How to link to view item from any field in a SharePoint list

(this post was written using a SharePoint Server 2010 environment)

This is a variation on a theme and something I have used quite a bit over the years to change the link to the item display view from the default title or name field or another field of my choosing.

Changing the item link to another field or field(s)

  • Open SharePoint Designer
  • Enter the URL of your list or library site collection > Open
  • Navigate to the list or library you wish to change > Click to open it
  • in the Views section, open the view you wish to edit
  • in the Ribbon, turn on Advanced Mode
  • In the code view, look for the ViewFields section
<ViewFields>
	<FieldRef Name="Title"/>
	<FieldRef Name="Created"/>
	<FieldRef Name="DateStarted"/>
</ViewFields>
  • Highlight the Field you want to create a link from and add the following
<ViewFields>
	<FieldRef Name="Title" LinkToItem="TRUE"/>

You can add LinkToItem=”TRUE” to any, or as many of the fields as you wish, the end result will mean that each column in the list view you have added the above to will be click-able.

Add a link to the edit item menu

As I was writing this up, I came across the post below which also adds the extra option of creating a link to the item’s edit menu to, so full props go to the SharePoint Diary site for this one!

http://www.sharepointdiary.com/2016/04/show-link-to-item-edit-menu-on-any-column-in-sharepoint-list.html

If you do want to extend this to have the drop-down item edit menu, just add ListItemMenu=”TRUE” to the field in SharePoint Designer. You can add this after the LinkToItem=”TRUE” and to multiple columns in the list view.

<ViewFields>
	<FieldRef Name="NameOfTeam" LinkToItem="TRUE" ListItemMenu="TRUE"/>
	<FieldRef Name="Category" ListItemMenu="TRUE"/>
	<FieldRef Name="Created"/>
	<FieldRef Name="Author"/>
</ViewFields>

Looking for all of the available data types?

You can get a list of all the internal data types and their descriptions from the the link below:

https://docs.microsoft.com/en-us/previous-versions/office/developer/sharepoint-2010/ms437580(v%3doffice.14)

Tales of a SharePoint migration – part one

The path to a trial migration

I’ve been suitably inspired by Andrew Warland’s fantastic two-part series documenting his approach and migration to SharePoint Online, so much so that I thought it would be a fun series to write about my own experiences.

Take a look at Andrew’s blog series here.

It is’nt my intention to necessarily document Microsoft best practice in this series, rather just to explore some of the challenges, sucesses and experiences I notice along the way.

The current situation

My organisation has recently made the decision to move to to the cloud, with O365 being the naturally preferred destination. SharePoint has been well embedded, and heavily used within the business for several years, with on-premises SharePoint 2010 currently in production.

Finally, in terms of the SharePoint architecture and data volume, there are only three web applications to merge together as part of the migration effort. However, there are several site collections within our main intranet web app, plus many sub-sites nested within them, meaning the huge database sizes behind these site collections could prove difficult come migration time.

A note on the new, flat structure

Our current environment has a well established top-down structure in place that is generally consitent across the environment.

Having already made the investment in ShareGate, this will be the tool of choice for the migration. In the version 11.0 release of ShareGate, a new restructure option now allows you to promote sub-sites to top-level sites post inital migration from the source SharePoint environment.

The new restructure option in ShareGate 11.0

Considerations for a successful migration plan

One of the biggest issues to be resolved before we can start any sort of migration activity, is the fact that we have several content databases well over the 200GB recommended general use size limit.

Microsoft best practice suggests that any environment that has site collections, sites, content databases, libraries or lists that exceed the software boundaries and limits should be remediated prior to any migration activity. In this case, the main idea is to split each content database that exceeds 200GB into seperate content db’s, and where neccessary, move or promote sub-sites to site collections and attach new db’s.

Armed with the knowledge of the recent restrcuture functionality coming to ShareGate, plus my own personal feeling that any remediation activities to our current environment may in of itself carry adverse risk to the estate we proposed a different approach.

Trial migration begins

With all the reporting capabilities at our disposal via ShareGate, I was able to get a firm grasp of what resides within each site collection in our environment, in terms of:

  • The size of each sub-site underneath the top-level
  • Number/ size of libraries and lists
  • Number of items in each of the above
  • Any workflows running in any of the above

From this I ran a trial migration of a sub-site from SharePoint 2010 to a newly created team site in SharePoint Online.

