Skip to main content

Data View conditional formatting using SharePoint Designer

Data View conditional formatting using SharePoint Designer

This article demonstrates how to use SharePoint Designer 2010conditional formatting to format items in a SharePoint (SPS 2010) list based on item metadata.





The example uses a standard SharePoint task list and formats tasks based on the due date. The end result is a list view sorted by due date with item text or background coloured to represent the number of days until the due date.


The Process

In this example I have started with a standard task list and have created a few sample items for testing / demonstration.

From the task list, create a new view, starting from the default “Active Items” view (filtered to only display incomplete tasks). The view created in the example is called “Active – Coloured”




Open the view using SharePoint Designer. Right click on the List View Web Part and select “Convert to XSL Data View”. This will automatically convert settings for the current view into data view parameters.




Once the Web Part has been converted into a Data View Web Part, click the “Title” field if an item in the list to select it. From the Data View menu, select “Conditional Formatting”. To set the background colour of a row using conditional formatting, select the row instead of the “Title” field.







Formatting Conditions:

1/ Set all tasks with a due date more than a week away to be Green


- Start by setting the field to Due Date, greater than (>) the current date [today]





- Important: click in the grey section to deselect condition once set. If this is not done, changes to the advanced expression may not be applied.

- Click “Advanced” to open the “Advanced Condition” dialog.


- Add -7 before the last parenthesis in the start of the expression. See example below, the change is in bold:


number(translate(substring-before(@DueDate,'T'),'-','')-7) > number(translate(substring-before($Today,'T'),'-',''))


- Press “OK”. --> Condition should read "Using advanced expression"


-Press “OK”. --> Modify Style dialog should appear. Set required styles (font color to green in this case)









You may receive a “Site Definition Page Warning” message after customising the data view, or when saving the page. This has been fine in the past for me as I have not detached the masterpage and the style sheet remains linked to the page, so the page layout and any styles remain. If you are not sure, click the “About SharePoint site definitions” link on the dialog to get more information.







Note: To detect if a site has customised pages, SharePoint Designer provides necessary reporting features. To access the features, select “Reports” from the “Site” menu, then “Customised Pages”. For more detailed instructions, see the following article;
SharePoint Designer (2007) - Run reports for all sites programmatically. The article also demonstrates a method of performing reporting using SharePoint Designer for all sites in a site collection.

2/ Set all tasks with a due date less than a week, but more than 3 days away to yellow

- repeat (create new condition for the title field or row background) with less than or equal to -7 as condition. Advanced expression below:


number(translate(substring-before(@DueDate,'T'),'-','')-7) <= number(translate(substring-before($Today,'T'),'-',''))




3/ Set all tasks with a due date less than a week, but more than 3 days away to orange



Repeat with less than or equal to -3 as the condition. Advanced expression below:



number(translate(substring-before(@DueDate,'T'),'-','')-3) <= number(translate(substring-before($Today,'T'),'-',''))


4/ Set all tasks due today (1 day) to red

- Repeat with less than or equal to -1 as condition (include the -1). Advanced expression below:

number(translate(substring-before(@DueDate,'T'),'-','')-1) <= number(translate(substring-before($Today,'T'),'-',''))


5/ Set overdue tasks text to bold (already red from the previous condition)


- No advanced expression is required for this condition. Using the “Condition Criteria” dialog, simply set the field to the due date and the condition to less than the current date ( @DueDate < [Today] ).

The title for each task in the list should now be coloured dynamically based on the due date. The same method can be used to format items based on priority or most other columns.


Comments

  1. Data View Conditional FormattingNovember 5, 2010 at 8:05 AM

    This article has been copied directly from one of my own, and is a breach of copyright. Please remove.

    Original article: http://blog-sharepoint.blogspot.com/2009/05/data-view-conditional-formatting-using.html

    Data View Conditional Formatting

    ReplyDelete
  2. Srikanth GadiyaramNovember 19, 2010 at 9:15 PM

    sorry!!!!!

    ReplyDelete

Post a Comment

Popular posts from this blog

Sharepoint 2010 Subsites webpart

This posting was originally made by Arild Aarnes and it is in here . This is a simple webpart to show a list (with links) of subsites immediately below the current site. This webpart will work on both Sharepoint 2010 and Sharepoint Foundation. On Sharepoint 2010 you could have used the built in “Table of Contents” webpart to do similar things but this one can also display the list as a dropdown list to save space on the webpage and it can open links in a new window. All the settings can by edited in the webpart configuration panel. The settings are: Show bullet in list – this will display the small square gif in front of the site name Open link in new window – this will open the subsite in a new window Show Site Description – this will show the description you entered when you created the subsite Show icon – Shows a icon for the type of subsite, see picture. Show as dropdown list – Will display the subsites in a dropdown box to save space. The webpart can be downl
1 comment
Read more

