1. Introduction

SharePoint List Collection is a Web Part which can collect lists from different sites to display in a single grid view. It can also create different views in list collection web part as in lists.

View SharePoint List Collection 3.0 performance benchmark.

2. Sample Scenario

The following example will show how to use SharePoint List Collection.

There are two lists in different sites.

Collect data from two lists in different sites

SharePoint list collecting web part

3. Add SharePoint list collection web part

Open the page to which you want to add list collection web part. Click Edit Page on Site Actions menu.

Then, click Add a Web Part.

Choose cross-site collection web part, and click Add.

Exit Edit Mode, and cross-site list collection web part has been added on the page.

4. Add SharePoint list collection web part

On the Settings menu, click Add collection part.

Add BoostSolutions list collection part

On Add collection part page, select the site, list and view.

Add Collection Part from  Cross-site list

Select select columns, and click OK.

After selecting columns, return to the front page, the items from different lists are now displayed on list collection web part.

SharePoint list collection default view

5. Create View for list collection web part

Click Create View in the View menu or in the Settings menu.

5.1 Create Standard View

In Choose a view format section, click Standard View.

In Name and Audience section, type a view name, and choose View Audience.

In Filter section, choose the lists and list view name.

SharePoint list collection choose standard view lists view

Select the columns, and specify the display order in the view.

Then, in Edit Menu section, select the column linked to Edit Menu.

SharePoint list collection edit menu

In Sort section, choose which column to sort and specify the sort order.

SharePoint list collection sort

In Header Filter section, do not this checkbox to disable filter on header of columns.

SharePoint list collection enable header filter

In Group By section, select the column to determine how to group items in the view.

SharePoint list collection group by

In the Totals section, select the column which you want to display summary calculations in the view, such as count, average, maximum, minimum.

SharePoint list collection group by

In Item Limit section, type the number of items to display per page, default value is 50.

Then, click OK. Go to list collection web part page, and the view is created as following.

SharePoint list collection standard view

5.2 Create Gantt View

Click Gantt View in Choose a view page.

Specify View Name and View Audience.

Select the list and view to display in the view.

Specify Title, Start Date, Due Date, and Percent Complete fields.

SharePoint list collection Gantt columns

In the Header Filter section,click checkbox Enable filter on header.

SharePoint list collection enable filter

Specify the columns and their order in Columns section.

Then, click OK the Gantt View is as following.

SharePoint list collection Gantt view

5.3 Create Calendar view

In Choose a view section, click Calendar View.

Specify View Name and View Audience in the Name and Audience section.

Select the list and view in Filter section.

Specify view title and sub heading in the calendar Columns section,And select Don’t display list items checkbox.

Note:What can Don’t display list items checkbox do? If you click this checkbox, the Columns, Edit Menu, Header Filter and Group By sections will be hidden in the configuration part.

SharePoint list collection calendar columns

In Default Scope section, choose which scope type you want.

SharePoint list collection default scope

In Time Interval section, specify Begin and End date.

SharePoint list collection time interval

Then, click OK. The Calendar View is as following.

SharePoint list collection calendar view

6. Filter on header of columns

You can filter items according to conditions in the standard, project and calendar view. For instance, you want to display items which are assigned to Lily from the Task Schedule in the Gantt View.

Click the arrow in the From List column header of the web part, choose Task Schedule.

SharePoint list collection from list filter

Click the arrow in the Assigned to column header, choose Lily.

SharePoint list collection assigned to filter

The following is the result:

SharePoint list collection filter result

The filter function is the same as standard and calendar view.

7. Manipulate items

You can manipulate items directly on list collection web part. Click the arrow that appears on the column and links to Edit Menu, you can manipulate the item as in list view web part.

SharePoint list collection manipulate item

The manipulation is the same both in gantt view and calendar view.

8. Add items

List collection web part supports adding items to different lists.

On New menu, you can choose which list you want to add item to. For instance, you can add an item to Task Schedule list in SharePoint Lists site.

SharePoint list collection new item

The new item is added to Task Schedule list and also displayed on the calendar view of list collection web part.

SharePoint list collection new item in standard view

Note: The new icon only display on the column which is linked to edit menu.

The operation is the same in both calendar and Gantt view.

9. Filter by web part

SharePoint List collection supports two types of filter web part: Choice and Text.

On the Site Actions menu, click Edit Page. Add the choice filter web part on the page.

Click Modify Shared Web Part in the SharePoint list collection edit menu menu, and specify the Filter Name and choice options in the box.

Click OK to save the configuration. And click the Web Part menu SharePoint list collection edit menu go into Send Filter Values To, click the web part which you want to filter. Here we choose Cross-site list collection web part.

SharePoint list collection choice filter connection

In the Configuration Connection dialog box, choose the Status column in dropdown list.

SharePoint list collection choice filter connection dialog

Click Finish button, and exit from the Edit Mode page.

Click browse button on the web part.

Choose Not Started radio button in the Select Filter Value(s) dialog.

SharePoint list collection choose radio button

Then click OK. The filter result is following.

SharePoint list collection choice filter result

The steps to configure Text Filter web part is the same as steps of configuring Choice Filter web part. You just need to input filter name and connect it to the column.

Input the filter value in the textbox, then the result is below.

SharePoint list collection text filter result

10. Export to Excel

First, select the view which you want to export to Excel document, supposed that we want to export the Completed View. Then click the Export to Excel on the Actions menu.

Specify the name and place, and click Save button.

The function is available on both calendar and Gantt view

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