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.
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.
Add a new page for each team member. Click Add new page, then enter the name of the page for the team member.
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.
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.
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.
Sorry to bother you again, this is so embarrassing to me, I am sorry, but I just wanted to ask if I could use your services in order to finish this WeeklyTeamStatus wiki properly. I am new at this job and this is my first assignment to pass my probation period. before finding your post, I have tried creating a Excel workspace in SharePoint but ran into contingency problem and the group didn't embrace the solution. After I found your post, I was able to create bits and pieces, such as wiki page library, the individual pages for each employee, but I don't seem to understand how can I make a connection between each individual wiki pages and the list. (I believe there must be something on my end that does not allow me to see what you see from your end). the pictures helped a lot, I reproduced all of them except the last one(even though I created the column named "Show in List?")I don't seem to get the concept you explained so kindly(I promise you that I have been trying since very early in the morning...and I am not stupid...I just don't seem to be able to put it all together).
I have saved several screen prints of what I have accomplished. I also have screen prints of what I would hope to accomplish if I ever got to the end of you posting successfully
My vision is that each team member wiki page would correspond to a "row" (or custom list?) containing information such as:1)team member name(1st column or field)2) monthly goals (2nd column or field)3) what was accomplished last week? (3rd..)4) what is planned for this week? (4th..)5) what are the issues? (5th..)
(something that eventually could be merged at the end into a final excel spread sheet, containing all the rows, i.e., the information retrieved from the individual wiki pages, after the team members entered the worked tasks).
Do you think I could afford your services please?
Greetings DougI hope I didn't offend you with my previous posting...I don't see it listedbut I was hoping I would still be able to count with your help in creating my WeeklyTeamStatus library wiki(I apologize if I wrote something upsetting)
Doug Allen is my hero!
I am just saying ...the world would be so much nicer if there were more "Doug Allens" around...
PS: I would have posted to my wall on FB, but could not find Doug Allen.PS2: Could have posted something on LinkedIn but again could not find Doug Allen on C5Insight.Ps3: maybe Doug Allen is an angel!? Thanks you God!
Wandilly,Thanks! Let me try and answer these for you.Problem 1 - I can see how that is missleading. Basically what we're doing is editing the default home page of the newly created Wiki library Weekly Team Status, and inserting the existing list to the page. You edit the page, and then click Insert off the ribbon, then choose existing list, then click your Weekly Team Status wiki. Problem 2 - After you perform the above, edit the webpart with the wiki library, and on the right in the webpart properties, click edit the current view. From there, you can set the view properties and see if Style is there. Are you using Foundation or Standard/Enterprise Server?Good luck, and I hope it helps!Doug
Greetings Doug and thank you so much for your reply.I believe I will be able to fix “problem one” with your explanation, that’s great! But regarding Problem 2 - I did edited the webpart of the wiki library, and on the far right I was able to see the webpart properties, and didn’t need to click edit the current view because it was already selected. But I am not sure if I understand when you say "From there, you can set the view properties and see if Style is there".The "style" that I saw was on the ribbon, but the Style menu did not contain "newspaper" as an option. I am a new employee is this large company, Sharepoint was just implemented and nobody knows much about it anyway. I was told that “Enterprise Server” is what we have, and that a contractor how is no longer with the company made the initial SharePoint 2010 /SharePoint server setup/installation and activation with the aid of Microsoft.I saved the "screen print" of the "wiki" page library I created with your instructions, and even tried to "copy and paste" to this post...(it didn't work...)but I will be glad to if you have a public email address(or LinkedIn or FB)Ps: I am so eager to make this work, I really have been trying everything without success...you have no idea how grateful I am for any guidance you might be able to provide on this matter
Wandilly,I'm glad you were able to get past your first issue. For the second, let me try to be more clear. Open the homepage of your Wiki library, home.aspx. You should be seeing the webpart of the list that you added earlier. Click Edit Page from the ribbon (Page -> Edit) , then on the right of the webpart you will have a dropdown arrow. CLick this arrow, and click edit webpart. A flyout on the far upper right, that will show different sections of properties for that webpart. Under List Views, the selected view will say current view. Click the link just under that to "edit the current view" (click ok if it prompts to save). This will take you to the Edit View screen, where you can set the Styles (near the bottom). I hope this helps! Let me know if this doesn't clear things up.Doug
I set this up for our IT status reports but I was wondering if there is a way to only show the current week and have the rest archived?Thanks,Tim
I wanted to thank you for the information. I am trying to implement what you explained above and am runing into some problems. I created the wiki site page as added individual web pages for each memeber in our team. when problem no. 1 is: on the paragraph that begins with "now we need to get all pages on the home page. bellow the text, insert the existing WEEKLY TEAM STATUS list." What do you mean by list? Should I go ahead and create a custom list with the items that everyone team member needs to report on a weekly basis? like "Monthly goals", "what was accomplished last week?" and "what are the issues?". After I added the pages I just "copied" all of the lines with created page names and pasted while editing the home.aspx page. problem no.2 is: WhenExpanding the Style heading, There is no option "Newsletter" to choose from. is that the only way I can list the web content for each member?
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