KWizCom Corporation SharePoint List Custom Actions Feature User Guide
Copyright 2005-2010 KWizCom Corporation. All rights reserved. SharePoint List Custom Actions User Guide Company Headquarters KWizCom 50 McIntosh Drive, Unit 109 Markham, Ontario ON L3R 9T3, Canada E-mail: info@kwizcom.com Web site: http://www.kwizcom.com Sales E-mail: sales@kwizcom.com Telephone: +1-905-370-0333 Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 2 of 32
CONTENTS Contents... 3 introduction... 5 General... 5 Product Overview... 6 The Business Need... 7 Who needs it?... 8 Key Features... 9 Installation Guide... 10 Software Requirements... 10 Server Requirements... 10 Client Requirements... 10 Installation Procedure... 10 SharePoint 2007 server... 10 SharePoint 2010 server... 11 post Installation... 13 SharePoint 2007 server... 13 SharePoint 2010 server... 14 Un-Installation Procedure... 15 SharePoint 2007 server... 15 SharePoint 2010 server... 15 Administration Guide... 16 Component Activation... 16 Creating custom actions for a list... 21 List Custom Action settings page... 23 Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 3 of 32
Item Custom Action settings page... 27 FAQ... 31 What does the sharepoint list custom action feature do?... 31 Does this solution work with all SharePoint editions?... 31 Version Release Notes... 32 Version History... 32 Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 4 of 32
INTRODUCTION GENERAL This document provides all the information needed to install, evaluate and deploy this KWizCom product: Introduction Installation Guide Administrator Guide FAQ Version Release Notes Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 5 of 32
PRODUCT OVERVIEW SharePoint List Custom Actions Feature is part of the Mobility Bundle SharePoint List Custom Actions Feature is part of the Forms Bundle Same SharePoint list forms, but.. Now with the EXACT custom-menus your customers need! With SharePoint List Custom Actions You can easily create customized list menus and produce much more convenient and user-friendly solutions! You can add these custom menus on a list-level: List-level custom menu in SharePoint 2010 Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 6 of 32
And you can also create custom menus in a list-item level: List item-level custom menus in SharePoint 2007 Both the list-level and the item-level custom actions are dynamic, smart-menus which include the following capabilities: You can define permissions on a menu (make it available only to specific users/groups) A menu can initiate workflow processes You can define field-based conditions that define a menu s visibility THE BUSINESS NEED SharePoint list forms are all generic forms, including generic menus ( Edit, Delete, New etc.). Customers however, need to use SharePoint to implement their specific business needs, which require customized forms with custom menus that perform various custom actions. Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 7 of 32
With SharePoint out-of-the-box capabilities you must use additional tools such as InfoPath forms, SharePoint Designer (which unghosts your pages) or do some custom development which costs more money. KWizCom s Custom List Actions Feature enable non-technical implementers to fully customize SharePoint list form menus in just few minutes easy and immediate! WHO NEEDS IT? We all do! No matter which solution you re trying to implement, the out-of-the-box SharePoint list menus never cover your specific application s needs. Now you can create powerful custom menus and provide better SharePoint solutions to your customers! Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 8 of 32
KEY FEATURES Main key features of SharePoint List Custom Actions are: Feature Support WSS 3.0/4.0 and MOSS 2007/2010 Custom item-level actions/menus Custom list-level actions/menus Context-sensitive/conditioned menus Assign permissions to actions SharePoint List Custom Actions SharePoint 2007/2010 out-of-the-box Attach a workflow to an action Cross-browser support: IE, Firefox and Google Chrome partial Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 9 of 32
INSTALLATION GUIDE SOFTWARE REQUIREMENTS SERVER REQUIREMENTS WSS 3.0/4.0 or SharePoint Server 2007/2010.NET framework 3.5 SP2 CLIENT REQUIREMENTS Microsoft Internet Explorer 7+, Mozilla Firefox (latest version), Google Chrome (latest version) INSTALLATION PROCEDURE SHAREPOINT 2007 SERVER 1. Log in using SharePoint administrator account to your SharePoint front-end server. 2. Download the product s latest evaluation version from KWizCom s internet web site. This evaluation version is fully functional for 30 days. Further details about product activation can be found in the Administrator guide (next section). 3. If you have a previous installed version of the product, then uninstall it before you install the new version. 4. Unzip the product s zip file on your SharePoint server. 5. Double-click the.msi file in order to begin the web installation. 6. The installation includes 2 additional optional products, that you can integrate with SharePoint List Custom Actions Feature: SharePoint List Forms Extensions Feature Enables you to turn the out-of-the-box SharePoint list forms into powerful, feature-rich web forms. SharePoint Mobile Extensions Feature Enables you to publish your custom actions to mobile smartphones and create additional custom mobile pages. These 2 additional optional products are NOT part of the SharePoint Custom Actions Extensions Feature, and require separate licensing and payment. 7. When the installation process is complete it will recycle all application pools automatically. Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 10 of 32
