The object model data source allows you to view documents or list items across subsites in a single site collection. This eliminates the need to create duplicate documents across subsites.
- [Instructor] If you don't see the lightning conductor SharePoint content rollup here underneath recent once you install it you can go into site contents and it's listed there. When you click on that lightning conductor it'll take you to an application page, and this is where we can configure our first view. Go to Actions, Configure View. Notice the tabs at the top. We're just going to walk our way through these. On the app part we're going to create a new title. And we're not changing anything but I do want you to notice that under configure data source provider we are keeping the default object model rollup.
Click on Data Source and this is where we can select the sites. And so in this particular case, I am going to click on the arrows to expand the hierarchy, and I'm just going to put a checkbox next to departments. Now what this is doing is this is going to take everything from finance and human resources, but it's doing more than that. If I create a new department site, like for IT or customer service, this is going to include that information automatically without reconfiguring the view, which I just think is fantastic.
There's only one gotcha on this screen and that is if I want to include the documents at the parent site level, then notice that I can click on the word Departments, do you see that? So there is a checkbox that includes everything underneath it, but if you want to include the top level you also need to click on the site name. In this particular case I don't have any documents at that top site level but I do think it's important to note.
We've selected the sub-sites. Now we need to tell it what we want to return. In this case I want to return the contents of the document library, and I'm just going to accept the all content types there at the bottom. Click on Columns. Now if I had just hit save I wouldn't have gotten any results because I wasn't telling it to display anything. In this case I'm just going to go down and click on name. Now notice there are three different names because there's three different name columns in SharePoint too, so when you go to Creative U you get, you know, name is used in forms, and name linked to item.
I always just choose the first one because if I ever did want to filter it, notice that that's the only one that has the filter icon next to it, and so I'd just like to have all of my options available to me up front. And then to prove that they are in fact coming over from the other sites, I'm going to go on ahead and choose this parent web title. Now, in this initial configuration, I can even drag and drop these if I wanted to. It's not really necessary. They'll go up to the top of this list as soon as you hit save, but if you did want to do that initial column ordering, you do that by dragging and dropping inside of this screen.
Alright, click on Display. So on the Display tab, just for our very first view we're going to keep it simple. I'm going to choose no extension 'cause I don't like to see the .xls or .doc next to my file names, so I'll choose no extension. And then because I want people to be able to click on the file name from this view, I'm going to link the name column to the file, and that's all I'm going to do just for this initial one. Click on Save. So my first view. Notice I have nine entries from finance and three entries from human resources.
If I go to finance I actually only have eight files, so did you notice that it also brought over the notebook from both human resources and finance, so in human resources see how I only have two documents but it returned this human resources notebook? Let's go back into that configure view and let me show you what happened there. If I go back to the data source, it's because I chose all content types. So this is just something that I've learned to do over time, I choose the document content types and then I filter it to just document and include the child content types, 'cause any custom content types that I've created are all going to be based off of document anyway.
So I click on Save. And now notice I have just the two documents from the human resources library and just the eight documents from finance. So note, HR contract and HR security procedure, sure enough in human resources HR contract and security procedure. So in this initial view I didn't apply any filters or anything, I just wanted to prove out, to show you that all those documents from those two department's sub-sites will now display inside of a single view. And then remember that if you wanted to see the documents from the parent site then inside of that data source tab you would not only need to have the checkbox next to departments but you'd need to click on that parent site title.
- Configuring your first rollup view
- Applying filters to views
- Analyzing data with conditional formatting
- Using web part views
- Creating calculated columns
- Configuring search rollups with managed and crawled properties