Infowise Smart List Pro/Lite User Guide
Infowise Smart List Pro/Lite User Guide
Copyright ©2012 Infowise Ltd. All Rights Reserved For news and updates visit http://www.infowisesolutions.com
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Infowise Smart List Pro/Lite User Guide
Contents Introduction .................................................................................................................... 3 Installation...................................................................................................................... 3 Registration .................................................................................................................... 3 Usage.............................................................................................................................. 4 Smart List Lite Limitations ............................................................................................ 4 Tabs and Tab Permissions ......................................................................................... 4 Wizard Mode ......................................................................................................... 8 Smart List Mobile Integration ................................................................................ 9 Smart Alert Pro Integration .................................................................................. 10 Advanced Column Permission Manipulation .......................................................... 10 Column Value Validation ........................................................................................ 12 Views Permissions ................................................................................................... 14 Defaults Settings ...................................................................................................... 15 Value Picker ................................................................................................................. 16 Value Calculations ................................................................................................... 17 Picker Pop-up ........................................................................................................... 17 Functions .................................................................................................................. 18
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Infowise Smart List Pro/Lite User Guide
Introduction Infowise Smart List Pro/Lite provides advanced tools for manipulating tab and column permissions, layout and validation rules of items in SharePoint lists and document libraries. These are the main capabilities added to SharePoint by the product: 1. Tabs and Tab Permissions – group columns into tabs/groups and assign permissions directly to the tab. Permissions define whether tab’s columns are editable and visible. You can also set default tab for each user. 2. Advanced Column Permission Manipulation – List managers can grant different permissions to users on columns, optionally depending on values of other columns of the item. The permissions can be set to be read, write or deny (hide column). 3. Column Value Validation – List managers can provide the ability to validate input while editing items. Validations can be in the form of regular expressions, string length, or in relation to values of other columns. Validation rules can optionally be applied only when certain conditions apply to the item. 4. View Permissions - Permissions can also be set on list views. 5. Default Values – Provides the ability to set initial values in columns for new items, and associate different values to different users and different content types.
Installation You must be a server administrator to install this component. Copy the installation package to one of your front-end server. Double-click it to initiate the installation wizard. Follow the directions of the wizard to finish the installation procedure. Make sure to select all the relevant site collections during the installation. If you did not deploy the product to a certain web application during the installation, you will need to deploy it through the SharePoint Central Administration at a later time. Make sure the feature is activated at the Site Collection scope on each site collection where you want to use the product.
Registration If you have purchased Smart List Pro, use the Infowise Capability Dashboard management page accessible through the Central Administration site. Enter the License Key under corresponding product. If no License Key is entered, the version is time-limited to 30 days. Both full and time-limited versions contain the same Copyright ©2012 Infowise Ltd. All Rights Reserved For news and updates visit http://www.infowisesolutions.com
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Infowise Smart List Pro/Lite User Guide
functionality. Note that Smart List Lite never expires, although the trial expiration date still appears. The date indicates the period when you can still switch to using Smart List Pro on a trial basis. If you install Smart List Lite and later wish to upgrade to Smart List Pro, you can purchase a license key and enter it under the Infowise Capability Dashboard page. You do not need to re-install the product.
Usage The following instruction guides you step-by-step through the process of setting up sample definitions for the various abilities available in Smart List Pro. Your real-life settings procedure is very similar.
Smart List Lite Limitations Smart List Lite is a full-featured, free version of Smart List Pro. Despite having the same functionality as the premium product, there are certain limitations. Up to 2 tabs can be created Each tab can contain up to 3 columns Up to 3 permissions can be assigned to tabs Up to 3 columns can be used in Advanced Column Permissions Up to 3 view permissions can be set Up to 3 input validation rules can be created Up to 3 default values can be set No theming support No wizard mode No mobile support No column description position settings You can upgrade to the full version by entering a purchased license key. You do not need to re-install the product.
Tabs and Tab Permissions Advanced column permissions take precedence over tab permissions. Even if you set a tab to be hidden, but one of the columns is set to be shown, the tab will be visible, albeit it will display only that column. If column appears in more than one tab, it will receive the highest level of permissions possible, unless one of the permissions is set to Deny and the option to give precedence to Deny is selected
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Infowise Smart List Pro/Lite User Guide
You can choose the behavior of the Deny permissions. You can choose to give priority to the Deny setting, so that tabs/columns are hidden whenever there is a rule set to Deny, even if there are other rules giving higher permissions. You create new tabs by enter the tab name in the New Tab field and pressing Add button. You can also specify tab description and, if you have Infowise Smart List Mobile installed, create a mobile tab. Once you create a tab, you need to assign columns to it. Associate by selecting one or more column and pressing right arrow icon. Alternatively, you can double-click columns.
