Microsoft Office Tutorials and References
In Depth Information
Generally, whenever a list has more than one type of type of list item, or content type , the New
button in the ribbon has a down arrow showing the types, so you can select which one you want
to create. The top item in that drop-down is usually the default item for the list (although that
can be changed). In our case, the standard Task item is the default.
A Task item is simply a list item, with useful fields relating to a task. A Summary Task item
is actually a folder, with the same fields as a normal task item, designed so that tasks for a large
project can be organized in some way, for example by milestones.
1. To create a new task, you can click Add A New Item. The New Item box displays all kinds
of interesting fields:
Title This is the only required field. A Title field is standard for most lists. The first field
created by default is the Title field, and because it’s required, it cannot be deleted.
Predecessors New to this version of SharePoint, this is a simple lookup field set to
allow multiple selections. It allows you to choose which items, among the tasks in the list,
should be done before this one. This field doesn’t just let you select one value; it lets you
select multiple tasks in this list to precede this one.
This field seems cool, but bear in mind that this predecessor thing is primitive—there
is no mechanism to enforce the fact that the tasks you choose should be predecessors.
However, predecessors will be indicated within a Gantt chart view of a Tasks list.
Priority This is a Choice field with three options: High, Normal, and Low.
Status This is a Choice field with five options, ranging from Not Started to Waiting On
% Complete This field is a number field formatted to be displayed in percentage value.
Assigned To This setting uses the People And Groups field and is essentially a lookup
field to the People And Groups list for the site (as well as anyone in Active Directory in
most cases). It is considered a People Picker field (yes, that’s its name) that you use to type
in the name of the person or group the task is assigned to. You can enter a username (the
user’s Active Directory account, not their full name) and check it with the Check Names
button, or you can use the Browse button and actually browse the Active Directory users
for the domain. This means that you can assign a task to someone who isn’t a member of
the site. In addition, you can assign tasks to SharePoint groups or even security groups in
Active Directory rather than a single person. You cannot assign a task to two or more
users in this field, however. Only one user or group is allowed to be used with this type of
People Picker field.
ASSIGNING TASKS TO NON-SHAREPOINT USERS
If you don’t want users to be able to assign tasks to someone who doesn’t have an account in SharePoint,
check out Chapter 14, “STSADM and PowerShell,” to learn more about using the setproperty
operation and the property name of peoplepicker-onlysearchwithinsitecollections.