Pre-migration

Before I kicked off the migration, I ran the source analysis tool within the Migration > Plan section of ShareGate. I noted the following obersavations:

  • The source analysis within “migration” in the ShareGate tool, although listed as only being able to analyze up to SharePoint 2013, does in-fact work for 2010
ShareGate source analysis
  • The source analysis cannot run at the sub-site level, meaning that you need to run it at the site collection level then just filter down to the sub-site in question through the report itself
  • Source analysis gives you a report of all checked-out files within a source site.From this, I created a simple view within each of the libraries that contained checked-out files to send to the site owners for action

Post-trial migration

The trial migration completed successfully as expected, however there were several interesting results I noted:

1. Everyone receieves a welcome email

If you migrate the permissions, once the source permission groups migrate each user will recieve a welcome email to the new SharePoint Online site.

There’s no GUI control for this as of this time of writing, but you can switch off the email notifications via PowerShell.

2. /Pages/ or /SitePages/…that is the question

Publishing sites seem to be the trickiest to migrate, especially those with custom master pages or page layouts. When migrating publishing sites, the Pages library is migrated wholesail, meaning the content won’t reside in the SitePages library (where new client-side pages are located).

3. Un-editable modern homepage

After the migration had completed, the new team site homepage threw up an error every time you tried to edit it.

I tried some of the documented resolution steps found here, but none of them worked for me. My solution was to just create a new page to replace the broken homepage, add all the relevant webparts and make this one the new default homepage.

Transforming classic publishing site pages to client-side pages

Publishing site pages will all be migrated as classic SharePoint pages, without the modern look and feel of a client-side page. My understanding is that for publishing pages with custom page layouts, additional metadata or custom content types will need to be transformed via PowerShell and creating a custom mapping file.

(I’m planning on writing a seperate blog post walking through an advanced publishing page transformation in the near future)

Its also worth considering that in the release notes for ShareGate 11.0 it makes mention of the fact they are researching the ability to transform classic to modern pages, so that could well simplify this process in a future release.

Conclusion

Overall, I was happy with our trial migration and believe it is a viable approach for us to move from on-prem to O365. Some lessons learned for myself would be to consider and SharePoint permissions audit prior to migration to remove any unecessary permissions, send an inventory out to site owners aswell as checked-out files, all in the name of reducing the migration effort.

This will be an ongoing series of posts, which i’ll focus more the on the nitty-gritty of the migration effort than anything else, but as always if there is any feedback or suggestions on how to improve this site, please let me know!

Microsoft 365 update for July 2019

In this months update:

Page/ news authoring improvements

Several updates will soon be available for page and news authoring:

  • Drag and drop files to the canvas – authors will be able to upload images to the canvas using drag and drop. They will automatically add the file viewer and upload the file to the document library
  • Link preview – rich preview for links pasted into the text editor to embed videos from Stream/ YouTube links or images with title and description from other links
  • On-page anchors – support for anchor links, allowing readers to jump to a specific parts of the pages
  • Undo/Redo – authors will have the option to undo changes prior to saving/ publishing
  • Vertical sections – vertical sections will be able to be added to client-side pages
SharePoint news in Office 365
Find out more:

Communication sites will soon have an out-of-the box footer control, which can be controlled using the change the look panel or by using PowerShell [FooterEnabled]. The site footer supports following elements: 8 links or labels, logo and name.

Collaboration site footers in modern SharePoint
Find out more:

Site usage updates

An improved user experience for the site usage pages in SharePoint, including new “Unique Visitors” and “Site Visits” charts, plus more.

Find out more

Preview 360-degree images

You will soon be able to view 360-degree images interactively, directly within SharePoint and OneDrive.

360-degree images in SharePoint and OneDrive
Find out more:

Quick edit improvements for libraries & lists

New features available when in quick edit mode for libraries and lists such as filtering content, dragging & dropping column widths, showing all view and column formatting and improvement support for user/ choice fields

Improvements to quick edit mode for SharePoint libraries and lists
Find out more:

Bulk approvals for SharePoint lists/libraries

Soon will soon be able to select multiple items and have the ability to approve/reject them in one go. You can also add optional comments to the approved or rejected items and the Flow will send them out to stakeholders.

