Join Gini von Courter for an in-depth discussion in this video Creating a custom resource list, part of Managing Projects with SharePoint 2013.
- We want to track information about the resources that are available to our list. We wanna know what type of resource they are, we'd like to know their name, and we wanna know their cost, and perhaps keep track of some comments about this person. We could create a contacts list for this, and customize it to add a field for type of resource and another field for cost, but we don't need to carry around all of the other information that's in a contacts list, and we don't need to synchronize it with Microsoft Outlook, so we're simply going to create a custom list.
Let's go to Site Contents, add an app, and we're going to add a Custom List app. We'll call this Resources, because that will be the name used in the URL, so it's nice and short. Let's now open our Resources custom list, which has no items in it, and nothing else. We can do some basic editing of this list here if we wish. So for example, we can click the plus sign and say that we want to add another column. The first one's already named Title, I'm going to call this one First Name.
I can add another, and we'd like this to be a Choice group, and this is going to be called Resource Type. And the choices that are available, for the type of resource, will be dependant upon the project, but it might be that we have roles, for example, like Administrator, we have a Programmer, we have a Consultant, we have a Designer, and so on.
Now, what we can do is we can leave this list blank, or one of the things that we could do is provide some particular choices like this, and then allow our users to be able to modify this list when they wish. And we'll give them information on how to do that as part of running the project, so one of the choices will be if you wanna modify this list so that you have your own choices in here, simply do that. I've alphabetized the list using drag and drop, I'm not allowing Fill-in choices, that would be another option, fill-in all of the choices that you wish in this list.
But then anyone who can edit the list can fill in choices, which probably isn't going to give us a great list, if we have many, many users involved in this project. We'd like to have a list that's narrow and tight so that we can use it to be able to filter, for example. So, there's our Resource type. Now I'd like to be able to add the Resource Cost, I'll need another column type then again. Currency, and we'll simply title this Cost, and the description is going to be Resource cost per hour.
And we'll do two decimal places, and say OK. And last, I'd like to have the ability to provide multiple lines of text, so that we can... allow for comments. This can simply be plain text, we're not going to insert pictures or anything else, and this will allow members of our project team or our project managers to have some comments about whether we've used this person on another project previously, that maybe their use can't begin until after they're ending another project, that sort of information.
Now I'd like to change Title, and this drop-down doesn't allow me to do that because I'd like this to be a resource's last name. So let's choose the List tab, go to List Settings, and let's scroll down and click on Title, and we will call this Last Name, Last name of the resource. Now on all of these text fields I could shorten these up and say there's no need to have, for example, more than 20 characters. I can leave this at the 255 limit if I wish, but if I wanted to be able to have narrower columns and know exactly how much space I had, I could tighten up any of the text fields that I wished.
Let's now go back to Resources, and if we were to add a new item, you'll notice that the form requires a Last Name, doesn't require a First Name, allows us to choose a Resource Type, enter a Cost per hour, and Comment. If any of these columns are columns that we want to require, for example, you can't simply enter someone until you have at least a Last Name, a First Name, and a Cost, then we can return back to our List Settings, and make those modifications.
List, List Settings, and let's return to First Name, and make that a required field. Yes. And we can also make Cost a required field. Notice that we could specify Minimum and Maximum values, no need at this point, but we could if we wished.
And there is our customized Resources list, ready to use. If we wanna add the word project, so it says Project Resources, we can do that, simply click the List tab, return to List Settings, and the List name, description and navigation, modify it here. This is also where we would choose to display it on the Quick Launch, but we're going to set up the entire Quick Launch at one time, later on in this course.
Once you've set up project libraries, you'll learn how to save the site as a template for future use and to launch the finished product. The final three chapters guide you through the actual project management process: supporting team communication, adding and syncing task data, and using views for management and reporting.
- Creating a SharePoint project site
- Adding built-in apps
- Creating customized lists and list views
- Designing and customizing libraries
- Saving the project site as a template
- Launching a site
- Managing permissions and requests for access
- Using a site mailbox
- Viewing tasks and the calendar