SHAREPOINT 2010 SERVER 1. Log in as SharePoint administrator account to your SharePoint front-end server. 2. Download the product s latest evaluation version (zip file) from KWizCom s internet web site. This evaluation version is fully functional for 30 days. 3. Extract the zip file content on your local disk. 4. You will find the following.wsp files: o o o o KWizCom SharePoint Foundation.wsp This WSP file includes KWizCom s shared modules and takes care of licensing and activation and therefore must be installed no matter which KWizCom product you re using. KWizCom SharePoint List Forms Extension Framework.wsp This WSP file is an infrastructure package needed for the product. KWizCom SharePoint List Custom Actions evaluation.wsp This is the List Custom Actions product package. 2 additional product packages (optional) KWizCom SharePoint List Forms Extension evaluation.wsp KWizCom SharePoint Mobile Extension evaluation.wsp 5. If you don t already have the KWizCom Foundation latest version installed - install and deploy the KWizCom Foundation.WSP file in a farm level (All web applications) by using the standard SharePoint s deployment tools (stsadm, powershell, Central admin). IMPORTANT: You need to install KWizCom Foundation in a global scope, including in the Central Admin s web application. 6. Install and deploy KWizCom SharePoint List Forms Extension Framework.wsp by using the standard SharePoint s deployment tools (stsadm, powershell, Central Admin). 7. Install and deploy KWizCom SharePoint List Custom Actions evaluation.wsp by using the standard SharePoint s deployment tools (stsadm, powershell, Central Admin). Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 11 of 32
Remark: Installation and deployment of standard SharePoint.WSP packages are described in Microsoft website: http://technet.microsoft.com/en-us/library/cc263384(office.12).aspx http://technet.microsoft.com/en-us/library/ff621081.aspx Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 12 of 32
POST INSTALLATION SHAREPOINT 2007 SERVER 1. After completing the installation, you will see a new KWizCom entry in Windows Start -> All Programs -> KWizCom containing the following program: SharePoint List Custom Actions Under SharePoint List Custom Actions entry you ll see the following programs: About SharePoint List Custom Actions Display General Information about the component. Activate SharePoint List Custom Actions This utility enables you (the SharePoint Administrator) to activate the downloaded evaluation version. 2. The installation adds a new feature in the farm level and in site collection level. By default the Farm level feature should be active, enabling you to start using this feature immediately: 3. In case you wish this feature to be available only in a specific site collection, disable the farm feature, and enable the site collection feature. Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 13 of 32
SHAREPOINT 2010 SERVER 1. After you have successfully deployed the required.wsp packages, a new feature is added both to the farm level and to site collection level. By default the Farm level feature should be active, enabling you to start using this feature immediately: Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 14 of 32
UN-INSTALLATION PROCEDURE SHAREPOINT 2007 SERVER 1. Log in as SharePoint administrator to your SharePoint front-end server. 2. Go to Control Panel and double-click Add or Remove Programs. 3. Select SharePoint List Custom Actions entry and click Remove button. 4. Click Yes to approve the removal of the component. 5. Once the product was un-installed, close the Add or Remove Programs screen. SHAREPOINT 2010 SERVER 1. Retract and delete the solution using SharePoint central admin or by using stsadm/powershell command line. Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 15 of 32
ADMINISTRATION GUIDE This section describes all administration activities related to SharePoint List Custom Actions, including: product activation, product configuration and customization. COMPONENT ACTIVATION KWizCom components are available for evaluation prior to purchase. This way you can try our components and verify that they indeed meet your needs. An evaluation version for each KWizCom component contains all features of the component's production version. The only difference is that an evaluation version is time-limited, and will operate for a period of one month. Once you decide to order a KWizCom component, you will need to follow the following steps: SharePoint 2007 1. Order the component on the KWizCom website www.kwizcom.com. 2. Send us the installed evaluation version's product Code (you will see the product Code on the "About" product page: Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 16 of 32
Please use the Activation Request web form, on KWizCom web site to send us your product code. 3. Get the component activation key this key will be sent to you by email once your order is processed. 4. Activate your installed evaluation version - click Start -> All Programs -> KWizCom -> SharePoint List Forms Extensions Feature -> Activate SharePoint List Forms Extensions Feature SharePoint 2010 1. Order the product on the KWizCom website www.kwizcom.com, or contact our sales team at sales@kwizcom.com. 2. After the order was made, you can activate your installed evaluation version. Activation is done by the following steps: a. Open SharePoint Central Admin. On the main Central Administration page, you will see the KWizCom Features Administration icon: Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 17 of 32
