The SharePoint List Collection web part can congregate lists from different SharePoint sites into one single view. In the view, you can work with the data and then export it to a spreadsheet.

To create a SharePoint list collection web part, firstly, you should select a site, a list in the site and a list view of the list.

Then choose list columns to collect data, select or input new column names for original ones so these columns will be aggregated and displayed in the SharePoint list collection web part. Repeating above actions, you can get SharePoint combined lists.

Eventually. all the SharePoint combined list items will be displayed in the list collection web part.

You can create Standard view, Gantt view and Calendar view for SharePoint list collection Web part to filter, sort or group data. These SharePoint list collection views are also created to re-organize data of the list collection. You can create public or personal list collection view to determine which list or list view will be filtered, which list columns will be displayed, and which column will be sorted and grouped.

Creating and manipulating list items in SharePoint list collection web part is the same as operating in SharePoint list view web part. You can display, edit and delete item, manage permissions, start workflow, view item version, manage alert, open document, check out/in etc. in SharePoint list collection web part.

Why Did We Build It?

SharePoint is attractive for organizations to build sites for departments to manage documents. Along with the increasing amount of data, SharePoint users need to easily keep track of data and manipulate cross site list items from a single data view. SharePoint List Collection Web part helps users easily cross-site combine lists and manipulate list items in List Collection Web part as in default list view web part.

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.

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

There are two lists in different sites.

1. Add Cross-site 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.

2. Add SharePoint list collection web part

On the Settings menu, click "Add collection part".

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

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.

3. Create View for list collection web part

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

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.

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

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

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

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

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

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.

2) Create Gantt View

Click "Gantt View" in "Choose a view".

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.

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

Specify the columns and their order in "Columns" section.

Then, click "OK" the Gantt View is as following.

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.

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

In "Time Interval" section, specify "Begin" and "End" date.

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

4. 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".

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

The following is the result-The result is as following:

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

5. 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.

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

6. 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.

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

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.

7. 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 menu, and specify the Filter Name and choice options in the box.

Click OK to save the configuration. And click the Web Part 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.

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

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.

Then click OK. The filter result is following.

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.

8. 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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Support Languages: English, Chinese.

System Requirements

Operating System:	Microsoft Windows Server 2003 x86/x64 Microsoft Windows Server 2008 x86/x64
Server:	SharePoint Release: - Microsoft Windows SharePoint Services v3 or Microsoft Office SharePoint Server 2007 - Microsoft .NETs Framework 2.0 or 3.0 Note: This product is not compatible with SPS 2003 and WSS v2
Browser:	Microsoft Internet Explorer 6 or greater is recommended for Advanced Administration features

Release Notes

2.7.107.0 Jan 26th, 2010	Licensing module upgraded.
2.6.820.0 Aug 21st, 2009	Licensing module upgraded.
2.6.730.0 Aug 10th, 2009	Bugs fixed: - Enable to hide “new” menu if current users are not permitted to create a new item; - Enable users to hide the option - "export to excel menu"; - Enable to hide “alert me” menu if current users are not permitted to send email; - Enable to hide “version History” menu if users disable this function; - Enable to not set the first-created view as default view; - Resolved the error: in Gantt view, there was no item being displayed if users clicked the next page button. - Resolved the error: there was no item displayed in Gantt view if the page contained list collection web part in editing mode and users selected "Don's display list items setting"; - Resolved the error happened when users clicked an item in calendar view under the condition that the site collection's URL containing space; - Resolved the error: the site name, list name, folder name could not be changed in list collection setting page though users had changed their names; - Enable to not include "blog comments" list in "new" menu; - Enable to sort attachment columns. New Feature: - If the source list is a blog, users are able to select the following three types of columns, that is "Email this post", "Permalink" and "Posted by with date", when they add the list to a list collection.
2.5.428.2 Apr 28th, 2009	Bug fixed: - Remove groups in counting site users.
2.4.206.3 Feb 6th, 2009	New Features: - Allow users to decide Show or Hide toolbar; - Add document icon and check out status icon to document items.
2.3.121.1 Jan 22nd, 2009	New Feature: - Support folder selection when collecting items. Bugs fixed: - Allow users to group items by user/group field; - Resolved percentage display error under Gantt view.
2.2.1225.3 Dec, 25th, 2008	New Features: - All collection data can be exported to MS Excel; - Support filter by SharePoint out-of-box filter web parts; - Store view setting data in other places rather than collection setting data. Bug Fixed: - Solved the error: access denied when visitor has no permission on some site or list in the list collection.
2.1.1205.2 Dec 5th, 2008	New Feature: - Availability of farm license. Bug Fixed: - Items disappear when a list has been renamed; - Access error when a column in a list has been removed; - Access denied when users intend to enter the list collection in some cases.
2.0.1031.3 Oct 31st, 2008	New Features: - Support Gantt view; - Support Calendar view.
1.1.0.0 Sep 27th, 2008	Initial Release

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Site Collection License

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Purchase FAQ

Questions about Licensing:

