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Displaying and Filtering Lists in another SharePoint Site with SharePoint Designer 2007

This posting has a new location:

http://dougortiz.blogspot.com/2009/06/displaying-and-filtering-lists-in.html

 

By popular demand, I am dedicating this posting to the avid readers of the blog.

As mentioned in the title, we will be addressing how to display and filter ListItems

contained in another SharePoint Site by using SharePoint Designer 2007.

 

This is a very easy way to maximize the use of a powerful tool such as SharePoint

Designer 2007 is for SharePoint Technologies. Now, let's start customizing:

Connecting to another library

  • Open SharePoint Designer 2007
  • Click File -> Open Site
  • Enter the URL of the SharePoint Site that we will customize
  • Click the default.aspx Page
  • Scroll down to the bottom of the TreeView
  • Click the Connect to another library Link
  • Click the Add Button
  • Enter the Display Name for the Site
  • Enter the URL of the SharePoint Site
  • Click OK Button
  • Click OK Button

Adding and Displaying the SharePoint List with the Data View Web Part

  • Position the cursor where we desire the Data View Web Part to be displayed
  • Click Insert -> SharePoint Controls -> Data View on the SharePoint Designer Top Menu
  • Click the Data Source Library Tab located at the right corner of SharePoint Designer Toolbox
  • Expand the Node corresponding to the recently created connection to another SharePoint Site
  • Expand the Node named SharePoint Lists
  • Hover over the desired SharePoint List to display
  • Click the Show Data Link
  • Select the SharePoint List Columns to display
  • Drag and Drop them onto the Data View Web Part
  • Click the Save Button on the SharePoint Designer 2007 Top Menu Toolbar
  • A Message Box indicating that the current SharePoint Site will be customized is displayed
  • Accept and Continue
  • Refresh the Browser
  • The SharePoint List is now displayed

Filtering the SharePoint List with the Data View Web Part

  • Click the Data View Web Part
  • Click the > Button
  • Click the Filter Link
  • A Filter Criteria Box is displayed
  • Click the Click here to add a new clause Link
  • Select from the Dropdown the Field Name to be used for filtering
  • Select the desired value in the Comparison Dropdown
  • Select the filtering value in the Value Dropdown
  • Click OK Button

While this approach easily accomplishes the tasks of displaying and filtering a

SharePoint List from another SharePoint Site, it can become an administration inconvenience

for a SharePoint Administrator in a scenario in which multiple sites will require a specific filter

for the SharePoint List.

Enjoy!

Posted 04-24-2008 12:01 PM by DOrtiz

Comments

wayne drummond wrote re: Displaying and Filtering Lists in another SharePoint Site with SharePoint Designer 2007
on 04-28-2008 1:09 PM

Will this work with WSS sites also?

Doug wrote re: Displaying and Filtering Lists in another SharePoint Site with SharePoint Designer 2007
on 04-28-2008 1:28 PM

Wayne,

Yes, it does.

Regards,

Doug Ortiz

khalid wrote re: Displaying and Filtering Lists in another SharePoint Site with SharePoint Designer 2007
on 05-12-2008 4:39 AM

Thanx alot for your work

Chris wrote re: Displaying and Filtering Lists in another SharePoint Site with SharePoint Designer 2007
on 06-04-2008 2:42 PM

Why do I keep getting the following error:

The web http://etc/etc/etc/ cannot be opened.

DOrtiz wrote re: Displaying and Filtering Lists in another SharePoint Site with SharePoint Designer 2007
on 06-04-2008 2:48 PM

Chris,

Could you provide more details?

Doug Ortiz

Lowery wrote re: Displaying and Filtering Lists in another SharePoint Site with SharePoint Designer 2007
on 07-01-2008 9:53 AM

When i try to do this i get no views for other content    only 7 xml files no matter what page i use

DOrtiz wrote re: Displaying and Filtering Lists in another SharePoint Site with SharePoint Designer 2007
on 07-01-2008 11:52 AM

Lowery,

Could you provide more details of how to replicate the steps involved to the problem you are having?

Doug Ortiz

Shockwave wrote re: Displaying and Filtering Lists in another SharePoint Site with SharePoint Designer 2007
on 07-23-2008 11:25 AM

I can explain this error a bit, as I receive it too. I'm a subsite admin for a large-scale insurance comapny in Michigan, and our IT folks keep Designer like it's the crown jewels, so I can only use the web-based administration tools.

When I add a Content Query Web Part to a page in /Ops/CustSvc/CntCtr, I can only query lists within the /Ops area. When I enter /pa/pad/Forms (a DocLib) to the [Show items from the following list:] field of the Query section in the tool pane, I get a  read error message in the tool pane that reads:

Cannot save the property settings for this Web Part. The list name is not valid. The list name should refer to a list within the specified site: /pa/listname/

I can place /pa (but not subsites within /pa, like /pa/pad) in [Show items from the following site and all subsites:], and get a result. Right now, I'm working around this error by filtering the /pa site by name with the naming convention within the list, but this solution could be thwarted by folks in the /pa dept if they change their file-naming scheme.

