Microsoft Office Tutorials and References
In Depth Information
permanently deleted so it does not take up space on the site or the server’s hard drive, you
have to remove it from the SharePoint Recycle Bin as well.
Save List As Template Basically, any list can be made into a template for later use. Making
the perfect list can be time-consuming, and when you’re done, you might want to back it up
to use on a different site. By making a template of a list, you can ensure that the design (and
optionally the list content) is not only saved but also easily available to be used anywhere else
in the site collection. List templates are saved to the List Template Gallery on the top-level
site. Templates are saved as .stp files and can be used to back up lists against catastrophe.
(See Chapter 13, “Maintenance and Monitoring,” for more about backing up and restoring.)
Permissions For This List This link goes to a page listing the users and groups that have
access to the site. Most lists inherit their permissions from their parent site. It’s under this
option that you can actually break inheritance and set up unique permissions for a list.
Permissions are complex and are covered in detail in Chapter 12, “Users and Permissions,”
but suffice it to say you can specify what groups, and even what permission levels, are
specifically allowed for this list from those available for the site collection. It’s also here that, if you
choose to work with unique permissions, you can decide whether a user can make an access
request if they were refused access to something on the list.
Workflow Settings This is an interesting configuration page. Out of the box, SharePoint
Foundation has only one sample workflow (but you can make many more using SharePoint
Designer or Visual Studio). The sample Three-State workflow that comes with SharePoint
Foundation was actually designed to work with a type of list called Issue Tracking. It was
meant to generate a Tasks list item when a new issue is created and a second task to review
the first one.
Workflows are first added to a site like task-oriented templates that lay out a process in which
a change of state in a list or a library item can trigger an email, alert, or new list item. A
workflow is a low of actions that continue the human process of working with documents, tasks,
or data. A workflow template can be made available to lists on a site and then applied as an
instance with a unique name and settings to a particular list (or library).
Workflows for lists are managed by the SharePoint Workflow Timer service and, therefore,
do consume server resources to run. Keep that in mind when you are deciding to apply a
workflow to a list.
BAD FIT, BUT STILL POSSIBLE
Ironically, the sample Three-State workflow does work for our Announcements list to a degree,
because the work low requires only a tr igger field, which in this case needs to be a Choice field w ith
three choices in it. Therefore, this list qualifies for the sample workflow.
However, the Three-State workflow was meant to create a Tasks list item (in a specified Tasks list
on the site) when triggered by the selection of an item in a Choice field (such as New, Started,
Completed). Then it will email the person to whom the task is assigned to let them know they have
a new task and then create another task if the Choice field state changes again. We have no reason to
add a list item to a Tasks list for an announcement, but the option is there if we need it. In the next
chapter, we will create a list that’s better suited to demonstrating the sample workflow.