SharePoint 2016 Rollup

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SharePoint 2016 Rollup

The Lightning Conductor is a SharePoint List Rollup Web Part that is now available to perform SharePoint 2016 Rollup! The Lightning Conductor can be configured within just a couple of minutes to rollup SharePoint lists of any type from across multiple site collections or web applications. The Lightning Conductor has helped thousands of organizations over the past nine years to configure SharePoint list rollups with great looking results and has been available for every SharePoint platform including SharePoint Online since SharePoint 2007.

You can use the Lightning Conductor to rollup any type of SharePoint list into a single location. Rolling up SharePoint lists can save your users endless hours of trying to find the content that they are looking for. Instead, with the Lightning Conductor, they can navigate to a single location, and see all of their assigned Tasks, Documents they created or which are checked out to them, as well as Contacts and any other type of list.

The rollup itself can be configured in a couple of minutes, which includes the ability to include multiple levels of groups, custom calculated columns, conditional formatting, and summary functions. Below is an example of how you may build a SharePoint 2016 Rollup of Task lists using the Lightning Conductor:

Configure a SharePoint 2016 List Rollup

Within this post, we will configure the Lightning Conductor to rollup Tasks with a calculated column and conditional formatting as per below:

SharePoint 2016 Rollup View

Figure 1 – The Lightning Conductor displaying Tasks from across multiple site collections.

To configure a SharePoint 2016 Rollup of Task lists:

  1. With the Lightning Conductor Web Part added to the SharePoint page, click the drop down and choose Create View.

Configuring a new SharePoint 2016 Rollup View

Figure 2 – Click Create View (This allows you to have multiple views in the same web part instance).

2. Under the Web Part tab, set a name for your view such as “Tasks by Priority”.

Naming your SharePoint 2016 Rollup View

Figure 3 – Naming the View that you are about to create.

3. Select the scope of your list rollup. You can select individual lists from the treeview, or sites, site collections or web applications that you want to be within your scope for the rollup.

4. Choose the list type, in this case you can set the list type to “Tasks”.

5. Optionally, you can filter the Tasks by Content Type. If you have created your own custom content type, this is useful to return the filtered items, but also to expose any custom site columns.

Setting the scope of your SharePoint 2016 Rollup

Figure 4 – Select the scope and the type of list to aggregate.

6. The Columns tab allows you to select the columns from the Task lists that you wish to include in your view. In this example, I have included Task Name, Start Date, End Date, Assigned To and Priority.

7. Set the data formatting for each column.

8. Optionally set filters. e.g. You could display just “Tasks Due Today”, or “High Priority Tasks”.

Building the View of your SharePoint 2016 Task Rollup

Figure 5 – Select the columns that you wish to display.

9. Optionally, you can create a calculated column. The below example takes the Start Date away from the Due Date to indicate how long each Task will be.

Creating a Calculated Column in Your SharePoint 2016 Rollup View

Figure 6 – Create a Calculated Column

10. Configure Conditional Formatting on columns so that data stands out. In the below example, there is a condition created on the Priority Column so that High Priority Tasks are displayed with a Grey background.

Conditional Formatting Configuration for SharePoint 2016 Rollup

Figure 7 – Conditional Formatting set.

11. You can create summary functions such as Sum, Min, Max, Average on any of the columns. The below example calculated the total number of days of all of the tasks. You can display the summary functions at group, page or all data levels.

Adding Summary Functions to your SharePoint 2016 Rollup Tasks View

Figure 8 – Configuring a Summary Function

12. Finally, you can  refine some of the view options such as pagination, column to link on, and link behaviour.

Refining your SharePoint 2016 Rollup View

Figure 9 – Refinement options

Upon clicking Finish, you have configured a Task List Rollup from across multiple site collections within SharePoint 2016.

The Lightning Conductor can be trialled within any SharePoint version from here for 14 days.

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