Sharepoint Issues & Resolutions Documented

ProblemSharepoint by default doesn't allow you to get totals from calculated fields and the only way to do it is by creating a workflow in Sharepoint using Microsoft Sharepoint Designer.

Actions Required To Complete This Task Either from your desktop or the server side create a new column within your original list in Sharepoint

and give it a name so its relevant to meeting your aim, something like "TOTALS". Define it as a number/currency field (note: do not create a calculated field)

Aim Create a Sharepoint designer workflow that copies the value from the calculated field to the newly

created column in step 1. Under "Conditions", set a simple condition like the one shown below.

How to Create a Workflow From Sharepoint Designer (From The Server In This Case) Start - Programs - Microsoft Office - Sharepoint Designer 2007 File - Open site browse to your site and click open i.e. http://...................... File - New - Workflow (and follow the wizard) Name the workflow (by the way, the name you give this workflow will be the name of an extra column

that will appear in your field to verify that the workflow status (i.e. "In Progress/Completed") I would just call it something simple that has a easy to remember i.e. "WTS" then in then in the description of the column later you can put the definition)

Choose the list that you want to access from the drop down menu. The next option is to choose type of announcements I chose "Automatically start this workflow

whenever an item is changed" (definitions are found in the help file and click next Depending on the steps necessary and how many you want to create define a step name anything

logical really, "Step 1"AimMy aim is to be able to copy data from one field to another field within the same sheet and to be able to

get a total "sum" from that new field of all the figures from within that field. (Basically any changes that are made in one field are automated to the newly created field)

In the Condition option choose your dependable requirements (embedded is a screen sheet of what I wanted to do)

Explanation of my example is shown below - "if the Project Costs To Date List, Totals field, does not equal to the Project Costs To Date List, Costs To Date Field, then apply the below action.- Set the Totals field, to the Project Costs to Date, Cost to Date, field. (Basically if one changes then duplicate the information in the new field.- Then also you can set the workflow to trigger an email to notify anybody you wish so that they are aware of the change

So in Actions - Choose Send Email and then define the username and add some metric information so that there is some content from the workflow defining what the changes are that have been made in order to trigger an email. An example of the metric information that I created for my workflow example is shown below. (The part in RED is the part that I wrote in manually the part in italic is add by clicking the "Add Lookup to Body" and defining the relevant info requirement.

Resource Name: [%Project Costs To Dtae:Resource Name%]Calculated Costs to Date: [%Project Costs To Date:Costs To Date%]Modified Totals Value: [Project Costs To Date:Totals]

For your information this is an automated workflow has been created in Sharepoint Designer 2007 from the server by Mike Gowlett.

What does it do?If any of the data changes within the specific SHAREPOINT LIST CALLED: Tracking Actuals (Project Costs to Date) "Costs To Date" field. Then any of the changed values are copied to the "Totals" field within the same SHAREPOINT LIST.

Reason for Workflow Creation: By default the "out of the box version of Sharepoint doesn't allow you to TOTAL UP the numbers from a field that has been setup as a calculated field.

To do this a "workflow" has to be created from the server to enable the fields to be copied from a calculated filed to a newly created number/currency efficient field. Once this has been done you are to view the name of your newly created field in the TOTALS area filter.

The last thing that is done to get the totals of the newly created field is to modify the view and then click on the totals filter and check the box of the newly created column and choose "Sum" and this will give you the total of the newly created field"

Ok once this is all done click the "check workflow" to make sure there are no errors and then click finish.

Then it’s a case of testing your changes within your data sheet list and making sure you have added Total "Sum" to the newly created column.