• What is the difference between a Server License and a Site Collection License/Farm License, and which type of license should I choose?
  • A Server License is applied to a Web Front End (WFE) server. Each WFE will require a Server License (all servers running the SP Web Application service will need to be licensed). SPB Server Licenses do not limit the number of end-users.
  • A Site Collection License/Farm License is applied to a specific site collection or farm and limits the number of end-users that can use the product. Please determine the total amount of end-users with access to that site collection before you purchase a Site Collection License/Farm License. (For more information about how an "end-user" is defined, please see question 2 below.) SPB Farm Licenses can be used in multiple site collections within one SharePoint farm.
  • Server Licenses are better if you would like to use the product without site collection or end-user restrictions.
  • A Site Collection License/Farm License is better if you only want to use the product in one site collection or in multiple site collections within one farm and the number of end-users is unlikely to grow rapidly or change frequently. (Please note that if the total amount of end-users grows, you will need to purchase a license upgrade. The cost of a license upgrade is equal to the price difference between the old and new licenses. For example, if you purchased a 200 end-user license for $500 and you want to upgrade to a 300 end-user license with a list price of $600, you only need to pay the difference in prices, which in this case is $100.)
  • If you are still unsure as to which license type is best for you, please email sales@sharepointboost.com for assistance.
• What are "end-users" and how do they affect my Site Collection License/Farm License? How do I find how many end-users I have on my Site Collection/Farm?
  • End-users do NOT affect Server Licenses. An end-user count is only needed for a Site Collection License or Farm License.

  • An end-user is defined as any user who has access to, or has accessed any site in your Site Collection/Farm at any point in time, either directly (e.g. signing in) or indirectly (e.g. assigning him a task). Once a user has accessed a site in the site collection or the farm where the product is used, he is counted, regardless of whether or not this user is active on the specific site where the product is used. For example, while you may only have 50 users who would need to use the product on Site A in the site collection, there are 360 users accessing Site B (including the 50 accessing Site A), making a total of 360 users with access to the site collection. Since Site A and Site B are in the same site collection, you would need to purchase a license for at least 360 users. SPB licenses increase in increments of 100 users, so if there are 360 people who have access to the site collection, you will need to purchase a 400 end-user license.

  • Before purchasing a Site Collection License or Farm License, please think carefully about how many people will need to access your site (meaning any part of it) and delete from SharePoint or disable users in Active Directory. To find the number of end-users you have in a Site Collection or Farm, please check the license management page (this will appear after you install the trial version of our software on your SharePoint servers), or download and run the free End User Viewer Tool available here: http://www.sharepointboost.com/end-user-viewer-tool.html. The End User Viewer Tool can also be used to delete inactive user accounts.
• If the current end-user number exceeds the end-user number allowed by my Site Collection License/Farm License, what will happen?
  • Please note that end-users do NOT affect Server Licenses.
  • If the current end-user amount exceeds the amount of end-users allowed by your Site Collection License/Farm License, the original functions and settings of the software will NOT be influenced until you change them (e.g. additions, deletions, modifications, etc.) At that time, you need to upgrade your license by contacting sales@sharepointboost.com. Note that upgrades will incur additional fees equal to the price difference between the old and new licenses. For example, if you purchased a 200 end-user license for $500 and you want to upgrade to a 300 end-user license with a list price of $600, you only need to pay the difference in prices (in this case $100). 
• What will happen if I buy a new server or add another server? How will this affect my license?
  • Adding an additional server/replacing an old server with a new one will NOT affect your Site Collection or Farm License unless the Site Collection ID/Farm ID changes. If your ID has changed, please contact sales@sharepointboost.com for assistance.
  • However, if you are using Server Licenses for an SPB product and you subsequently add an additional WFE to your environment, you will need to purchase another Server License (all servers running the SP Web Application service will need to be licensed). Also, if you elect to replace an old server with a new server, and the Server Code subsequently changes, you will need to contact sales@sharepointboost.com for an updated license key.
• What is Premium Annual Support? If I buy it, what do I get?
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  • Premium Annual Support must be renewed each year. Support fees are based on the product and not on the type of license purchased.
• How can I find my Server Code or Site Collection ID/Farm ID?
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• Does SharePointBoost offer a discount for development or test environment licenses?
  • SharePointBoost provides a 50% discount off the product list price for development and test environment licenses only with the purchase of a production environment license. Please note that this discount is only available if the license type (namely server license, site collection license, or farm license) is the same in all environments. For example, if you purchase a server license for your production environment, then the development license at the discounted rate would also have to be a server license.
• Do I have to pay for updates as new versions of the product are released?
  • All bug fixes, maintenance and minor releases are free with each purchase of an SPB product. Major releases (usually with significant functionality added) require the payment of an upgrade fee. However, if you purchase our Premium Annual Support plan, then all major and minor releases are free for one year.
• What is the difference between a minor and major release?
  • A minor release contains bugs fixes and minor feature changes (e.g. 1.0 to 1.1). Major releases include significant feature additions and enhancements (e.g. 1.x to 2.0).

Questions about Purchasing Process:

• Does SharePointBoost accept Purchase Orders?
  • SharePointBoost does accept purchase orders. Note that SPB will only send the license key once payment has been cleared by our bank. In the interim, SPB will issue you a PO License, which is a temporary license, while we await confirmation that payment has been received.

  • If you would like to place an order with a PO, please contact sales@sharepointboost.com.

• Which payment methods does SharePointBoost allow?
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  • The preferred method of payment is PayPal. You can either purchase SharePointBoost products via PayPal account or via credit card. If you would like to purchase a Site Collection license where the total number of end-users is greater than 500, we will generate a PayPal purchase link and send it to you in an email (paying via purchase link does not require that you have a PayPal account).
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• What is SharePointBoost's refund policy?
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• Does SharePointBoost offer a discount for non-profit organizations, government agencies, or educational institutions?
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