b. Click the KWizCom Features Administration icon. You will be redirected to a page that allows you to manage all your installed KWizCom products licenses: c. Click the Manage License link next to the product that you wish to activate. You will be redirected to that product s license management page: d. Click on the Request product code and start your evaluation now link, under the required license type (Farm, Web application, Site Collection). A product code will be generated and displayed as in the following screenshot: Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 18 of 32
e. Copy the product code. f. Browse the Product Activation Request page on KWizCom s web site: http://www.kwizcom.com/productreg. Copy your Product Code into the Product Code field, and after you fill-out all other form fields, click Send Activation Request button. Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 19 of 32
g. Once your order is confirmed, you will receive the Activation Code for your product by email. h. Copy the activation code into the Activation Code field in the product s license management page and click Activate now! link. That s it! Your product is now fully activated. Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 20 of 32
CREATING CUSTOM ACTIONS FOR A LIST Once the SharePoint List Custom Actions feature has been activated, every list and library should have a new SharePoint list custom actions link: Click the SharePoint list custom actions link to go into the custom actions configuration page: Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 21 of 32
The List Custom Actions management interface includes 2 pages (see 2 last menus on the left side of the screenshot above): List custom actions Use this page to create list-level menus. Item custom actions Use this page to create menus that will appear in a list item s view/edit forms. The following sections provide details on each of those management pages. Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 22 of 32
LIST CUSTOM ACTION SETTINGS PAGE This management page enables you to define custom actions (menus) in the list level. Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 23 of 32
Property Description List Actions Add new list action Action title Action description Confirmation message Action icon Url (16X16) Redirect on complete This list shows the existing custom actions. You can create several actions (menus) and also define the display order of these menus. To add a new list action, enter its name and click the Add Action button. This is the caption of the menu that will be displayed to users. Enter the text you want to be displayed as tooltip when users hover over this menu. You can prompt the user with a question to validate the operation before the action is activated. Enter the url of a 16X16 image that will display as part of this menu. First you will have to upload that image to some SharePoint library and then copy its url to this field. Once this action is complete, you can have it redirect the user to some preferred page. (By the way, you can create an action that does nothing but redirect to some required page) You can use various tokens such as: [View name] redirects to this list s requested view page. [Default view] redirects to this list s default view page. [Home] redirects to the current site s home page. If you configured this action to create a new list item (you can do it further down in this management page), then you can make this action also redirect the user to the new created list item s view/edit form by using the *View item+ and *Edit item+ token. Users/groups Show action in these views only You can make an action be visible only to selected users/groups. If you do not select any users/groups, the action will be visible to all users. You can define in which list views the action will be visible. If you do not select any view, the action will be visible in all the list view pages. Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 24 of 32
Property Description Create a new list item Content type Auto update fields Define visible field groups Check this checkbox if you want the action to create a new list item. Once you check this option, other related options are displayed. If the list supports multiple content type, choose the content type of the new created list item. If you choose All, the default content type will be used to create the new list item. In case you checked the Create new list item property, you can also define which of this new item s fields will be automatically filled with data. To define auto-update for a field, select the field; fill the value that you wish it to have and click the Add button. This property is available only if the SharePoint List Forms Extensions (SLFE) Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 25 of 32
