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)

Microsoft 365 update for June 2019

Better late than never 😉 here’s a round-up of all the latest news, enhancements and feature updates for June 2019…

In this month’s update:

SharePoint

Organizational assets

Organization assets lets you register one or more document libraries via PowerShell as a special source for images, such as photos and logos, across all sites. The Organization assets libraries are available when you add images to page headers, galleries, or other web parts.

Organization assets in SharePoint
Find out more:

SharePoint hub sites limit raised to 2000

A hub site brings together numerous other sites, and now the number of hub sites you can create in your tenant has increased. As announced at SPC19, the number of SharePoint hubs that you can create per tenant will go up from 100 to 2000.

Find out more:

Adobe Document Cloud integration

Adobe Document Cloud also now supports single sign-on with Azure Active Directory, dramatically the simplifying log-in process. Now you’ll be able to work with PDF files on the web and in the context of SharePoint & OneDrive, with features like inline commenting and drawing.

Inline commenting and drawing will now work in the context of SharePoint
Find out more:

Easily tell if a SharePoint document library folder is connected to Teams channel

It’s now easier to tell which folders within your library have an associated Teams channel. Chat capability associated to it is visible and actionable right from within the SharePoint user interface. SharePoint helps users understand that actions like delete or renaming a channel-connected folder need to happen through the Teams app.

Easily tell if a document library in SharePoint is connected to Teams
Find out more:

Teams

Teams desktop rolling out toO365 ProPlus & Microsoft/Office 365 Business/Business Premium

Starting in July 2019, if you’re using Monthly Channel, then Teams will be added to existing installations of Office 365 ProPlus (and Office 365 Business) on devices running Windows when you update your existing installation to the latest version.

If Teams is already installed in a user’s machine, they are not impacted by this change.

Find out more:

Information barriers

Information barriers will help avoid conflicts of interest within your organization. This can help limit the disclosure of information by controlling communication between the holders of information and colleagues representing different interests.

Find out more:

Team channel announcements

You can now post an “announcement” complete with a headline and background image, to ensure that your post catches your readers’ eye.

Annoucements in Teams
Find out more:

Group chats now accomodate up to 100 users

Do you need to have an ad-hoc discussion with a large number of people? Group chats can now accommodate up to 100 users.

Find out more:

Discover Private Teams more easily

Admins and team owners can now control whether they want to allow private teams to be discovered by Teams users. When a private team is discoverable, it shows up in search results and is included in suggestions in the team gallery alongside public teams.

Discover private teams
Find out more:

Aid automation with Azure Pipelines

Launched in June, Microsoft releasued the Teams app for Azure pipelines. Azure pipelines allows you to automate customer builds and deployments, so you can spend less time with the nuts and bolts and more time being creative.

Azure Pipelines for Teams
Find out more:

Meeting Options in Teams

You now have even more control over the design of your meetings in Teams! Meeting organizer’s can now control the lobby setting of any scheduled meeting. Settings can be found in the “Meeting options” link from the “Meetings” tab.

Find out more:

Single toolbar for controls in Meetings and Calling

Teams session controls will now be unified into one toolbar at the bottom of the screen. This will affect Windows, Mac, and web clients. There is no impact for mobile or Microsoft Teams Room (MTR) devices.

While joining Teams Meetings on the Chrome browser, you can now share your own video and receive video of others.

Single toolbar in Meetings and Calling
Find out more:

OneDrive

Password protected anyone sharing links

Now in OneDrive, you are able to set custom passwords while sharing a file or folder with anyone links to their colleagues within or outside their organization.

You can share the password separately with your intended recipients and they will be required to enter the password in order to access the shared content. If they accidentally forward or re-share the shared link, anyone without the password will not be able to gain access.

Password protected anyone sharing links in OneDrive
Find out more:

External sharing with B2B integration (Preview)

The Azure Active Directory Business to Business (B2B) platform enables external users to exist in your Azure AD directory as “Guests” and can be managed in the way you are already familiar with.

External sharing with B2B integration joins external sharing in SharePoint and OneDrive with Azure AD B2B. It includes external sharing of files, folders, list items, document libraries and sites. The integration also expands the one-time passcode authentication experience to SharePoint sites and lists when sharing with external recipients who don’t already have a work, school or a Microsoft account (MSA).