Figure 1 – Managing tabs
The column order is the same as it will appear on list forms. You can easily change the desired column order. Optionally, you can add permissions to the tab. 1. Click on the Plus sign of Permissions section to open that section. 2. Define if you want the tab to be editable, read-only or hidden 3. Define to which forms you want to apply the permission rule 4. Optionally, enter the user/group to assign the rule to. You can leave this field empty to create a rule that applies to all users. The following options are available: Copyright ©2012 Infowise Ltd. All Rights Reserved For news and updates visit http://www.infowisesolutions.com
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Infowise Smart List Pro/Lite User Guide
4.1. User is as specified or a member of the specified group (both AD and SharePoint groups are supported) 4.2. User is not as specified or not a member of the specified group 4.3. User is specified in User/Group column (or member of the group specified in the column) 4.4. User is in the User/Group column of a look up item specified in the Lookup column. For example, when member of Manager column of the Department item selected in the Department column of the Purchase Request list. 5. If you selected a user/group, you can also mark the Default checkbox to make the current tab default for that user/group. The default tab is shown first when the form first loads. 6. Optionally add conditions to the rule 6.1. Check the Conditions checkbox to make the conditions section visible 6.2. Choose columns, operator and value to create a condition, after that click on Add link button. 7. Click the large Add button to add the permission rule When at least one permission exists for a tab, the tab is hidden, unless there is an explicit permission granting permissions to the user. For instance, when granting Write permission to a specific group, also grant Read permissions to other users (without specifying a group), otherwise no one else will be able to view the tab.
Figure 2 - Tab permissions
In the General Settings section you can define: 1. Display tabs as groups (one below the other) or use the tabs for permissions only without any visual representation. 2. Display tabs with all columns hidden. Otherwise the tab is not visible when none of its columns are visible. 3. Theme to use for tabs (not available for groups and in Smart List Lite) Copyright ©2012 Infowise Ltd. All Rights Reserved For news and updates visit http://www.infowisesolutions.com
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Infowise Smart List Pro/Lite User Guide
4. Wizard mode (not available for groups and for Smart List Lite). Refer to Wizard Mode section of this user guide for more details. 5. Whether or not to include All Columns tab. All Columns tab will include all list columns. 6. Column description location – specifies whether to keep column descriptions under value, or show them under column labels or as pop-ups visible when clicking on the Help icon. Not available in Smart List Lite.
Figure 3 General Settings
Figure 4 - Tabs display
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Infowise Smart List Pro/Lite User Guide
Figure 5 - Groups display
Wizard Mode Wizard mode allows you to enter the form information one tab at a time using Next/Previous buttons. Because the information is saved each time you change stage, you can use the information entered on the previous tab to hide/disable columns available on the current tab. For example, selecting home or car insurance type on the first tab can show the relevant second tab with home or car details. To implement wizard mode, check the Wizard mode checkbox under General Settings. Now you can add specific permission rules to tabs to implement the logic you require. When a New form is opened, it will feature Next and Previous buttons alongside the default Save/OK and Cancel buttons. Clicking Next (or Previous) saves the current form data and re-opens the form on the next/previous tab following the regular tab order. Wizard mode is activated only from the New form. When you open an existing item in Edit mode, wizard mode is no longer activated for that item. Wizard mode is not available in document libraries and requires Smart List Pro. By including a text column named iwslptab, you will cause the wizard mode to retain its state even when the form is closed. Next time you edit the item, it will start from the same wizard stage, until the wizard is completed
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Infowise Smart List Pro/Lite User Guide
Because the item is saved when you click on Next, clicking Cancel prompts you to delete the item. You can either delete it or leave it in the current state.
