NOTE: The Action Selector can be utilized to execute both Go To URL actions and Create List Item actions. However, it is important to note that the Create List Item actions must be independent. That is, they cannot require any other input beyond what is supplied in the action definition or entered by the user at runtime in order to be executed. If you attempt to execute a Create List Item-type action that is configured to copy data, the action will fail.
The steps to enable (select) actions for use in the Action Selector are as follows:
1. Access the Action Selector’s administration interface. The Actions tab is displayed.
2. 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 you are working with Fall 2007 or a later release, you also have the option to identify a Global Link in the Site URL field. (Make sure you place the link name within brackets, e.g., [MySite].)
o Global Links allow you to define a named variable that represents a URL that you identify. When a change needs to be made, you can update the link in a single location, rather than updating every single action definition that references the URL. For example, say you define a Global Link and call it “Internet-Contacts.” You can use that Global Link in any number of action definitions. If you ever need to update that link, you can simply go to the interface used to create it, make the necessary changes, and the changes will take effect on all actions that reference that link. You don’t have to update the Global Link in every single instance where it is referenced.
• 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.
3. 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 Go to URL-type 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.
4. Highlight the actions you want to make available for use and click the >> button to move them to the Selected Actions area. Only Go to URL and Create List Item actions are available for selection.
5. Click OK to save your configuration and close the administration interface. The Action Selector drop-down is displayed with all of the actions you selected above.
NOTE: The Action Selector can be configured to display an unlimited number of actions from different libraries in the Actions drop-down. However, the 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.
For information on creating and modifying action definitions, please see the Actions Wizard.