With the integration turned on, 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). As a result, any sign-in or conditional access policies in place in your organization will take effect on those external users as well.

Find out more:

OneDrive sync client B2B Sync – sync content shared internally or externally

Mirosoft are adding capabilities to the OneDrive sync client that lets users sync libraries or folders that have been shared from other organizations. You can now can sync content shared not only by peers within your own organization, but also by partners outside your organization that you regularly collaborate with.

This feature works in tandem with the external sharing with B2B integration feature and requires recipients to have a “Guest” account in Azure AD to make B2B collaboration possible.

Find out more:

Microsoft Search in OneDrive

Microsoft Search is now in OneDrive. A new search box will appear at the top of the page in the OneDrive suite header and provide a consistent place to access the search functionality making it easy to discover all files and folders.

Search in OneDrive
Find out more:

Inside Look for .docx file types in hover cards

There are a few new features being rolled out as part of the improved File Card experience. Now you will see a “time to read” estimate, plus the “at a glance” feature which will show key sentences from within the Word document.

Hover cards in O365
Find out more:

Automatically sync your SharePoint team site shared libraries with OneDrive team site automount

This feature offers admins the ability to automatically connect and synchronize specific SharePoint team site document libraries as part of a OneDrive deployment. To help configure a team site to sync automatically, Microsoft provide a new group policy (“Configure team site libraries to sync automatically”) for admins to deploy.

NOTE: these are the document libraries within group-connected team sites that appear under the “Shared libraries” list within a person’s OneDrive user interface.

OneDrive team site automount

Find out more:

Yammer Q&A

Question and answer in Yammer enables you to start a conversation in the question format from the browser or mobile app. Unique styling helps everyone identify which posts need answers. In the coming weeks, you’ll also be able to filter to see only questions and unanswered questions.

Q&A feature in Yammer
Find out more:

Yammer local data residency

Yammer now offers local data residency to help organizations in the EU meet data residency requirements. This feature is available to all new Office 365 customers associated with a tenant in the EU.

Coming soon, Yammer content will also show up in eDiscovery searches, bringing advanced security and compliance capabilities to Yammer groups connected to Office 365 Groups.

Find out more:

Cloud App Security

Discover the apps and services that are running on top of your IaaS and PaaS subscriptions, whether they are running on Microsoft Azure, Amazon Web Services, or Google Cloud Platform. Gain visibility into those apps and services, including which users are accessing them, transactions, IP addresses, and how much traffic is being transmitted.

Find out more:

Azure AD conditional access policies

Annouced in June, Azure AD Conditional Access policies help you maintain control over your Office 365 environment and how your company resources are accessed. For example, you can define a conditional access policy that evaluates sign-in connections from mobile devices to Exchange Online, and requires employees use Outlook for iOS or Android to successfully access their work email and calendar.

Azure AD conditional access policies
Find out more:

Version history in Office for Web

Version History is coming to Office for the web, enabling you to see what changes have occurred and revert to an earlier version if necessary. Version History is rolling out now, starting with PowerPoint on the web.

Find out more:

Links and resources

Problems creating list or library views based on created date

The situation

Data retention and deletion…I’m sure this is a something that anyone involved in Office 365, SharePoint on information management in general gets fed up of saying since the recent GDPR legislation!

Recently we have been rationalising and cleaning up our data in preparation for moving to Office 365. We are starting with SharePoint as the first target repository or silo of content.

The general consensus is to delete files and folders over 7 years old unless there is a pre-existing data retention policy to adhere to. So the next task is to identify those files that fall within our threshold, and ultimately delete.

Luckily, we have Tree Size Pro and ShareGate so I was able to relatively easily identify the files in question (there were a lot!).

The setup

As our SharePoint environment is a) rather full; and b) rather old, I made the decision to incrementally delete files rather than en-masse to mitigate risk, targeting the lists/libraries containing the most out of date content. I started by creating a view in the first library – library A with the following parameters:

  • Standard library view
  • Filtered by Created Date if less than or equal to 01/01/2011
  • Folders or Flat: Show items inside folders
    Show this view: In all folders

(all other settings are left default)

Results this returned looked good, I could see folders and files in this view that matched the criteria – brilliant! Based on my previous statement I decided to delete in batches out of working hours, again to mitigate risk. I deleted first from library A, then from the first stage and finally from the second stage recycle bin all in this fashion.