Find out more:

Presevation hold library updates

New 30-day grace periods are being introduced for the release of SharePoint Online holds, preventing the hold from being immediately released. Whilst within the grace period, any deleted item will continue to be preserved in the preservation library until the hold is removed.

Items in a preservation hold library are now moved into the “second stage recycle bin” before being purged.

Diagram of a preservation hold library process flow
Find out more:

Per-site anyone link expiration policies

Currently, anonymous sharing links can be set to expire after a set number of days (between 1 and 720). This new setting will allow admins to cahnge the expiration policy length on a per-site basis, overriding the tenant level policy.

This will only be available via the SharePoint Online Management Shell as part of the inital release, but will be apart of the SharePoint admin center soon.

Find out more:

OneDrive Azure Active Directory (AAD) business-to-business (B2B) sync (preview)

Currently in preview, this integrates external sharing in SharePoint and OneDrive with Azure AD B2B. This includes external sharing of files, folders, list items, document libraries and sites.

When a user shares an item in SharePoint or OneDrive with an external user, a guest account is immediately created for that external user (if one does not already exist).

Find out more:

Teams

Read receipts & priority notifications

Added in July were read receipts and priority notifications to make sure time-senstive message are received and prioritised.

For a limited time, unlimited priority notifications will be made available for all customers. This promotion runs from July 2019 to December 31, 2019.

Priority notifications in Teams
Find out more:

@-less mentions

Now simply start typing a person’s name (starting with a capital letter) as to tag them by name. They will receive a notification, which they can click to go directly to the point in the conversation where they were mentioned.

@-less mentions in Teams
Find out more:

Channel moderation

Channel moderation gives team owners and moderators, exclusive rights to create new posts in the channel and control whether team members can reply.

Find out more:

Teams live events captioning

Currently in preview, live captions and subtitles allow attendees to read speaker captions in real time – improving accessibility for meetings and live events.

Find out more:

Usage reports for live events

Available now, usage reports help you easily identify trends across your organisation including event status, views, scheduler and more.

Live events usage reports in Teams
Find out more:

Network planner (preview)

The Network Planner calculates your network requirements for deploying Teams and cloud voice across physical locations. You only need to provide your network details and Teams usage.

Find out more:

Time clock in Teams Shifts

The new time clock feature in Teams Shifts allows workers to clock in and out right from their Teams mobile app. Managers have the option to geo-fence a location to ensure team members are at the designated worksite when clocking in or out.

Find out more:

Skype for Business Online will be retired on July 31, 2021

Skype for Business Online will be retired on July 31, 2021 and after that date the service will no longer be accessible.

Please note that the Skype Consumer service and Skype for Business Server will both be unaffected by this announcement.

Find out more:

OneDrive

More updates are rolling out to the file card experience for both OneDrive and SharePoint:

  • Inside look – get even deeper information about a file such as “key points, and the average time to read. “Key points” is only available in North America and on Word documents
  • Activity highlights – shows relevant activities related to the files you’re working on. Includes edits, comments and @mentions
Find out more:

Full support for Intune for OneDrive

Announced in July 2019, Intune has released administrative templates. With the templates, admins can now configure over 2500 settings supporting the management of Windows, OneDrive and Office in a similar user interface to group policy editor.

Find out more:

OneDrive mobile app updates

  • Design refresh for iOS app – latest update brings the iOS app in-line withthe suite of other Office apps
  • Recent view includes PDFs and scans – uploaded scans and recently viewed PDFs automatically surgace at the top of the “recent” list
  • PDF annotation experience – more intuitive and touch friendly markup experience with lightweight notes, with other improvements to the annotation and signature experience
  • OneDrive powered file picking experience in Outlook for iOS – Consistent “recent” list of files and folders through the OneDrive app, email attachments and shared libraries
  • Revamped settings page – Improved usability of the settings page for OnDrive on iOS
Refreshed design for OneDrive app on iOS
Find out more:

Personal vault

OneDrive personal vault is a protected area that you are only able to access with a strong authentication method or two-tep identity verification.

Find out more:

PowerApps

PowerApps Portals now in public preview

First announced in July, the public preview for PowerApps Portal is now open to everyone. PowerApps Portals are low-code, responsive portals that allow external users access to interact with data stored in the common data service.

PowerApps Portals now in public preview
Find out more:

PowerApps ISV Studio in public preview

Also annouced in July was the public preview of the PowerApps ISV Studio, the Power Platform destination for independent software vendors (ISV) to monitor and manage their applications.

Find out more:

AppSource certification readiness

With the public preview annoucement of PowerApps Build Tools, this includes an Azure DevOps Build task (PowerApps checker service) that validates your app against the AppSource certification criteria.

Find out more:

Right-click and keyboard shortcuts

The PowerApps design canvas now responds to right-clicks to perform key actions like copy, paste, reorder and align. This same menu is also available in the tree view.

Find out more:

Manage gateways through Power Platform Admin Center

If you are a gateway admin you will now see all data gateways (standard and personal mode) that you have admin privileges over. This view will allow you to manage gateway admins, as well as search on cluster names and contact info.

Find out more:

Share canvas app data using the common data service with Azure AD Security Groups

Canvas apps using the common data service can be shared with Azure AD security groups, and data permissions for these groups can be set using the PowerApps.com sharing experience. This streamlines the process of sharing apps with several users, rather than on an individual basis.

Sharing a PowerApps canvas app using the common data service with Azure AD security groups
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Updates to the on-premises data gateway

The on-premises data gateway is now built using .NET 4.7.2 framework, so some operating systems may no longer be supported.

With July 2019 update, if you don’t have .NET 4.7.2 framework or higher but are using a supported OS version, the gateway install will prompt the .NET framework install. If you choose not to install the .NET framework, the installation will fail.

Find out more:

Flow

New SharePoint connector actions

Several highly requested features have been added to the SharePoint connector:

  • Work with folders – you can now directly create folders in a document library. Extracting .zip files into a folder is also supported
  • Use check in / out – you can now use Check in, Check out and Discard check out when working with document libraries
  • Work with Permissions – you can grant access to an item or a folder in SharePoint to specific people, or delete all links giving access to an item or a folder and remove all people with direct access except owners
  • Modern Document Sets – Document sets will appear in the file picker for the When a file is created in a folder and When a file is created or modified in a folder action triggers.
Modern document set actions in Flow

Use Flow with Azure DevOps

Now in public preview, the PowerApps and Flow Build Tools are now available for download. As Flow expands across Microsoft 365, the automation of the lifecycle of Apps and Flows grows also, plus managing them through source control and versioning leveraging DevOps for deployments.

Find out more:

Guest user support

Now in public preview, guest access enables users to assign approvals to guest users who are not full members of the tenant. Support includes the SharePoint and Approvals connectors for building automated, instant or scheduled flows.

Find out more:

Flow authoring improvements

One powerful aspect of automating flows is that any action can use data output by any trigger or action above it in the Flow. This can be a challenge if you want to change a step earlier in the Flow, which other actions depend on.

Now, you are able to delete or rename actions one which other steps depend. Flow checker can be used to fix any issues that arise.

Previously, there were restrictions for classic CDS workflows around editing a running, automated flow – in which you had to first disable it. Now, this restriction has been removed, meaning you can now edit running flows.

New connectors

There were four new connectors released throughout July 2019, such as:

  • Corda Blockchain – Corda is a smart contract distributed ledger. With the Corda connector, you can perform actions such as submitting transactions and reading contract state.
  • LiveTiles Bots – Let people focus on the work that matters most. Automate mundane, repetitive tasks. Create personal, team, enterprise and external assistants with a range of abilities
  • Projectum Present It – Fill data dynamically into your documents
  • Serverless360 BAM & Tracking – ServerLess360 Custom connector helps you track your business processes
Find out more:

Now when you paste a link for a OneDrive or SharePoint file in a message, it will replace it with the name of the file and the corresponding Office app icon. That link will also allow you to manage permissions for the file using a new sharing dialogue.

New file sharing experience in Outlook for the web
Find out more:

Microsoft have annouced they are retiring the “Online” branding for Office web apps. The user experience will reflect this change soon.

Find out more:

Microsoft Forms continues to improve and help create forms faster and more professionally. Here’s a round-up of the latest feature releases:

  • Branching – available early August 2019, branching provides more flexibility to manage survey strutures with conditioning questions supported
  • Theme recommendation – theme recommendation intelligently suggests designs based on the user input title
  • Quick poll add-in for Outlook – you can now create real time polls in seconds without having to leave the email app
  • Quizzes from Office.com – now users can create a new quiz, directly from the O365 homepage
Quick polls for Outlook
Find out more:

Links and resources