Creating a dashboard using a SharePoint list (part 1): colour coded status indicators

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I’ve been having some fun over the last couple of weeks, developing a dashboard in SharePoint to track a number of activities that I’m co-ordinating.

Within our company there are some people who criticise SharePoint as a platform, largely because of some of the confusing messaging around some of the collaboration features and the way in which it gets mis-used as a document store (complete with folders!) but, whilst it can certainly be infuriating at times, I have worked on quite a few sites over the years where it’s struck me just how powerful the concept of a list is (I should know that really – I remember spending quite a bit of time discussing linked lists in my Computer Studies degree, but that was 20 years ago…).

I wanted to create a list with a red/amber/green status for each item – but I didn’t just want the words – I wanted colour to jump out of the page and say – this is the stuff that’s on track… and this isn’t…

Some calculated values and a script to generate HTML from text

A bit of digging around on the ‘net turned up a method that works for me – and the details are in Anjali Bharadwa’s post on colour coding custom lists and tasks:

Firstly, I  interrogate the contents of my text column (in my case this is called RAG Status, with pre-defined choices or Red, Amber and Green) and convert that to an HTML colour code in another column (called Color). The formula is  as follows:

=IF([RAG Status]=”Red”,”red”,IF([RAG Status]=”Amber”,”orange”,”green”))

I created a page that includes a Web Part that displays a view on my list and used a hidden Content Editor Web Part below this, containing Anjali’s script (there’s an alternative script available from Christophe Humbert at PathToSharePoint but the download link wasn’t working on the day I needed it…), to read this and to generate HTML in another column with a calculated value (called RAG).  For SharePoint 2007, the script can be included within the HTML source for the webpart but, for SharePoint 2010, it’s necessary to link to a separate file (Adam Preston explains how to do this in his post on inserting JavaScript into a Content editor Web Part) in the This time, the formula is:



Using a particular font is risky (how do you know that everyone has it?) but in this case I could be sure that all of my audience would be running our corporate build with Windows and Internet Explorer. I later changed the formula to use a different symbol:



Sorting the RAG status

One annoyance with this approach was that the list was sorted based on my RAG Status column, but I wanted Red-Amber-Green and the alphabetical order was Amber-Green-Red. My fix for this was to change the RAG Status choices to include a number so they become: (1) Red; (2) Amber; and (3) Green.

I also tweaked the calculated value for the Color column:

=IF([RAG Status]=”(1) Red”,”red”,IF([RAG Status]=”(2) Amber”,”orange”,”green”))

With this change in place, my column ordering works – and it gave me the opportunity to change the way I represent the status too…

Alternative visualisations

Path to SharePoint has some ideas for alternative visualisations for colour-coding (and a follow-up post). I particularly like the KPI indicator version, which is based on some of SharePoint’s standard images:


To use these, I changed the formula for my RAG column to:


This change also means that the Color column is redundant, although I’ve left it in place in case I want to go back to it later.

What next

So that’s my RAG status sorted. In the next post, I’ll explain how I used this method to show ticks and crosses to indicate activity completeness.

9 thoughts on “Creating a dashboard using a SharePoint list (part 1): colour coded status indicators

  1. The Sparqube certainly looks interesting but has two downsides for me

    1. It needs to be installed on the server (i.e. doesn’t run client-side)
    2. It needs to be licensed (i.e. doesn’t just use HTML)

    Thanks for the tip though…

  2. Been ranting about the power of lists in SharePoint for years at anybody who would listen! Falls on deaf ears, WHY use an Excel spreadsheet and email it or share the link? CREATE A LIST! – immediate benefits – record level editing and collaboration, combine data from other lists and metadata to add value without data replication / duplication.

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