Roll Up Any List in SharePoint for Total Work Management

There are many types of work that have to happen on a day to day basis to keep an organization up and running.  It’s not just about projects or the tasks within them but all work that affects your resources such as action items, to do lists, issues, risks, etc.  Work management is a critical component for increased productivity.    So how do you get visibility of all this work in a project management tool?  WorkEngine can handle this for you.  Let me show you how.

With the WorkEngine Grid/Gantt web part you have the ability to roll up any list or multiple lists in SharePoint into the same view.  In the example below I have a list called “My Work” where I have created a rollup view of all the different lists in which I have work assigned.

In order for data to display in the view, all your list names and column types must match as well as have the same internal names for all the columns you want to display in the rollup view.  External column names can be completely different.  By this I mean that all columns in WorkEngine lists have an internal and external name.  The internal name is the name of the column when it gets created and never changes.  This is why we use the internal name of the column for the web part.  Take for example a column entitled “Schedule Status” (best practice is to never put a space in the internal name of a column).  For the column listed above you would create the column as “ScheduleStatus”.  Once the column has been created, you can go back and edit the column and change the name to “Schedule Status”.  Now the internal name of the column will forever be (unless you delete the column) “ScheduleStatus” and the external name is “Schedule Status”.  You can edit the column and change the name as many times as you want and the internal name never changes.  Here is how you check what the internal name of a column is.

  • Navigate to the list settings page for the list where the column resides

 

  • Find the column in question and click on the name of the column; it will show as a link that can be clicked on
  • On the edit page for the column, click in the URL address bar and move the cursor all the way to the far right (the end of the URL).  Here you will see the value as “Field=ScheduleStatus”.  This is the internal name of the column

 

  • Navigate to the list settings page for your custom rollup list (remember, I’m using a custom list called “My Work”)

 

 

 

  • Click the “General Settings” link
  • In the “Field Settings” section choose the appropriate “Start Date”, “Due Date”, “Progress Bar”, “Milestone”, “Right
    Information”, and “WBS” values, if applicable
  • In the ““Roll-Up Settings” section enter in the lists that you want to roll up into the view in the “Rollup List(s)” text box
    (Ex:  Task Center, Issues, Risks, Actions)

 

 

  • Select the “Enable Performance” check box
  • In the “Editable Grid Settings” section select “Allow Edit Toggle” if you want the users to be able to switch to an editable grid view.  This means the user can switch to this mode via the “Datasheet” button in the ribbon and be able to bulk edit in the view
  • Notice in screenshot below that you can see all work assigned to you in one view