SharePoint 2010 Weekly Team Status

Everyone has meetings they have to attend on a frequent basis, and we all want to get through them as quickly as possible (so we can get back to our game of angry birds). We need to have a quick and easy way for team members to provide an update on their assigned duties, as well as a streamlined method of reviewing them during the meeting. Since we’re lucky that our company has invested in SharePoint, let’s use it! This method I believe provides a very quick and easy way to accomplish your goals for capturing the information without using complicated add-ons or any other heavy lifting.

This is the final result.  Cool huh?  Nothing fancy, but it does the job (sometimes simpler is better).  This is driven by a wiki page library, where every team member gets their own wiki page.  You could just have one wiki page and sections where everyone just updates their text, but then you would have multiple people trying to edit that one page 15 minutes before the meeting, and get frustrated with all the merge conflict warnings.  If everyone gets their own page, no conflict warnings.  Let’s see how it’s done so everyone is happy.

 First we need the library to hold all the pages.  Create a Wiki Page library called WeeklyTeamStatus.  We name it without spaces so the URL doesn’t contain %20, but we’ll fix it in a minute. 

Create a Wiki Page Library

Let’s go ahead and fix up the display name then we can add a column to let us control how whose page shows in the list.  Click Page off the ribbon then Library Settings, then under General Settings, click Title, description and navigation.  Change the title to Weekly Team Status.  This way the URL doesn’t contain spaces, but you get the friendly display name.

Now let’s create the new column.  Let’s call the column Show in List? of type Yes/No.  Feel free to add a description if you like.  This will allow us to show or hide the user’s status page in the overall list.

We need to create web pages for each team member to update their status.  From the wiki library, click Pages from the ribbon and View All Pages.

SharePoint 2010 Ribbon

Add a new page for each team member.  Click Add new page, then enter the name of the page for the team member.

Wiki page library

If you look at the first screenshot of the final solution, this works by editing the home.aspx page for the library, adding some general text for the meeting, then adding the content of the team member pages.  Click the Home page link from the list, and edit the page (Home.aspx).  Delete all of the text that’s there (how to use this library, etc.), and add your text.  This would include perhaps phone dial-in information, announcements, or guidelines for the meeting.

Now we need to get all the pages on the Home page.  Below the text, insert the existing Weekly Team Status list.  The result is obviously not the view we want.  We want to display the contents of each team’s page in the list instead of a list of pages.

Edit the Weekly Team Status web part on the Home.aspx page; the properties of the web part will be on the far right.  Under Appearance, we want to set the Chrome Type to None.  This will hide the name of the list on the page.  To help make refreshing the content easier, also go under the AJAX Options and click the checkbox for Show Manual Refresh Button.  Now edit the current view under the List Views heading.

SharePoint 2010 edit web part

We want to only show the Name (linked to document with edit menu), Modified, and Wiki Content columns.  Change the sorting order to sort by Name in ascending order then Modified, and also set the filter to only show items when Show in List? is equal to Yes.  By setting this flag on the properties on each team member’s page, this will control whether or not it appears in the list on the main page.

Modifying the Show in List View

To show the content of the each page the way we want, expand the Style heading, choose Newsletter.  Click Ok and save your page.

That’s it!  Now your team members can edit their own pages to provide their status updates.  When it comes to meeting time, just open the home.aspx and everyone’s updates will show in alphabetical order, and the last time they provided an update.  Each team member clicks their name to get to their page, then they edit that page to provide their updates.  Team members could insert more than just text, they can insert show task lists, charts or excel data. Just before the meeting is started, you can just hit the fresh button on the list instead of having to refresh the entire SharePoint page.

To take this a little further, you could restrict permissions on the home page so that team members don’t edit that page by mistake, and only give modify permissions so that each member only have access to their own page.  If you have trouble with white spaces between the top and bottom, you might need to open the page in SharePoint Designer 2010 or edit the html.