Category Archives: SharePoint for End Users

Custom Form – Edit Fields Based on Permission Levels in SharePoint (Screencast)

This time, I’m not the presenter. This time it’s Laura Rogers, the highly active SharePoint expert and presenter. This webcast shows how to create conditional formatting in a custom list form, in order to hide or display fields based on the logged in user’s permission. I really liked the trick, that’s why I decided to share it from my blog!

Also, this is the link to Ian’s blog that Laura referenced in her screencast.

Ah, by the way Laura also authors very beneficial articles for EndUserSharePoint.com where I author mymailing list series, check out her articles here!

Creating mailing lists for SharePoint sites and blogs [No Code Required] – Part 1: Creating a secured backend

NOTE : This article was published on EndUserSharePoint.com a couple of weeks ago and because of the wonderful feedback I received, I decided to cross-post it here too.

This multi-part series of posts is intended to help you create mailing lists for your SharePoint sites or blogs without writing a single line of .NET Code. In the introductory article, I listed the project initiatives, requirements, and objectives. If you have not read it yet, I would encourage you to do that first.

As per the requirements listed in the introductory part, we need to create a back-end where we will store the subscribers’ contacts and information. Since everything in SharePoint is stored in lists or in libraries, we will use a Contacts List to hold our users’ information. We need anonymous users to be able to contribute to this list by adding their contacts without giving them any sort of access to the list views. In addition, we need to set in motion the content approval feature provided by SharePoint to stop subscribers from receiving e-mails unless they are permitted. That being said, let us get started…

For this series of articles, I’ve assumed that you already have a SharePoint site set up and that it is accessible to anonymous users. If you do not know how to configure your SharePoint site for anonymous access, check out this short video.

  1. Open up SharePoint Designer, connect to your SharePoint site collection, and supply your credentials.
  2. Choose a location from the folder list as to where you want to create the list that will hold the subscribers’ contacts.

 

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 1 Choose a “contacts list” template to start with and specify a name for the list.

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4 . Go to the newly created list from SharePoint Designer, right click, and select properties.

5.  The list properties dialog box opens up, open the settings tab, uncheck “Enable attachments” and check “Require content approval”. Press the “apply” button. Remember that we need the emails to be sent only to the approved subscribers.

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6 .Switch to the security tab

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7. Click “Manage Permissions using the browser”.

8. The list by default inherits permissions from the site, but for anonymous lists, this will not do. By selecting ‘Edit Permissions’ from the ‘Actions’ menu, you can specify specific permissions for this list.

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9. You will be prompted that you are breaking the inheritance from the parent site, click Ok

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10. The Setting menu has now appeared. Open it, and choose ‘Anonymous Access’.

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11. Configure the anonymous users’ permissions as shown in the following figure then press Ok.

5212. Navigate to the list settings page using the breadcrumb.

13. Choose “Advanced Settings” from the General settings tab.

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14 . Configure the advanced settings as shown in the figure below.

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15 . Navigate back to the list, click new contact.

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16. Copy the URL from your browser address bar to Notepad. Edit the value of the “Source” query string parameter to be the home page of your site. In my case, I ended up with the following URL

http://www.sitename.com/Lists/EUSP%20Mailing%20List/NewForm.aspx?RootFolder=%2FLists%2FEUSP%20Mailing%20List&ContentTypeId=0×01060031DDECE1AF719B4DA173919310A8F264&Source=http%3A%2F%2Fwww%2Esitename%2Ecom

 Note : You must edit “Source” value, otherwise your visitors will be redirected to the default view of the list after submitting the request and they will be prompted to provide their credentials.

17 . Now everything is set up for your mailing list form, you just need to provide your visitors with a link to subscribe to the list. You can add a content editor web part to your home page and insert a link to the URL that you ended up with in the previous step.

18. Access the site anonymously and navigate to the Mailing list form through the content editor web part you created in the previous step.

19. Fill out the form and here you go! You are redirected back to the home page.

Note: Anonymous users will not be able to navigate to the list views even through the breadcrumb. They will be prompted to enter their credentials or they will be redirected to the Access Denied page.

Summary:

In this post, I’ve illustrated creating SharePoint lists through SharePoint designer, configuring them for anonymous contribution, and preventing anonymous users from accessing any submitted data. I have also demonstrated configuring SharePoint lists to enable content approval.

In the next post, we will create a custom SharePoint list form through SharePoint designer like the one shown in the introductory part, manage the “Contact” content type, create client-sided validations and much more …

About EndUserSharePoint:

EndUserSharePoint.com is a community of SharePoint authors dedicated to providing content to SharePoint End Users on three levels: Information Worker, Power User/Site Administrator and Site Collection Administrator.

Creating mailing lists for SharePoint sites and blogs [No Code Required] – Introduction

NOTE : This article was published on EndUserSharePoint.com a couple of weeks ago and because of the wonderful feedback I received, I decided to cross-post it here too.

Last week, I worked on creating a mailing list for a public facing SharePoint site. I really had some constraints because I was only allowed to use SharePoint Designer and the browser. I’m not used to these situations because I am mainly a software engineer. However, it was a very nice experience. I applied lots of knowledge and I worked around the constraints. I decided to put the experience and workarounds together into an educational series of articles to help SharePoint end users and administrators create their own mailing list without writing a single line of .NET code.

Here is a snapshot of what I ended up with last week:

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Requirements
  1. A SharePoint form is needed, from which anonymous users can send requests to join the mailing list. We need this information to be stored somewhere on our SharePoint site.
  2. The form should be customized to validate the e-mail addresses entered by anonymous users. We also need the validation to be client-sided rather than the
    server-sided. Validation provided out of the box.
  3. When filling out the form, users should select their countries from a drop down list, which holds all the countries of the world.
  4. We need to first approve those requests before allowing users to receive our letters.
  5. Once a request is approved, an e-mail should be sent informing him/her of the approval of the request and telling how to unsubscribe from the mailing list.
  6. List administrators should be able to send e-mails to all the approved and registered users specifying some filters. For instance, the list administrator should be capable of sending e-mails to all the registered users from Canada.
After completing this set of articles, you should be capable of:
  1. Creating and configuring SharePoint Lists using SharePoint Designer.
  2. Configuring anonymous contributions for SharePoint Lists.
  3. Creating simple SharePoint Designer workflows for sending confirmation mail to list subscribers.
  4. Configuring content approval for share point lists.
  5. Creating custom SharePoint list forms.
  6. Creating Client-Side validation for SharePoint list forms.
  7. Using Data Form Web Part.
  8. Connecting SharePoint Lists to Outlook.
  9. Using the Word 2007 Mail Merge feature with SharePoint Lists.
  10. Using and creating SharePoint List Templates.
  11. Hiding SharePoint lists.
  12. Using lookup columns in SharePoint lists.

In the next part, we will create a SharePoint list based on the Contacts template provided by SharePoint. We will configure the list to allow anonymous contribution but not anonymous access. In other words, anonymous users should be able to add items but not navigate to the list data. Stay Tuned

Creating mailing lists for SharePoint sites and blogs [No Code Required]

A few days ago my first article for EndUserSharePoint.com went live. This article is the first one of a series titled “Creating mailing lists for SharePoint sites and blogs [No Code Required]”. You can always follow my articles at EUSP by selecting my name from the drop down list shown at the top of the home page as illustrated in the figure below.

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