{"id":4043,"date":"2012-06-12T12:00:50","date_gmt":"2012-06-12T11:00:50","guid":{"rendered":"http:\/\/www.markwilson.co.uk\/blog\/?p=4043"},"modified":"2012-05-30T23:25:00","modified_gmt":"2012-05-30T22:25:00","slug":"creating-a-dashboard-using-sharepoint-lists-part-1-colour-coded-status-indicators","status":"publish","type":"post","link":"https:\/\/www.markwilson.co.uk\/blog\/2012\/06\/creating-a-dashboard-using-sharepoint-lists-part-1-colour-coded-status-indicators.htm","title":{"rendered":"Creating a dashboard using a SharePoint list (part 1): colour coded status indicators"},"content":{"rendered":"

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.<\/p>\n

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…).<\/p>\n

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…<\/p>\n

Some calculated values and a script to generate HTML from text<\/h3>\n

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<\/a>:<\/p>\n

Firstly, I \u00a0interrogate 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 \u00a0as follows:<\/p>\n

=IF([RAG Status]=”Red”,”red”,IF([RAG Status]=”Amber”,”orange”,”green”))<\/dirtycode><\/p>\n

I created a page that includes a Web Part that displays a view on my list and used\u00a0a hidden Content Editor Web Part below this, containing Anjali’s script (there’s\u00a0an alternative script available from Christophe Humbert at PathToSharePoint<\/a>\u00a0but the download link wasn’t working on the day I needed it…), to read this and to generate\u00a0HTML in another column with a calculated value (called RAG). \u00a0For 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<\/a>) in the This time, the formula is:<\/p>\n

=”

n<\/DIV>“<\/dirtycode><\/p>\n

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:<\/p>\n

=”

?<\/DIV>“<\/dirtycode><\/p>\n

Sorting the RAG status<\/h3>\n

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.<\/p>\n

I also tweaked the calculated value for the Color column:<\/p>\n

=IF([RAG Status]=”(1) Red”,”red”,IF([RAG Status]=”(2) Amber”,”orange”,”green”))<\/dirtycode><\/p>\n

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

Alternative visualisations<\/h3>\n

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

\"\"_layouts\/images\/kpidefault-0.gif
\n\"\"_layouts\/images\/kpidefault-1.gif
\n\"\"_layouts\/images\/kpidefault-2.gif<\/p>\n

To use these, I changed the formula for my RAG column to:<\/p>\n

=”

<\/DIV>“<\/dirtycode><\/p>\n

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.<\/p>\n

What next<\/h3>\n

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.<\/p>\n","protected":false},"excerpt":{"rendered":"

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 … Continue reading Creating a dashboard using a SharePoint list (part 1): colour coded status indicators<\/span><\/a><\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_exactmetrics_skip_tracking":false,"_exactmetrics_sitenote_active":false,"_exactmetrics_sitenote_note":"","_exactmetrics_sitenote_category":0,"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[218],"tags":[93,29],"class_list":["post-4043","post","type-post","status-publish","format-standard","hentry","category-technology","tag-sharepoint","tag-website-development"],"yoast_head":"\nCreating a dashboard using a SharePoint list (part 1): colour coded status indicators - markwilson.it<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.markwilson.co.uk\/blog\/2012\/06\/creating-a-dashboard-using-sharepoint-lists-part-1-colour-coded-status-indicators.htm\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Creating a dashboard using a SharePoint list (part 1): colour coded status indicators - markwilson.it\" \/>\n<meta property=\"og:description\" content=\"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. 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For obvious reasons, I can't share the version I use at work, so I've created a mockup using the SharePoint site that comes with my Office 365 subscription. Feel free\u2026","rel":"","context":"In "Technology"","block_context":{"text":"Technology","link":"https:\/\/www.markwilson.co.uk\/blog\/topic\/technology"},"img":{"alt_text":"","src":"","width":0,"height":0},"classes":[]},{"id":4056,"url":"https:\/\/www.markwilson.co.uk\/blog\/2012\/06\/creating-a-dashboard-using-sharepoint-lists-part-3-indicating-several-states-of-progress.htm","url_meta":{"origin":4043,"position":1},"title":"Creating a dashboard using a SharePoint list (part 3): indicating several states of progress","author":"Mark Wilson","date":"Thursday 14 June 2012","format":false,"excerpt":"Yesterday's post looked at using ticks\/crosses on my SharePoint dashboard to track progress on activities. I was quite happy with this, but my manager wanted to show progress, rather than a simple binary done\/not done - and I wanted it to be visual, not text-based. We settled on a system\u2026","rel":"","context":"In "Technology"","block_context":{"text":"Technology","link":"https:\/\/www.markwilson.co.uk\/blog\/topic\/technology"},"img":{"alt_text":"","src":"https:\/\/i0.wp.com\/www.markwilson.co.uk\/blog\/images\/status-circles.png?resize=350%2C200&ssl=1","width":350,"height":200},"classes":[]},{"id":4049,"url":"https:\/\/www.markwilson.co.uk\/blog\/2012\/06\/creating-a-dashboard-using-sharepoint-lists-part-2-tickcross-status-indicators.htm","url_meta":{"origin":4043,"position":2},"title":"Creating a dashboard using a SharePoint list (part 2): tick\/cross status indicators","author":"Mark Wilson","date":"Wednesday 13 June 2012","format":false,"excerpt":"In my last post, I wrote about how I used a script I found on the Internet and a couple of calculated columns to show a Red\/Amber\/Green (RAG) status on a list in SharePoint. 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