Join Gini von Courter for an in-depth discussion in this video Add site columns to a custom list app, part of Business Apps for SharePoint Monthly.
- [Instructor] This is our completed list of Site Columns. Notice that I allowed multiple lines of text for Asset Description, but I left that plain text. I also allowed multiple lines of text for our Asset Notes and I made that a Rich Text experience for our users. Otherwise, all of our Assets are here and in order. With this work done, let's return to our site, which is a subsite of the KinetEco Team Site, our top level site collection called Asset Inventory.
Let's add a new app and we're going to add a Custom List. This will be our Asset Inventory, so... If I'm going to, remember that this name is going to show up as part of the URL, whatever I enter here. So, if this is the only thing we're doing with Assets here, I can feel pretty safe doing that. Just naming it Assets and then we can modify this information in a moment.
Let's click on our Assets list, I'm going to close a couple of these extra windows we don't need to have open right now. Click the gear and go to List Settings, and the first thing we're going to do is change the list name description and navigation so that it's Asset Inventory. I could provide a description, I would like this to show up on my Quick Launch.
Now what I need to do is add columns and the columns that I want to add are columns from existing site columns that we just created. Click Add from existing site columns here on our List Settings page. We'll take a moment to load the Site Columns that I have available. It starts with All Groups, but this was the reason to create a group, is that here we have all of our columns and I can hold Ctrl to select some that I want or Shift and select to get them all.
The choice here is to add these to my default view and I want to do that. If I didn't want to add them all, I could turn this checkbox off, add the ones that I don't want in the default view and then have it on for the ones I do want in the default view, but indeed, I want all eight of these in my default view. I'm going to click Add and OK. Now remember, every other Asset Inventory app that I create, I get this huge headstart and I get consistency, and going forward, what that means is that anytime I want to automate these lists or do something specific with forms, whatever I learn doing one will be applicable to the others.
I have a Title field and I don't have a way to get rid of this. One of my choices would've been to rename it Asset Description, for example, and that might be something that I would choose to do or to have it be the Asset Serial Number instead. The reason I might do that is that even though I can turn this off as a required field, in Custom List, the Title field is actually geared to be the field that I click to connect to other information, therefore, I think for our purposes, I'm going to change this to be the Asset Name and I'm going to say, for example, Joe's desktop or stored iPad.
Require that this column contains information, Yes. Maximum number of characters, let's just do 50 and I would even provide a little more information here, which would be friendly name for this asset. For example, Joe's desktop or stored iPad. Click OK and we're going to keep Asset Name then as a required field. Remember that you could choose to make some of these fields required just as you could choose to make Asset Status and Asset Type lookup fields based on other lists that you would have available.
If you're going to do that, the recommendation is that those lists go in the top level site and don't make them available through navigation so that wherever creating the Site Columns, that's a really good place to create any lookups that Site Columns would use. So, the columns that we have, Asset Name, which was Title renamed, the Site Columns that we just brought in, and then the four columns that are really stock columns for any file or any record that's created in SharePoint or any OS for that matter.
Who created it and when did they do that? Who modified it and when? And those aren't going away either. I'm going to go to our custom list and if we wanted to create a new item in our browser, this is what it would look like. And our text here for an Asset Name, notice that any place that I added a description, that description is provided to help support our users.
Here's our Asset Status and our Asset Type drop-downs, and these were added in the order in which I brought them in. Barcode, Brand, Description, Location, alphabetical order other than the first item. If I want to rearrange them, I can do that in the View or I could've chosen them in the order I wanted them to appear in any particular view when I added the Site Columns to my list.
But if I wanted to change them now, I would simply go to the List Settings, go to my View, All Items, the only View we have so far, and rearrange them. For example, Notes at the end, rather than being in sixth place, I would like that to be after Asset Type, so we'll just drop it down, further down the list. Asset Type, if I'd like that to come up closer to the Description, for example, in fourth place, I can do that.
Simply rearranging them to get a different order in the View. Asset Name, Asset Barcode, Asset Brand, Type, and so on. Our list is done. If you wanted to being entering information in this Asset Inventory, it's ready to go right now. I'll see you in the next movie.