Figure 6 - Wizard mode
Smart List Mobile Integration Smart List Mobile is a separate product that provides mobile device integration for Smart List Pro. Smart List Mobile works only in conjunction with Smart List Pro on SharePoint Foundation/Server 2010. Learn more about Smart List Mobile on http://www.infowisesolutions.com/product.aspx?ID=SmartListMobile. When Smart List Mobile is installed on your server and the site collection feature is activated, you can create Mobile tabs using the tab management page of Smart List Pro. Mobile tabs are similar to regular tabs, but are intended for mobile devices such as smartphones. You create a mobile tab in the same way you would a regular tab, you just need to check the Mobile checkbox. Mobile tabs are not visible on the regular web interface. The mobile interface must be as simple as possible. This is why only one tab is visible on your mobile device. If you create more than one mobile tab, the most suitable tab is automatically selected. The selection process takes into the account the forms
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Infowise Smart List Pro/Lite User Guide
(New/Edit/View) each tab is intended for, the user account, the default setting and the permissions. The following logic is followed: 1. Only tabs intended for the current form type are considered 2. Tabs not passing one or more conditions are disregarded 3. If the tab is marked as default for the current user, it is always chosen 4. Otherwise, tab that satisfies the most conditions is chosen. Smart Alert Pro Integration Smart Alert Pro allows you to upgrade your alert experience with custom templates, conditional alerts and much more. You can set up Smart Alert Pro to read Smart List Pro permissions and send alerts only when certain permission’s conditions are valid. Learn more about Smart Alert Pro on http://www.infowisesolutions.com/product.aspx?ID=SmartAlertPro. While you can create and manage alerts directly from Smart Alert Pro and even attach alerts to Smart List Pro tab permissions, it is much more convenient to use the Alert Me button directly from the tab management screen. Once you’ve created a tab and assigned permissions to it, you can click on the alert icon opposite the specific permission to open Smart Alert Pro alert creation page with the link to that tab permission already established. All you need to do is click on OK and the alert definition is added. You can also fine-tune your alert by specifying additional recipients, a custom mail message template and more.
Advanced Column Permission Manipulation 1. Unless at least one permission is set for a column, the column continues to behave as usual in SharePoint (this is also true once the last permission is removed). 2. Once a permission is given to a certain groups of people (or a single user), all other users, who do not appear in any valid rule, are not granted permissions on that column. That means that when you add a Deny permission for a certain group, you have to add a Read or Write permission as well for the column to be visible. 3. If a column is to be read-only for all users, but editable for a certain contributing group, the following steps are required: a. Choose "Title" in Column, and "Read" in permission level.
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Infowise Smart List Pro/Lite User Guide
Figure 7 - Adding a new permission rule
b. Click Add New Permission Rule. c. After the creation change permissions level to "Write", and in the users\groups field, enter the user\group you would like to grand Write permissions on that column. d. The end result should be:
Figure 8 - Applying Permission Rules
e. Click OK. Until the OK button is clicked, the changes you've made in this screen will not take effect, and the former definitions will still be relevant. 3.1. If you wanted only Administrators to be able to read\write to that column, do the same without adding the read permission. Using the “Give priority to Deny” checkbox you control the treatment of Deny rules. When checked, any user or group given "Deny" permission will not be able to see that column (even if another rule grants them other privileges). 3.2. If you want to grant permissions under a certain condition, you should take the following steps: a. Select the column to apply permission on (e.g. Description) and permission level. Copyright ©2012 Infowise Ltd. All Rights Reserved For news and updates visit http://www.infowisesolutions.com
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b. Click the Conditions section, and add a new condition (e.g. Due Date > [Today]) and click Add.
Figure 9 - Adding condition to permission rule
Users receive the strongest permission from all valid rules, by the order: Write Read Deny. Note: when the “Give priority to Deny” checkbox is checked, Deny permission has priority, meaning that the columns are hidden despite the fact there could be additional rules with higher permissions. 3.3. Choosing "All Columns" will apply the same rules for all the columns in the list (existing columns and columns that will be created in the future).
Column Value Validation 1.1. Validating a column value with a pattern: Validation of column value with a pattern requires a regular expression or usage of one of the system integral patterns (Email, Phone, Number). 1.1.1. Choose a column to validate. 1.1.2. Choose Pattern in rule. 1.1.3. Choose "Custom" in pattern or one of the integral formats of validation. 1.1.4. Enter a regular expression (i.e. (\w[-._\w]*\w@\w[-._\w]*\w\.\w{2,3}) for email address). 1.1.5. Enter an error message in case the value is not valid. 1.1.6. Click Add Validation rule.
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Infowise Smart List Pro/Lite User Guide
Figure 10 - Create a regular expression validator
1.2. In case you want to save the regular expression for future use, use can click the save button and enter a name for the template, which will later appear in the Pattern box.
Figure 11 - Saving a custom template
Figure 12 - Displaying user's custom template
1.3. Conditions can be applied the same way as in permissions screen. 1.4. Column Validation 1.4.1. In column validation you can compare the value of column with that of another column, using the "[" and "]". 1.4.2. The following settings will force the user to enter a value in the Title column that contains the value in Name column:
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Infowise Smart List Pro/Lite User Guide
Figure 13 - Validation Rule: Title contains Name value
1.4.3. The following would force the user not to insert the string "Hello" into Title column:
Figure 14 - Title does not contain the word "Hello"
1.5. The user can also choose "Length" in rule type, to compare the length of the string value of the column.
Views Permissions Another option available in Smart List Pro is the ability to determine view permissions. 1.1. Enter Views Permissions page from the List Settings page, and follow the steps: 1.1.1. Select the desired view. 1.1.2. Enter one or more users\groups 1.1.3. Click "Add":
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Infowise Smart List Pro/Lite User Guide
Figure 15 - Add new view permission
1.2. You can also specify the default view for user/group. Just check the Default View checkbox next to the user/group for the relevant view. The users will be redirected to the new default view when navigating to the list.
