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.
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’.
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’.
3. Select the ‘Data Source’ tab you will next select the ‘Results source’. In the drop down menu, select ‘Items matching a 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.
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*’.
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.
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.
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’.
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;})();
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
9. In the ‘Display’ tab you will want to select the following:
‘Show item type icon’
‘Group by folders’
Now you can view your SharePoint Online Document Library Rollup with a folder structure across multiple site collections as shown in the image below!
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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