Wes Preston – Owner / Principal Consultant

Group Work ListsIt’s a Site Feature!

Outline Have you ever used the Group Work Lists

feature, or ever hear of it?  This session will walk you through this rarely used site feature that is available on all versions of SharePoint 2010. Add capabilities and lists for tracking team and resource scheduling. Walk through the feature capabilities, from the lists that are created to the additional capabilities that are added to existing lists on the site. See how the feature can be used at an enterprise level down through individual departments or teams.

Wes Preston Owner / Principal Consultant - TrecStone

Based in Minneapolis, MN

MVP – SharePoint Server MCITP – SharePoint Administrator 2010 MCTS - SharePoint 2010, Configuration MCTS - WSS 3.0 and MOSS Configuration

http://www.idubbs.com/blog Twitter: @idubbs

Objective Expand your toolset Find at least one tidbit that you can take

away

Agenda / Topics The Site template The Site Feature Business Use Cases Crawl, Walk, Run

Site Template Pre-baked site template with feature

enabled and page built out.

Circulations List Pre-baked

Calendar Dashboard page

Site Feature Site Feature available on any site type Creates new lists, web parts, and adds

additional functionality What’s New web part

Site Feature - Lists No calendar list, but new Calendar list

features Creates new lists and adds additional

functionality Resources Phone Call Memo Whereabouts

Additional List Templates: Circulations Microsoft IME Dictionary List

Site Feature - Calendar What’s been added to calendar…

Features Ties to Resources list Different kinds of resources

Site Feature – Group Calendar Review/Note: This isn’t a ‘Group Work List’

feature… Adds the ‘Schedule’ content type and

makes it the default content type Changing option back to ‘No’ does not

remove the content type, but does make ‘Event’ the default

This does NOT bring in Exchange calendar data But you can display this calendar IN

Outlook… It is a separate calendar

Site Feature – Group Calendar Changes:

Default view Fields: Attendees, Free/Busy

Before…

After…

Before…

After…

Site Feature – Resource Reservation

Site Feature – Resources Add Resources or Resource Groups Groups used as a filter

Site Feature – Double Booking Check button will report back

BUT, is only checking Resources, not Attendees

So, you can double book an attendee, but not a projector, etc.

Site Feature – What’s New web part Under the Social Collaboration section Web part rollup from configured lists

Reference: Laura Rogers Blog post

Site Feature – Config / Custom Can we use jQuery to create links to add

users and resources rather than having to pick them every time? (Defaults to the current user)

See References

Business Case / Examples Enterprise – if tracking resources not in

Exchange Not enterprise managed Department specific, etc…

Small Business Not managing resources in Exchange

(really?) Managing external resources – don’t want

or can’t put them in AD/Exchange for licensing or other reasons

Managing non-business items

Resources List Use the Resources list to document shared

assets, such as cameras and vehicles. Users can reserve and track listed resources in Group Calendar

Even in an environment where AD is used to track, there may be department or smaller group specific needs that are not appropriate for AD.

Groups – really just something to filter on

Phone Call Memo List Use this list to share incoming phone call

information When is it applicable?

Enterprise vs. SMB Department-level

Default Views My Unresolved Memos My Memos Memos from me All Unresolved Memos

Create links to new…

Whereabouts List Use this list to quickly and easily track the

location of individuals throughout the day. Web part view !!

Circulations List Intake list variant Sign offs

See References

Training and Planning End Users – How to use, when to

use/request Site Administrators – When to use, How to

use Exchange / AD administrators – Inform so

they know what else is out there Enterprise – Help Desk One-pager for functionality Application site content

Crawl, Walk, Run Create an approval process for

reservations Add some workflows, notifications, etc…

Office 2013 and O365 Is it still available? YES Has it changed? TBD – Digging in…

References

Laura Rogers post on What’s New web parthttp://www.sharepoint911.com/blogs/laura/Lists/Posts/Post.aspx?ID=92

‘Hidden Gems’ post:http://www.balestra.be/2011/06/hidden-gems-sharepoint-2010-circulation-list-and-phone-call-memo.html

jQuery for Default Resources and People/Groupshttp://zepeda-mcmillan.blogspot.com/2011/03/displaying-default-resources-on-group.html

Housekeeping Please submit your reviews/feedback.

Books/signings at O’Reilly booth and Rackspace booth !

Check out http://www.idubbs.com/blog

Thank you!