Using Site Columns in WSS 3.0 Part III

Reusing the Existing List Columns as Site Columns

Creating a Site Colum and Using it in Any List

>Go to Site Settings

>Under the Galleries

section Click on Site Columns

 

You will see the build in columns provide by SharePoint out of the box

Click Create

>Enter the column Name as Customer

>Select the type as Lookup (Information already on this site)

>Select the Xavor Group from the drop down to identify the item easily.

>Enter Description if you want

>Make it a Required Column

>Select the Customer List from the Get information from dropdown.

>Select the Column you want.  E.g. Customer in this Case

>Click OK

Its Now added to the list

Using the lookup site columns in any other list

>Go to Site settings and create a Document Library

>Name the Document Library as Customer  Proposals

>Select the Document type as Word Document

>Click Create.

Add Custom column to Customer Proposal Document Library

>Go to Customer Proposal Document Library

>Click on Site Settings

>Under the Columns Section Click Add from existing site columns

>Select Xavor from the Group dropdown.

>Select the required column and click add (Customer)

>Click OK

 

Using the Lookup column

>Navigate to Customer Proposal Document Library

>Click Upload to upload a Document

 

 

>Click Browse button to Select the document

>Select a Word Document

>Click OK

OR Create a New Document

 

 

 

>Document Information panel will show the customer name

.  If you do not select any field.  It will show error message.

>Select a Customer Name and Click Save as or Retry save under the information panel.

 

To set the property while uploading a document to the document library

When you will upload any document to the document library the following dialog will appear.

>Select the required Column and >click OK

>

You can also edit the above mentioned values using the dropdown list by hovering mouse over the document in the document library and select Edit properties from the dropdown list.

 

Summary

Site columns provide you’re a flexible method of storing information on the parent site which can be distributed across the sub sites in the site collection.  A great thing about site column is that you can later update or delete the values which can be forward to every list using the columns or can be set that later lists and libraries will use the updated column but old ones will use the old values.  This removes a lot of problem faced by knowledge workers when they wanted to share list data within their sub sites.  It was not possible without custom code.

I have tried my best to explain each and every step.  Please do provide me feedback in any case.

Thanks and Regards,

JERRY

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