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Advanced SharePoint View and Filter techniques

Date:October 26th, 2008 Author: Tags: , , ,
Category: Filter, SharePoint Ideas Comments:119 ;

Introduction

We discussed in a previous article how to customise SharePoint’s built in Task List and briefly looked at the power of Views with Filters. In this article we will build upon that by demonstrating some advanced use of Filters.

This article assumes that you are already familiar with Views and Filters – if not please review the previous article.

Overdue Tasks

To show a task lists Overdue tasks use the following Filter :-

  • Status – is not equal to – Completed

And

  • Due Date – is less than – [Today]

Note – [Today] is a special marker that SharePoint understands as the current date.

Overdue Tasks

My Overdue Tasks

Add the following to the Overdue Tasks filter

  • Assigned To – is equal to – [Me]

Note – [Me] is a special marker that SharePoint understands as the current user.

Items added in Last 7 Days

It would be nice to be able to enter something like

  • Created – is less than – [Today] – 7

in the filter, but alas its not quite that simple!

[EDIT - This work around was written in early 2006 and WSS 2 / SPS 2003 wouldn't accept this - in WSS 3 / MOSS 2007 you can now use a FILTER formula like [Today]-7 as long as you keep the spaces out!]

The workaround is to create a Calculated column and then filter on that column.

Select Modify Settings and Columns, then Add a new columnGive the column name something like “Filter 7 Days” and select a Calculated column

Name the view "Filter 7 Days"

Enter a suitable DescriptionIn the Formula box enter “=Created+7″Choose Date and Time format and Date OnlyClear Add to default view as we don’t want this field to appear on any of the views Set the calculated columns formula
Create a new viewSetup a filter to show only :-

  • Filter 7 Days – is greater than or equal to – [Today]
Set the views filter

Items Due in the next 7 Days

[EDIT - This work around was written in early 2006 and WSS 2 / SPS 2003 wouldn't accept this - in WSS 3 / MOSS 2007 you can now use a FILTER formula like [Due Date]-7 as long as you keep the spaces out!]

Select Modify Settings and Columns, then Add a new columnGive the column name something like “Filter Coming Due” and select a Calculated column Set the new columns name and choose "calculated column"
Enter a suitable DescriptionIn the Formula box enter “=Due Date-7″Choose Date and Time format and Date OnlyClear Add to default view as we don’t want this field to appear on any of the views Set the calculated columns formula
Create a new viewSetup a filter to show only :-

  • Status – is not equal to – Completed

And

  • Filter Coming Due – is less than or equal to – [Today]

And

  • Due Date – is greater than or equal to – [Today]

This will ensure that the view only displays Uncompleted items that are due in the next 7 Days but are not Overdue.

Set the filter

Items due in the current Calendar Month

If you need to filter for a Calendar Week/Month (rather than a rolling 7/30 day period) then this post details how

How To Use Filters in SharePoint to show items in the current Calendar Month

Free SharePoint Calculated Column Cheat Sheet
a handy 3 page reference for calculated column functions and formulas.

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119 Responses to “Advanced SharePoint View and Filter techniques”

  1. Oscar says:

    Hello, I need to create an indicator (KPI) that shows the percentage of documents in a library in SharePoint 2007 with a date of revision (custom column) has expired (less than the current date). The problem is that the possibilities to filter the indicator does not allow using [Today]. How can I fix it? Thank you very much for the help. regards

  2. Oscar says:

    Thank you very much for your reply Ryan. I had already read the post that you recommend. However, I do not need to filter a KPI list, but to create an indicator based on all elements of a document library. I need to show the percentage of items in that library that have a date type property, less than the current day ([Today]). But the opportunities available to calculate the indicator does not include the use of the [Today].
    The following example attempts to show what I need:

    Library A
    Name Review date
    —- ———–
    doc1 01/12/2011
    doc2 01/03/2013
    doc3 01/04/2013
    doc4 01/05/2013

    KPI List
    Indicator Value
    ————– —–
    Pending Review 25%

  3. Conax says:

    I don’t want [Today]. Every example I found is using [Today]. I want the format for a time! Please.

  4. Ryan says:

    @Conax – I am afraid that SharePoint doesn’t have any Now() type function so you’re out of luck!

  5. Conax says:

    Thanks for the reply, Ryan.
    I am not looking for the Now() type function.
    What I have been longing to know is where you have placed a [Today], I actually want to specify a date with time in that box. I tried things like 25/05/2012 8:40:00, and 25/05/2012T8:40:00Z…etc but SharePoint always rejects it saying the format is invalid…
    Is it actually possible to specify a date with time in the box? If I specify just a date then it accepts it. But I would like to be able to find items created after a certain time on certain date…

    Much appreciated if you know how to do this.

