Sharepoint advice please?

Shelster · 22 Jan 2013 at 11:10

Not sure if this can be done, but am sure someone will be alle to answer this one.

In work we have a list on a SP site that lists all active projects. One of the options in the list fields is to select the project as complete or cancelled. so as to keep things neat and also easier to search as this list grows and grows, the current action is to cut the completed or cancelled project and then paste it into another list of complete / cancelled projects.

Now, what I was wondering is there any way of setting it up so that when you select complete / cancelled it automatically moves it to the second list? saving time that is rather scarce at present and also removes the chances of user error / deletion?

Cheers

ringo747 · 23 Jan 2013 at 15:11

Are you familiar with SharePoint Designer? You could knock up a workflow that gets triggered when a certain status is set. This would move the list item to a different list for archiving.

Poolybit · 23 Jan 2013 at 15:18

As above, SharePoint designer created workflows should do what you require and don't have a very steep learning curve at all. However, could you not keep the list as neat etc by filtering the default view to ignore those statuses? Would save copying it elsewhere and would keep them all together!

Shelster · 23 Jan 2013 at 15:23

Cheers for the replies.

Did mention the filtering, but the owner and manipulator of the data is wanting to have two separate lists and as he is higher up the food chain......

Did wonder about the workflows after doing some Google Fu but am anot sure if we have Designer here in work. Have passed it onto the owner and he is looking into it

Poolybit · 23 Jan 2013 at 15:40

Both 2010 and 2007 versions of SharePoint designer are free to download from Microsoft so as long as you don't have to battle against any software approval process, you should be good to go!

If you do go down the workflow route, you can get the workflow to attach to the list and fire whenever an item is changed, you can then step up conditions based upon the fields available in your list. If you're using a choice field for the status column, you will be able to select the column and then select the value from the available options and then in the bottom section tell it to copy the current item to the archive list, like: