Project Status, Priority, Start Date (DATE), % Complete, Due Date (DATE), Description
Filterable Fields: Title, Manager, Project Status, Priority, Start Date (DATE), % Complete, Due Date (DATE), Description
Order By: Title, Project Status
List Template Type: Tasks
List Template Required Fields: Title, Manager, Project Status, Priority, Start Date (DATE), % Complete, Due Date (DATE), Description

Project Status Publish (TR0004)

Display Fields: Title (Main Field), Manager, Project Status, Priority, Start Date (DATE), % Complete, Due Date (DATE)
Search Fields: Title (Main Field), Manager, Project Status, Priority, Start Date (DATE), % Complete, Due Date (DATE), Description, Publish
Filterable Fields: Title, Manager, Project Status, Priority, Start Date (DATE), % Complete, Due Date (DATE), Description, Publish
Order By: Title, Project Status
List Template Type: Tasks
List Template Required Fields: Title, Manager, Project Status, Priority, Start Date (DATE), % Complete, Due Date (DATE), Description, Publish

Tasks (TR0001) – Default Schema

Display Fields: Title (Main Field), Assigned To, Status, Priority, Start Date (DATE), % Complete, Due Date (DATE)
Search Fields: Title (Main Field), Assigned To, Status, Priority, Start Date (DATE), % Complete, Due Date (DATE), Description
Filterable Fields: Title, Assigned To, Status, Priority, Start Date (DATE), % Complete, Due Date (DATE), Description
Order By: Title, Status
List Template Type: Tasks
List Template Required Fields: Title (Main Field), Assigned To, Status, Priority, Start Date (DATE), % Complete, Due Date (DATE), Description

Tasks Publish (TR0002)

Display Fields: Title (Main Field), Assigned To, Status, Priority, Start Date (DATE), % Complete, Due Date (DATE)
Search Fields: Title (Main Field), Assigned To, Status, Priority, Start Date (DATE), % Complete, Due Date (DATE), Description, Publish
Filterable Fields: Title, Assigned To, Status, Priority, Start Date (DATE), % Complete, Due Date (DATE), Description, Publish
Order By: Title, Status
List Template Type: Tasks
List Template Required Fields: Title (Main Field), Assigned To, Status, Priority, Start Date (DATE), % Complete, Due Date (DATE), Description, Publish

Troubleshooting XE "Troubleshooting:Action-Enabled Roll-Up " XE "FAQs:Action-Enabled Roll-Up " XE "Errors:Action-Enabled Roll-Up "

I just executed a search and now I don’t see the number of items in each group in the roll-up display. Why?

In order to address an issue with list item counts, the action-enabled roll-ups do not display the number of items for each group after a search has been performed. However, if a search has not been run, the item count will still be shown.

I see the message "Please Execute a Search..." and no items are returned.

This is because the web part in question is set to not show results until a search has been executed. Please enter a searchable text entry into the search box, or choose a search entry from a search list and then press the Search button. Once you have done this, you should see the results displayed or a message stating that no items were found.

I see the message "Requested Result Has Timed Out" and no items are returned.

This is because the web part in question has multi-threading enabled and the current setup of your Web.Config file won't support the amount of time required to return the data from SharePoint. Multi-threading is enabled and disabled on the Other tab (Summer 05 and later releases) or in the Administration Properties section of the web part tool pane (previous releases).

I do not see the same sites that someone else does.

This is because you do not have the same rights as someone else. Only those sites which you have permission to access will be presented to you.

I receive the error "The format of the URL you specified is incorrect."

This means that the URL you entered in the web part’s "Status Properties" field can not be understood. Please go to the Status Properties field and double-check how you specified the URL. The format of the URL must be either http://Site-URL or http://Site-URL/Sub-Site-Name.

I receive the error "The URL you specified was incorrect and the site cannot be found."

This means that the URL you entered in the web part’s Status Properties field can not be understood. Please go to the Status Properties field and double-check how you specified the URL. The format of the URL must be either http://Site-URL or http://Site-URL/Sub-Site-Name.

I receive the error "No Lists Found"

This indicates that no lists have been found for the site and levels chosen. You should make sure that you have access to the sites you would like search and that you have entered a numerical value in the "Levels Returned" text box on the Sites and Lists tab (Summer 05 and later releases) or the administrative window (previous releases).

I receive the error "The List Being Returned XML is incorrectly formatted."

This indicates that manual administration of the shared web part property "Lists Being Returned" was attempted. Please remove and add the web part to the page and then select the lists to be returned again.

I receive the error "No Items Found..."

This indicates one of the following:

· The search criteria and/or filter criteria is incorrect

· The user doesn't have access to the list(s) selected

· The list or site no longer exists

· There is no data within any of the lists you have searched

To test your search text, try searching for text taken directly from one of your target lists to see if anything is returned. To test your filter criteria, try choosing a different filter field and searching for the same text to see if anything is returned.