  6. Ryan says:

    @Conax – gotcha. Its not easy as you have to break out SharePoint Designer to hack the view and this will be undone if anyone edits it after but this may help – http://nickgrattan.wordpress.com/2008/04/24/filtering-views-by-time-and-date/

  7. Jim Kusinski says:

    Calculating number of day’s item is open

    I have an Issue list that I need to have calculate the number of days an item is open for. These are the columns I have now:

    1. Date Created: Automatically enters the date the item was created.
    2. Days Open: Calculated column with the following formula.
    =IF(OR([Issue Status]=”In Progress”,[Issue Status]=”Not Started”,[Issue Status]=”Dispute – In Progress”),IF([Date Created]<"TODAY()",DaysOpen,Days2Close),Days2Close)
    3. DaysOpen: Calculated column with the following formula.
    =SUM(TODAY()-[Date Created])
    4. Days2Close: Calculated column with the following formula.
    =DATEDIF([Date Created],[Date Closed],"d")

    All of the formulas appear to work at first, but the number of days open does not increase unless you edit and save the item (Just like your blog post states). Once the item is closed, the number of days the item was open for is correct. What can I do to make this work?

  8. Ryan says:

    @Jim – the ‘today trick’ which you must have used to put TODAY() in a calculated column doesn’t work and never has despite it being endlessly repeated by some bloggers. See http://blog.pentalogic.net/2008/11/truth-about-using-today-in-calculated-columns/

  9. Conax says:

    Thanks Ryan. I forgotten about this post last year and was reminded just now by the auto emails generated by the last two replies in the post. So I thought I should come and thank you for your help. :)

  10. Jim says:

    Ryan,

    Thanks for the quick reply. With your help (this post) I had figured out that using TODAY() does not work. My questions then is; “Is there a workaround?” I read the post about using javascript to update the number of days until the task due date (http://blog.pathtosharepoint.com/2008/08/25/a-countdown-for-tasks-lists/), but cannot figure out how to get apply that method to my list.

  11. Robert says:

    The only workaround I was able to use is the SharePoint designer workflow. Use ‘when an item is create’ ‘pause 24H/1D’ update something in the SP Item. This way your [Today] will work. You just going to have to deal with the growing version history.

  12. Chris says:

    Ryan,

    Do you know if you’re able to create a view in a Document Library based of a specific value held in a selection choice field? I’ve tried creating a view based off the text stored in the choice field but have no luck. The choice field is getting set from a workflow I created. I’m wondering if the actual value of the choice field is a GUID behind the scenes?

    Thanks,

    Chris

  13. Chris says:

    Never mind – I figured out how to find the numeric value assigned by switching to Datasheet view. Thanks.

  14. Romunda says:

    This is perfect. After searching through some many posts about the [TODAY] calculated column trick that doesn’t work, finally found a real solution. Thank you.

  15. GM says:

    I’m trying to figure out how to filter based on a person’s branch ID.

    What I’d like to be able to do is create a Branch View where columns Branch is equal to the user’s branch.

    ex: Jim is in Branch 12. When he views this list, he will see all current list items that are associated with Branch 12 as his default view.

    Branch is an indexed value in this list.

    I can see that the individual would be able to set this up, but I’d like to set it as everyone’s default view on this list.

    Any thoughts? Pointers?

  16. Ryan says:

    So Jim would see Branch 12, but Bob would see Branch 7 – is that right? And would it matter if Bob could change something and see Jim’s branch? Finally how do you store the Person to BranchID mappings?

  17. Sebastian says:

    Is there any way to create nested filters?
    What I need is to have multiple values all occur (essentially need an AND operator for them), OR if a couple other fields & values exist (but more than one).
    It seems hard to believe that Sharepoint wouldn’t provide a way to filter based on multiple conditions. But I’m somewhat new to Sharepoint and struggling. Can anyone advise how exactly to modify a view in Sharepoint that will show only if:
    Field A is not equal to 1, OR
    Field A is not equal to 2, OR
    (
    Field B is equal to 8, AND
    Field C is equal to 92
    )
    Did this make sense to anyone?

  18. Ryan says:

    @Sebastian. The way to do complex filters such as these is using SharePoint Designer – if thats not possible/desirable you can do the condition in a calculated column then the the filter in the view.

    E.g. calculated column called “SHOW RECORD” which is yes/no and formula of something like “=IF( OR(FieldA 1, OR (FieldA 2, AND(FieldB = 8, FieldC=92)),TRUE,FALSE)” then filter in the view for SHOW RECORD – IS EQUAL TO – TRUE

    (Haven’t checked this so maybe typos – but will get you on the right track).

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