SharePoint

SharePoint List View Formatting

Because their current digital asset management tool is difficult to use, our client needed us to create an easier way for marketers to find and download available marketing assets. The assets are a mix of pdf, Excel, and image files and are grouped into four main categories, two business units, and multiple applications.

Our solution was to create a separate SharePoint List for each of the four categories. Each list has an image column, and metadata columns for business unit and application.

To reduce the choices users has to make, we created a SharePoint page that was divided into two columns, one for each business unit. Within each column we use the Quick Links webpart to link to all the assets for an application.

To generate URLs for the Quick Links, we used the Filter pane and selected the required metadata values. For example, to display all the Indirect Solutions for Ortho we selected Indirect Solutions for the Application and Ortho for the Business Unit. We then copied the URL from the browser and pasted it into the Quick Links webpart.

Finally, we applied View Formatting which uses JSON to control the layout of the list. This allowed us to go from a standard list layout of columns and rows, like a spreadsheet, to cards, one for each asset, which displays an image, ID, and download link.

Type: SharePoint

Date: 2023

Create Contract Using a Word Template Solution

Our client needed to generate contracts for service providers who are located around the world. Each country requires specific legal language and contracts for non-English speaking providers need to be created in English and their native language.

We created country-specific Word templates that include the required legal language and content control fields which are placeholders for where Flow will insert the data. These templates are kept in a SharePoint library that uses metadata columns to identify the template’s country and language.

We built a Power App that prompts the user to select a service provider and type of contract they need generated. The Power App then searches the library’s metadata columns to determine if a template exists. When an appropriate template is found the Power App navigates to a screen whose OnVisible property contains a call to a Power Automate Flow. The call to the Flow passes in the current user’s ID, effective and expiration dates of the contract, service provider’s ID, and template’s country and language.

The Flow gets provider info from a SharePoint list and the appropriate contract template from a SharePoint library, assigns values to the template’s content control fields, then saves the contract to a “pending contracts” SharePoint library.

Type: Power Apps, Power Automate, SharePoint

Date: 2023

Roundtable Events Solution

Liaison Creative + Marketing provides Lunch and Learn Events where its experts discuss a topic. The Events are open to everyone, and this Solution provides a way for people to find and register for an Event.

The solution has a Power App that provides the interface to Event info which is stored in SharePoint lists. The list of Events can be filtered or the Event titles and descriptions can be searched. Clicking on an Event shows details about the presentation and a Register button.

Clicking the Register button calls a Power Automate Flow and passes in the user info and Event ID. The Flow get the user’s name and email address from a Corporate database then writes all of this info to a SharePoint List. Adding this to the list triggers another Flow.

This 3rd Flow pulls the Event ID and Attendee info from the trigger, gets Event info from the Events List, then grabs the Event’s ics file from a SharePoint library. Finally, an Outlook email with the ics file attached is generated then sent to the Attendee.

Type: Power Apps, Power Automate, SharePoint

Date: 2023