Configuring the User Profile Service in SharePoint 2010

I will share with you my step by step guide in setting up the User Profile Service application, focusing on its configuration and administration and how we can enable the creation of user profiles via an Active Directory import . SharePoint 2010 introduces the notion of “Service Applications” which build’s upon the “Shared Services Provider (SSP)” which was introduced in SharePoint 2007.  Service Applications are individual services that can be configured independently and can be shared across other sites within your farm with some service applications that can also be configured across farms. The individual service applications provided with SharePoint 2010 are listed as follows; Access Services Business Data Connectivity Document Conversion Excel Services Managed Metadata Service PerformancePoint Search Service Secure Store State Service Visio Graphics Service User Profile Service This article will build upon our initial SharePoint 2010 install utilizing the least privi
Post a Comment
Read more

The Text Filter Web Part – Without Having To Filter Exact Text

This posting I took it from  Here   This applies to both SharePoint 2007 and 2010.  In MOSS Enterprise, and the 2010 version of Enterprise.  There is an out-of-box web part called the Text Filter Web Part .  Basically, when you put this web part on a page, and put a list or library web part on the same page, you then create a web part connection that sends the text typed in the box as a filter to one of the columns in the web part, like this: The name Molly Clark had to be typed in exactly.  So, if you typed “Molly”, this record would not come up.  People use the text filter web part when they just want to search a single column in a list or library.  Otherwise, you’d simply use the “Search” box at the top of the screen, choose “This List” or “This Site” and perform SharePoint searches that way. One more note before I get into today’s solution: If you’re making use of site columns in your lists, there’s a setting where you can specifically select which columns you do N
6 comments
Read more

Telephone format for a text box on infopath form

If you want to create a Telephone format on a infopath form : 1. Add a text field to the form (Even if it is the list or a blank form) 2. Select the text box and click on Manage Rules 4. Add a rule to your textbox control with the following conditions (make sure to select "and" operator):     a. field "does not match pattern" Phone number     b. the expression: string-length(translate(., "()- ", "")) = 10     c. the expression: string-length(translate(., "()- 0123456789", "")) = 0 5. Add action to the rule:     a. Set a field's value     b. Select your textbox field     c. Insert formula for the value (click the fx button): concat("(", substring(translate(., "()- ", ""), 1, 3), ") ", substring(translate(., "()- ", ""), 4, 3), "-", substring(translate(., "()- ", ""), 7, 4)) Link for the detailed explanation :  http:
5 comments
Read more

HOWTO: change the home button text on the top link bar in sharepoint 2010

Hi All, I got a requirement that the title of the site collection which shows the first button on the top link bar to be different from the title. for example: my sharepoint site title is " Srikanth SharePoint Blog" and I need to show"Home" on the top link bar. It shows Home when the publishing features are not enabled. But once the publishing features are enabled it shows the same as the title("srikanth sharepoint blog" in my case instead of "Home").In other blogs I saw the solution as "in SITE ACTIONS>SITE SETTINGS>LOOK AND FEEL> TOP LINK BAR" , but once the publishing features are enabled, you don't see the "TOP LINK BAR" under "LOOK AND FEEL"(ofcourse it is changed to "NAVIGATION" , when publishing features are enabled). In this case : 1. Hide the initial button by adding code in css.    .s4-tn li.static > a{ display: none !important; } .s4-tn li.static > ul a{ display: bloc
6 comments
Read more

SharePoint Branding and Design in 2010-2

Update: Really Small SharePoint Calendar I really was not that happy with the look of the first calendar so after some modifications and a bit of CSS magic I have come up with a really good looking small calendar. At least I think so… Basically I have replaced the text of an event item with a color coded box. The benefit that you get out of this is that you don’t have to try and read the even within the small calendar but if you hover over and click on the color block you get the list Item display. Orange is for single event items (8am-10am, etc) Green is for full day events or repeat events Another nice feature to this is that I have also simplified the visual indicator when there are more then two event items in one day. Instead of seeing the arrow and text all you see is the arrow. Once you click on the arrow it will show the other blocks of events (Right image). Here is the CSS Code: Download Here Simply place a content editor web part on the same page as the calendar
Post a Comment
Read more

SharePoint Branding and Design in 2010

Hide First Tab in SharePoint 2010 Navigation I created a blog post on this for SharePoint 2007 HERE : But SharePoint 2010 is a bit more complex. Since it uses UL’s and Li’s for it’s navigation it is a bit harder to hide just one element. You will notice that the Home tab actually is the first node and then has a child UL which represents the rest of the navigation Items. So the approach is to hide the first <li> <a> (display: none) and then simply just use (display:block ) to show the hidden <ul> <li> <a> tags. Here is the CSS you could use to hide just the first node (home) tab in a SharePoint 2010 application: .s4-tn li.static > a{ display: none !important; } .s4-tn li.static > ul a{ display: block !important; } Enjoy! Posted by Erik Swenson at 12:12 PM 2 comments Labels: Branding , CSS , SharePoint 2010 Wednesday, August 18, 2010 How To: Hide Left Side Navigation on Home Page I was recently asked: " How can I hide the sid
1 comment
Read more