SharePoint Online Document Library Rollup

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In this blog post, I’ll explain how you can use the Lightning Conductor Add-in to perform a SharePoint Online Document Library Rollup and to display documents with an expanding/collapsing folder structure, using the Search Rollup Engine Provider.

Configuring a SharePoint Online Document Library Rollup

To configure a SharePoint Online Document Library Rollup with a folder structure while using the ‘Search Rollup Engine Provider’, please follow all the steps provided below:

1. Select the ‘Actions’ menu on the ‘Lightning Conductor App Page’.

 

SharePoint Online Document Library Rollup Create View

 

2. In the ‘App Part’ tab you will need to select the ‘Search Rollup Engine Provider’ in the ‘Configure Data Source Provider’, then in the ‘Configure Display Provider’ select the ‘Grid View Display Provider’.

 

SharePoint Online Document Library Rollup Search Engine Provider

 

3.  Select the ‘Data Source’ tab you will next select the ‘Results source’. In the drop down menu, select ‘Items matching a content type’.

 

SharePoint Online Document Library Rollup Create View Content Type

The reason why we select the ‘Items matching a content type’ results source is because the you can’t filter your results using the ‘Documents’ results source. This is because the ‘Documents‘ results source does not support passing additional query parts (filter are passed as additional query parts).

 

4. (optional) In the ‘Scope’ section you will want to select where you want your items to return from. You can however leave this section blank if you wish to roll up from everywhere. See image below for an example.

 

SharePoint Online Document Library Rollup Scope

 

5. In the ‘Data Source’ tab you will see a ‘ContentTypeId’ field, you will want to select the ‘Documents’ content type, which is also known as ‘0x0101*’.

 

SharePoint Online Document Library Rollup ContentTypeID

 

6. (optional) In the ‘Columns Tab’ you will want to filter on the ‘FileExtension’ column using the following filters:

Contains docx

Or Contains pdf

Or Contains pptx

Or Contains xsl

NOTE: this is just an example, you can add other file extension types to the filter.

 

SharePoint Online Document Library Rollup Filter

 

The reason why you might want to filter on the ‘File Extension’ is because it will return unwanted document types. For example: aspx file types.

 

6. (optional) In the ‘Managed Properties field’ located in the ‘Columns’ tab, you will need to add the following text: ‘EditorOWSUSER’ if you wish to have access to ‘Modified By’ column.

SharePoint Online Document Library Rollup Managed Property

 

The reason you might want to do this is so you can see who last modified the documents.

 

7. (optional) You will then need to create a ‘Calculated Column’ based on the ‘EditorOWSUSER’ column. The reason you need to do this is because it returns unwanted text. Using a calculated column will allow you to remove the unwanted text. The image below is comparing the ‘EditorOWSUSER’ column and the ‘Modified By’ calculated column.

NOTE: You will be unable to filter on the ‘Calculated Column’.

 

SharePoint Online Document Library Rollup Calculated Column

You will need to use the following:

(function(){var a=[EditorOWSUSER];a=a.substr(a.indexOf(‘|’)+1);return a.indexOf(‘|’)>0?a.substr(0,a.indexOf(‘|’)):a;})();

 

SharePoint Online Document Library Rollup User Manipulation

 

8. In the ‘Columns’ Tab select the columns you wish to display. In my example, I’ve selected the following to display:

Title’ column

Author’ column

Modified By’ calculated column

LastModifiedTime’ column

 

SharePoint Online Document Library Rollup Select Fields

 

9. In the ‘Display’ tab you will want to select the following:

Show item type icon

Group by folders

 

SharePoint Online Document Library Rollup Display Refinements

 

Now you can view your SharePoint Online Document Library Rollup with  a folder structure across multiple site collections as shown in the image below!

SharePoint Online Document Library Rollup

You can start using the Lightning Conductor for your SharePoint Online Document Library Rollup by downloading the Add-In directly from the SharePoint App Store.

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