Figure 16 - Default view setting
1.3. When trying to access an inaccessible page, you will be redirected to a page that contains the user's available view:
Figure 17 - View available views redirection page
Defaults Settings Defaults Settings allows the user to set initial values for item values. 1.1. There is advanced value input available for: 1.1.1. Date Fields 1.1.2. User Fields
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Infowise Smart List Pro/Lite User Guide
1.1.3. Yes\No Fields 1.1.4. Hyperlink Fields 1.1.5. All other fields can be set with a textual value. 1.2. Adding a default value is done so:
Figure 18 - Adding date default value
1.3. Dates can also be added with a "[Today]" equation"
Figure 19 - Adding date "Today" equation default value
Value Picker Use the value picker for selecting values for conditions and/or parameters. The value picker looks like a regular text box with an adjacent picker icon:
Figure 20 - Value Picker
Depending on the value type of the column/parameter for which the value is being entered, the picker will check your input or disallow invalid entry. The picker allows one of the following data types: 1. Text – any input is allowed. 2. Number – the entered value must be a number or the calculation result must produce a number 3. Date – the entered value must be a valid date or the calculation result must produce a date Copyright ©2012 Infowise Ltd. All Rights Reserved For news and updates visit http://www.infowisesolutions.com
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Infowise Smart List Pro/Lite User Guide
4. Boolean – the entered value must be a Boolean (yes/no)
Value Calculations You can enter scalar values, such as “Title” or “1”, column values in the form of column name surrounded by square brackets (such as “[Title]”), functions (such as “$Month([Created])”) or arithmetic operators (“+”, “-“,”*” or “/”). When entering a text value, all the different parts of the value are concatenated into one string, such as “[Title] 1” may produce “My title 1”. When entering a number, each part is evaluated as a number and the arithmetic operations are performed on those numbers. For example, “[Amount]/[Count]” can produce “6/2”, which results in “3”. Note that only simple calculations are performed; you should not use any parentheses or advanced mathematical symbols. When entering a date, the first part is evaluated as a date. Additionally, you can include additional parts, evaluating as a number and either “+” or “-“ between them. When calculating, the specified number of days is subtracted or added to the date. For example, “[Due Date]-[Warning Period]” may result in “12/12/2011 – 7”, which will produce “12/5/2011”. When entering a Boolean, you must either enter “True” or “False” or select a yes/no column. No arithmetic operations are supported.
Picker Pop-up You may want to click on the picker icon to bring up a picker pop-up window. The window presents a selection of available columns and functions for building the value expression.
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Infowise Smart List Pro/Lite User Guide
Figure 21 - Picker pop-up
Functions You use functions to either enter values that are not column value or to perform operations on column values Year – takes date/time as parameter and produces number from the Year part of that date, e.g. “$Year([Created])” “$Year(12/12/2010)” “2010”. Month – takes date/time as parameter and produces number from the Month part of that date, e.g. “$Month([Created])” “$Month(12/12/2010)” “12”. Day – takes date/time as parameter and produces number from the Day part of that date, e.g. “$Day([Created])” “$Day(12/12/2010)” “12”. Hour – takes date/time as parameter and produces number from the Hour part of that date/time, e.g. “$Hour([Created])” “$Hour(12/12/2010 12:00 PM)” “12”. Minute – takes date/time as parameter and produces number from the Minute part of that date/time, e.g. “$Minute([Created])” “$Minute(12/12/2010 12:00 PM)” “0”. Today – [Today], returns date/time of when the action is performed. You can also use this function as input for the above functions. Current User – [Me] or [Current User], returns the display name of the user performing the action. Lookup – for any lookup column returns the column value of an additional column given the selected lookup value for the list item. For example, suppose your column lookups a list of states and shows the state name abbreviation, such as IL or NY. Additionally, the Title column in the States list contains the Copyright ©2012 Infowise Ltd. All Rights Reserved For news and updates visit http://www.infowisesolutions.com
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Infowise Smart List Pro/Lite User Guide
full name of that state, Illinois or New York. By adding the following function $Lookup([State]|[Title]) – you can return the full name (from the column Title) for the value selected in the column State of the current item. List Title –[List Title], returns the title of the current list Site Title – [Site Title], returns the title of the current site.
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