feature is active. SLFE enables you to add some advanced Form capabilities, such as field groups (dividing a long form with many fields to several subforms, each groups a set of fields). If you have SLFE activated, you can also define which of the list-item form fields-groups should be visible after the item is created. Initiate workflows In case you checked the Create new list item property, you can also initiate requested workflows for the new created list item. This enables implementing more complex scenarios that require performing several operations once a menu is clicked by the user. Once you finish defining all action s settings click Apply or OK button to save those settings. Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 26 of 32
ITEM CUSTOM ACTION SETTINGS PAGE This management page enables you to define custom actions (menus) in the list-item level. These custom menus appear in the list-item s View/Edit forms, just above SharePoint out-of-the-box list item menus. Property Description Item Actions This list shows the existing custom item actions. You can create several actions (menus) and also define the display order of these menus. Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 27 of 32
Add new item action Action title Action description Confirmation message Action icon Url (16X16) Redirect on complete Users/groups Conditions To add a new item action, enter its name and click the Add Action button. This is the caption of the menu that will be displayed to users. Enter the text you want to be displayed as tooltip when users hover over this menu. You can prompt the user with a question to validate the operation before the action is activated. Enter the url of a 16X16 image that will display as part of this menu. First you will have to upload that image to some SharePoint library and then copy its url to this field. Once this action is complete, you can have it redirect the user to some preferred page. (By the way, you can create an action that does nothing but redirect to some required page) You can use various tokens such as: [View name] redirects to this list s requested view page. [Default view] redirects to this list s default view page. [Home] redirects to the current site s home page. [View item] redirects to the current list item s view form. [Edit item] redirects to the current list item s edit form. You can make an action be visible only to selected users/groups. If you do not select any users/groups, the action will be visible to all users. You can define property-based condition for displaying the list-item action to users. Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 28 of 32
Property Description Edit list item Content type Auto update fields Define visible field groups Check this checkbox if you want the action to update the current list item. Once you check this option, other related options are displayed. If the list supports multiple content types, choose the content type of the updated item to filter the available fields below. In case you checked the Edit list item property, you can also define which of the current item s fields will be updated. To define auto-update for a field select the field, fill the value that you wish it to have and click the Add button. This property is available only if the SharePoint List Forms Extensions (SLFE) feature is active. SLFE enables you to add some advanced Form capabilities, such as field groups (dividing a long form with many fields to several sub- Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 29 of 32
forms, each groups a set of fields). If you have SLFE activated, you can also define which of the list-item form fields-groups should be visible after the item is updated. Initiate workflows In case you checked the Edit list item property, you can also initiate requested workflows for the current list item. This enables implementing more complex scenarios that require performing several operations once a menu is clicked by the user. Once you finish defining all action s settings click Apply or OK button to save those settings. Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 30 of 32
FAQ WHAT DOES THE SHAREPOINT LIST CUSTOM ACTION FEATURE DO? The SharePoint List Custom Actions feature enables non-technical SharePoint administrators to add custom menus to lists and to list items. This enables you to use SharePoint list forms to provide your customers with custom solutions that include the exact menus they need. DOES THIS SOLUTION WORK WITH ALL SHAREPOINT EDITIONS? The SharePoint List Custom Actions feature works with WSS and SharePoint Server, supporting both the 2007 and the 2010 versions. Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 31 of 32
VERSION RELEASE NOTES Primary Software Version 2.1.50 (SharePoint 2007) 12.1.50 (SharePoint 2010) Base Version Release Date Sub-Modules n/a Dec-15-2010 Module n/a Version VERSION HISTORY CR# Description Version 2.1.50, 12.1.50 - Dec-15-2010 129 Action auto updates and conditions should support tokens and types 183 Fixed Bug: Bad rendering of attachment field in view mode - it is shifted to the right 208 Fixed Bug: assigning the value [today] to a date field in custom actions gives error 219 Fixed Bug: Cannot auto-update a cascading lookup field 220 Add the new images for actions 260 Fixed Bug: assigning permission for a group on a list custom action causes the action not to display 351 Add support for multiple content types in a list 466 Fixed Bug: updating a choice column does not take into account letter capitalization Version 2.1.00, 12.1.00 - April-06-2010 Base version Copyright 2005-2010 KWizCom Corp. All rights reserved. www.kwizcom.com Page 32 of 32