Add SharePoint Calculated Column to Manage View Grouping

Products: SharePoint 2007, 2010, 2013

Client Requirements:  Request List

  • Each request entry, upon entry, will default to a Status value of  ‘Planning’
  • The Status values will resemble the process steps
  • Display the request entries in the order of the process steps.  For example . . . the ‘Planning’ entries will display first, the ‘Pending Info’ entries’ will display second and so on
    *We do not want any user to manually enter or update a sort order value in order to facilitate this display
  • Display all relevent entries in the same window of the page
  • Provide an intuitive expand and collapse capability for the users to easily view those entries relevant to their role

Technical Specifications

The list column of ‘Status’ will contain the following values in alphabetical order

    • Approved
    • Complete
    • Denied
    • Failed
    • Implemented
    • Pending Info
    • Planning
    • Waiting Authorization

The steps of our business process are completed in the following order

    • Planning
    • Pending Info
    • Waiting Authorization
    • Approved
    • Denied
    • Implemented
    • Failed
    • Complete

Per the requirements, we need a calculated column that will contain the sort order value required for our entries to display properly.

  • Column Name:  Process Step
    * include the following formula
    * output will be a single line of text

IF(Status=””,””,IF(Status=”Planning”,”1-Planning”,IF(Status=”Pending Info”,”2-Pending Info”,IF(Status=”Waiting Authorization”,”3-Waiting Authorization”,IF(Status=”Approved”,”4-Approved”,IF(Status=”Denied”,”5-Denied”,IF(Status=”Implemented”,”6-Implemented”,IF(Status=”Failed”,”7-Failed”,IF(Status=”Complete”,”8-Complete”,”0″)))))))

NOTE:  If none of the 8 conditions are met, the last condition defaults to zero

Page Configuration

Steps to show the request entries grouped on a page by Process Step

  • Insert the Request List onto a page as a web part
  • Edit the list view
  • Select the columns and order as needed
  • Set the filtering, sorting, etc.
  • Set the grouping on the column: Process Step
  • Set an item limit
  • Save the view

Other Resources

Feedback welcome.

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