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September 11, 2011 / red1s

How to create and enable a site wide document library (or list)


Firstly I’d like to send out a big thanks to Laura Rogers-  for her great post on something similar to this

However I needed to go with a different scenario as my requirements were a bit different – so I thought I’d post my scenario in case this way was required to be done by anyone as well:

Just to also mentioned (which Laura mentions as well ) that this can be applied to any list incl. document libraries (which is what my scenario would be based on) etc.

We need to open the list in SharePoint Designer (by the way, I’m unable to open the list from SharePoint in SP Designer so had to browse manually to the list)

So here are the steps I had to take:

  1. Once I had the list location I needed to be reusable

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  1. I copied this across and into SharePoint designer:

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  1. This will take you to the site and not directly to the list, from which you will have to open it up yourself:

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  1. From here, click any of the views in the ‘Views’ list : (I’ve only got one so will select that ‘All Contacts’)

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  1. Go into advanced mode :

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  1. Place your cursor inside the main content area

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  1. This is where mine once a gain differs from Laura’s – (to export it to a file follow Laura’s post)
  1. Select ‘To Site Gallery’

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  1. From here I save the Web part to a site gallery

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  1. Just as a side note, the ‘Set Properties’ will bring up the ‘defaulted’ web part properties for this webpart

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  1. Once you’ve clicked OK to that, the followin gwindow will prompt you as to whether you’d like to ‘Always show list data from the current website’

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  1. As mentioned by Laura: ” It is important to understand what this means. Click Yes to save this exact list. Click No, if you want this web part to be relative. So for example, if this is a list called Announcements, this web part would be used to display any list with the name Announcements that exists on the site that this web part is imported on. In this example, it’s a document library called Shared Documents.”
  1. I selected no as I needed to only show data form the specific site where it will be deployed.

14.You can go ahead and close SP Designer

  1. Go back into your SharePoint site and edit the page

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  1. From here add a webpart to the page
  1. And located in the miscellaneous section of your webpart gallery you will find the newly created webpart:

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  1. Now that you have selected the Web part site gallery, on opening up a page and navigated to Miscellaneous you will notice the webpart you named and created in this list:

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Note: When you are adding the webpart to the page the you will get the following error if you didn’t not change to Advanced Mode before deploying the Web Part to the Site Gallery/File:

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  1. It will add the webpart successfully to the page though . (pictured below)

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  1. However on a subsite you will encounter the same issue and the webpart will not load, you can overcome this issue by exporting the webpart from where it was successfully added and re-importing it into the site location where it is required

21. Unless it is a document library webpart, it will work successfully in a sub site (which is what t the next part of the blog post is about)

  1. The following is for use primarily if you need to create a site wide document library that has a single repository store but accessed and filtered from multiple locations:
  1. I’ve gone ahead and added a required field called Department:
  1. After uploading the document to the document library you will then be presented with the below screen requesting a department selection:

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  1. Now to put a filter on the webparts view, Which will only make it visible to the department area

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And that’s it – repeat steps 19 – 25 for each section that requires the use of the central document library and you will have a central document library throughout your deployment.

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