The problem

I had permanently deleted around 50% of the total volume of content to be deleted from library A when we started to receive reports of current files being ‘missing’ from library A…not a good day.

After these reports were investigated they were indeed true. It turns out that when folders are included within a library view, folders that match the filter will be shown in the view, regardless of whether the files inside match.

We tested the view exluding folders and all the files returned matched the filter criteria. The same results were demonstrated from a SharGate report of the same nature. The report of all files over 7 years old brought back folders over 7 years old, but they also contained files that were newer.

Conclusion

At present, we are not entirely sure as to why these filters are not able to drill down past a top-level folder. It appears to be difficult to specify via view settings to only show files within folders, including the folder itself that matches the criteria.

We have decided to omitt folders from our reports and views going forward and to solely focus on files as this is the most reliable way we can delete files.

Bonus: for those of you with ShareGate, heres an example of my report we created to bring back all files over 7 years old, excluding folders. I ran this report across the entire intranet application over a weekend and it worked a treat 🙂

SG-report

Microsoft 365 update for January 2019

After a brief hiatus here’s all the best bits of the Microsoft 365 update covering all the latest enhancements and updates to Microsoft Office 365.

Make sure you watch the video in full here: https://aka.ms/m365update-youtube

Improvements to Microsoft Teams

Shifts in Teams

Teams is introducing a new app called Shifts, which allows managers to plan, create and adjust their team’s schedules. Team members can also update their availability, review schedules, and request time off. Shifts replaces much of the functionality in Microsoft StaffHub, which is scheduled to be retired in October of 2019.

New Shifts app in Microsoft Teams

Custom navigation options

Everyone likes to use the tools within Teams differently. Now with the new customizable navigation experience Teams users on mobile devices, you can edit the navigation menu to prioritise the most important features that suit you. You will also soon be able to share you location information and record audio messages through the Teams app.

left: customising the navigation, centre: share location, right: record audio in Teams app

Find out more

Microsoft Stream plus forms integration

Stream is becomming more closely integrated with Forms which will allow you to seemlessly add quizzes, surveys, and polling right into the video. The results from these forms would be available to analyze to help improve the video content.

Stream will also be available to embed within PowerPoint presentations, along with all other video platforms such as YouTube and Vimeo.

The Stream app for iOS is now available along with the android version.

Stream with forms integration

Find out more

New Yammer conversations webpart for SharePoint

New to the long list of readily available webparts in SharePoint is Yammer Conversations. You can include conversations from any Yammer group, topic, user or home feed onto just about any SharePoint page, news article, or site.

Yammer conversations webpart

Find out more

SharePoint Migration Tool generally available

The SharePoint Migration Tool is now in general availability, which along with the SharePoint Migration Assessment Tool, these free tools are key to helping move forward the journey to Microsoft 365.

This free solution migrates content from on-premises SharePoint sites and file shares to SharePoint Online or OneDrive in Office 365.

Quirks of routing document sets

Recently I encountered an issue with a process that was created that routed document sets from one library into another. There were a number of document sets that followed this process that encountered errors when trying to move.

The process was automated via a standard sharepoint workflow, typically there were no useful errors in the workflow history list – just error occurred! Well as it turned out there wasn’t any issue with the workflow or the process of moving document sets to a drop-off library.

There are however, limitations when moving document sets to drop-off libraries to consider, such as:

Document Sets over 50MB in size cannot be moved to the drop-off library

Whether this is done using a workflow, or the send to feature a document set can’t be any bigger than 50MB.

docsets-filesize-error

Document Sets containing folders won’t move

By default, you aren’t able to create folders in document sets using native sharepoint controls. However you can bypass this by opening with explorer view. This will still result in the document set erroring when trying to move.

XML file types will cause issues

If your sharepoint environment allows for this type of file, it will still cause the document set to fail to move to the drop-off library.

Routing of Document Sets requires timer job

When document sets are sent to a drop-off library, they will wait there until content organizer rules route them to their destination. This process is is driven by the content organizer processing timer job, which runs daily by default.

If you have found any other quirks when routing document sets, please let me know…otherwise it’s a piece of cake 🙂