If your search continues to yield no results, check that your target lists are populated, that your target lists and sites still exist, and that you have access to them.

I don't see a list that I know exists within the site.

This can occur for a few reasons:
1) The list must have all of the List Template Required Fields within one of the List Templates Supported (see the Supported Schemas help topic)
2) The list must have been created utilizing the proper list template.

My roll-up does not include documents in some of my folders. Why not?

When the Filter Builder is used to apply a filter to an action-enabled roll-up, documents in the root folder and folders one level deep are shown. However, documents in folders below the first level are not shown. If you must include items in multiple levels of folders, you will need to do one of the following:

· Do not apply a filter OR

· Use either a Spreadsheet or a Tree View roll-up and manually define a basic filter (not CAML-based, not created with the Filter Builder).

How must a list be set up in order to be returned by the web part?

Lists should be created via SharePoint’s default list template, or with a CorasWorks-generated list like Updated Contacts, to be returned within the web part for selection.

Does the list returned have to be named the same as the Web Part (i.e., Document Actions - Documents)?

No, you can name a list anything you want. However, you must make sure that your list was created with the proper list template, and contains the proper fields.

The response time seems slow. Does CorasWorks have any suggestions for improvement?

The following suggestions apply to all roll-ups:

· Do not put more than one roll-up web part on a page. Since roll-ups are processed serially, adding several roll-ups to a page can cause a considerable delay in returning the page to the user, although this depends on the configuration of the web parts.

· While roll-ups can be set to pull data from an unlimited number of levels, users will experience the best performance if you configure the roll-up to look no more than 6 or 7 levels deep. As the number of levels increases, the number of sites and lists queried also increases exponentially.

· Limit the number of lists queried.

· Limit the number of fields returned.

· If you have no choice but to hit a large number of sites and lists, use the Filter Builder to filter the list before the data is returned. The Filter Builder converts all filter to Collaborative Application Markup Language (CAML), an XML-based language used in SharePoint. Pre-filtering performed through CAML reduces the number of list items received by the roll-up. The Filter Builder is on the Filtering tab of the administration interface.

Some of my users cannot see the actions I made available on a roll-up.

The roll-up will only display the actions from the action libraries to which the user has at least Read access. If the user does not have at least Read access to a particular action library, those actions will not be displayed to that user.

One of the actions I made available on a roll-up always fails.

The action may not be compatible with the schemas of both the source lists included in the roll-up and the destination list. For example, if you are working with an event roll-up, you do not want to select an action that updates the status of a task (or any action that references a column that does not exist in the affected list).

If you enable an incompatible action for the roll-up and a user selects that action, it will always fail. You need to be sure that the columns that are populated or updated exist in both the source list and the destination list. Naming your action definitions clearly goes a long way toward avoiding this potential problem.

Also, if you are working with a version before the Winter 2006 Update, you should not activate a Create List Item or Modify List Item-type action on a document roll-up. These two types of actions did not support document libraries until the Wsinter 2006 Update.

Why are some of the properties on the Sites & Lists tab grayed out?

When Central Configuration is enabled, some of the properties that are usually managed via the Sites & Lists tab are managed instead by the entries in the Central Configuration List. As a result, those properties will be grayed out (unavailable).

27Back to TopHelp_D2HPrivate(-9,1547)Troubleshooting27

Build Updates XE "Build Updates:Action-Enabled Roll-Up" XE "Updates:Action-Enabled Roll-Up" XE "Releases:Action-Enabled Roll-Up"

The following updates have been made to CorasWorks Action-Enabled Roll-Ups since they were initially introduced.

Summer 2006

· Support for Central Configuration

· Support for multiple environments

· Ability to enter data at runtime (Action Runtime Interface)

· Message pop-ups removed for all action types except Delete Item

· Support for additional functions: [CurrentSiteTitle], [ItemDisplayFormUrl], [ItemEditFormUrl], [Me], [Date], [Time]

Winter 2006 Update

· Improved the response time on action-enabled document roll-ups.

· Fixed issue with action-enabled roll-ups causing other web parts to error out when they were placed on the same page.

· Fixed sorting issues. When more than one column was selected for sorting, action-enabled roll-ups were sorting in the order in which the columns were displayed, rather than the order specified on the administration interface. Also, when column names included a space, the sorting area in the administration interface showed double entries for the column choice.

· Resolved an issue regarding sorting dates in ascending order in document roll-ups. Items can now be sorted by date in either ascending or descending order.

· Aligned the document icon with the folder grouping heading text in roll-ups that are grouped by folder.

· Fixed issue with CAML filters and anonymous users.

· Fixed issue with CAML filters and document roll-ups. Showed only one level of folders in a document library; any documents in folders below the first level were not displayed.

· Filter Builder no longer scrambles entries that start with the same letter.

Winter 2006

· Initial release

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