SharePoint will only allow me to specify lists that live within /Ops (maybe /Ops/CustSvc, but there's no other /Ops/ sites yet to check)

Does anyone know why this happens or have a solution?

DOrtiz wrote re: Displaying and Filtering Lists in another SharePoint Site with SharePoint Designer 2007
on 07-23-2008 8:18 PM

From the symptoms you are mentioning everything points to not having enough permissions to view the other subsites.

It also seems that some of the Lists on other subsites might not have enabled the ability to manage content types.

Regards,

Doug Ortiz

Shockwave wrote re: Displaying and Filtering Lists in another SharePoint Site with SharePoint Designer 2007
on 07-24-2008 4:20 PM

Does Managing content type affect the Data Query Web Part? That seems strange (not that I'm doubting it...)

I wouldn't think it'd be a permissions issue, since I can view the data just fine by hand. Also, I can pull the data from querying the top level /pa site, just not the /pa/pad list. Could a permission issue still make this phenomenon?

DOrtiz wrote re: Displaying and Filtering Lists in another SharePoint Site with SharePoint Designer 2007
on 07-24-2008 4:28 PM

Yes, it could it might be that you have certain permissions for that List not the ones necessary for querying it.

It would not hurt to check against the permissions existing on those that you are able to query just fine.

Regards,

Doug Ortiz

ELi ripoll wrote re: Displaying and Filtering Lists in another SharePoint Site with SharePoint Designer 2007
on 07-31-2008 12:56 PM

Doug hope you get this, maybe you can help. i am trying to do exactly what chris is but no matter what library i choose whether one from the same site, a parent site, or sibling i get the same issue:

the web http://url/url cannot be opened

i tried more then one account and event have gone to FPdatasources to make sure the account has access. i would really appreciate any help or guidance, thanks

Eli

DOrtiz wrote re: Displaying and Filtering Lists in another SharePoint Site with SharePoint Designer 2007
on 07-31-2008 1:21 PM

Eli and Chris,

While it is difficult to troubleshoot without access to the environment, one thing that might have happenned on the box is the disabling of SharePoint Designer for making changes to the sites.

This article should help:

support.microsoft.com/.../940958

Regards,

Doug Ortiz

Karen wrote re: Displaying and Filtering Lists in another SharePoint Site with SharePoint Designer 2007
on 01-28-2009 3:39 PM

If I create a view of a list using the SharePoint Create View form and then open the view in SharePoint Designer, I cannot group my filter criteria because the group button is not activated.

I want to group this expression so that all items with "Both" in the Audience column will not display.

The expression is:

Field Name Product contains COBRA AND

Field Name Audience equals Client OR

Field Name Audience equals Both.

I pressed SHIFT and selected both Audience expressions. However, the Group button is not available. Why? Is there another way to group these expressions?

DOrtiz wrote re: Displaying and Filtering Lists in another SharePoint Site with SharePoint Designer 2007
on 01-30-2009 1:12 PM

Karen,

I attempted to replicate the problem you are experiencing, with the following steps:

- Created a List wiht Two Columns: Product and Audience

- Audience Column has two choices: Client and Both

- Created a Standard View in the SharePoint User Interface

- Opened SPD and added a Data View Web Part with the data of the recently created List

- Was able to Sort and Group without a problem

In order to help you, could you please provide more details?

Regards,

Doug Ortiz

Troy wrote re: Displaying and Filtering Lists in another SharePoint Site with SharePoint Designer 2007
on 03-18-2009 9:02 PM

Hey,

Its worth mentioning this will only work for sub sites of the existing site collection.  If you have a seperate site collection, it wont work

Cheers,

Troy

Yogender wrote re: Displaying and Filtering Lists in another SharePoint Site with SharePoint Designer 2007
on 03-18-2009 11:11 PM

Hi

I am using dataview of list

I am trying to filter data by using creteria

column name=current user

My name column contains login name. But this not filtering data.

When use listview then it's work.

Will you help to resolve problem with dataview

DOrtiz wrote re: Displaying and Filtering Lists in another SharePoint Site with SharePoint Designer 2007
on 04-04-2009 10:58 AM

Yogender,

The easiest way to test it would be to add any other Web Part with some data and Filter it in the List Properties, usually the filter would be something like this:

Column=Me

Once you have that working you can apply it to the listview.

Regards,

Doug Ortiz

Mo wrote re: Displaying and Filtering Lists in another SharePoint Site with SharePoint Designer 2007
on 05-05-2009 11:17 AM

Thank for your help,

i am able to display a list over to another site but i am unable to open any items in the list on the new site?  all the columns are grayed out.

please help

Thanks

DOrtiz wrote re: Displaying and Filtering Lists in another SharePoint Site with SharePoint Designer 2007
on 05-08-2009 3:58 PM

Mo,

The steps listed above will only allow the displaying and filtering of a List from another Site.

To open items and edit them you can create a custom web part to display them from another site.

Thank you for reading the blog, the new site is:

www.dougortiz.blogspot.com

Regards,

Doug Ortiz

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