You are probably already aware of the new Office Group sites you can set up in Office 365. They allow close integration between groups and their SharePoint data.
One major difference between regular SharePoint site collections and the ones created from groups is that the latter will by default have a Deny permisson for Add and Customize pages. Which means that users cannot modify the site page and as the result, Ultimate Forms cannot modify forms either. Once you install Ultimate Forms on your group site, it won't be able to use any of the form-related features, such as tabs, validation rules, etc.
Luckily, it can be easily fixed using PowerShell, and here is how you would go about doing that:
- If you haven't done so, install SharePoint Online Management Shell
- Run the following commands, replace <tenant> with your tenant name and <url> with the site URL:
- $cred = Get-Credential
- [System.Net.WebRequest]::DefaultWebProxy.Credentials = $cred
- Connect-SPOService -Url "https://<tenant>-admin.sharepoint.com" -Credential $cred
- Set-SPOSite -Identity <url> -DenyAddAndCustomizePages $false
That's it, your site is now ready to experience the full set of Ultimate Forms capabilities!
Our Alert component is becoming even better! We rolled out a new version that contains the following exciting features:
- Alerts based on items matching conditions - until now, you could only send an alert when an item was added, modified, deleted, etc. or based on a date column (such as 2 days before the due date). With this new option, you can send an alert based on the current state of the items in a list (such as send me all the tasks that are still open on a weekly basis). You just select the option "All items according to conditions" and enter one or more conditions below. Note that at least one of the condition must be a "static" one, meaning that it does not reference any field values or functions on the right hand side. For instance, Status equals Completed is a static condition, but Status equals [Previous Status] (Previous Status being a column in the list) is a dynamic one. You can use dynamic conditions as well, as long as there is at least one static one.
Additionally such alerts can only be sent on a daily/weekly/monthly basis. Specify when you want it to be delivered and it will send the items that pass the conditions at that time.
I'd like to take this opportunity to give a quick overview of the delivery options. By default, each alert is delivered individually, in a separate email. When alerts are set to be delivered immediately, that's the only option available. But when you are using daily/weekly/monthly options, you can combine your alerts into one email. Here you can choose to combine the alerts in their original format (based on mail template of your design) or use the Summary mode. In Summary mode, the mail template is not used. Instead, each alerts gets one line inside the summary, such as Item A has been updated. It is not configurable, but you can add your own header and footer to the email. A cool feature is that when you create alerts with the same name and sending at the same time, they can be combined into one email even when the alerts are coming from different site of the site collection.
- Monthly option - until now the alerts could be sent immediately or on a daily/weekly basis. Following customer requests we added the Monthly option as well, so you can send your alerts on a specific day of the month.
When e-mailing items or documents through the Print feature of Ultimate Forms, you had an option to include the list item attachment (or the document itself when dealing with a document library) as attachments to your email. It allows your recipient to get immediate access to the documents, without having to log into SharePoint.
Now, even more options are available. If your item include Associated Items field that display associated documents or there are one or more Document Link fields that link to documents within your site, these will also be included as attachments in your emails, as long as the fields themselves are included in the print template. There is no configuration that needs to be performed on your side, just choose the option to include attachments when emailing.
We are excited to announce the availability of the Filter feature in the app version of Ultimate Forms. Using the new Filter web part, but you dynamically filter data fed into our charts to implement rich, responsive dashboards and improve your data analysis abilities.
You can filter any underlying list column through a variety of filter. Filter by text, number, date, choice or lookup, or even pass the filter in the page address. The charts will immediately respond, without having to reload the page.
Start by creating a new filter profile. Inside the profile you can add one or more filters. The filters should have the same name as the list column they are supposed to filter (or you can give any name to the filter and specifically indicate what column name to use). Once you've created the profile, you can place the filter web part on the page and select the profile in the web part properties. The filter web part is a part of Infowise Ultimate Forms Extensions, which need to be downloaded and installed by an administrator.
When our Chart web part is placed on the same page, it will automatically attach itself to the filter, no connection needs to be set up by the user. Note that we currently have two versions of the Chart web part: the older app part version and the new client-side web part. Ony the client-side web part supports connecting to filters, so make sure to place the correct one on the page (you can easily recognize the correct web part, it is named Infowise Charts and has a icon in the shape of a chart).
Enjoy the new dynamic experience!
SharePoint Calculated Fields are often overlooked when building forms solutions. I often find that Ultimate Forms customers focus exclusively on Infowise Actions when trying to work with variables and conditions checks.
The calculated fields reference page is indispensable:
As an overall design pattern, it is best to break your solution into bite-sized pieces so that it is easier to build and adjust.
Especially in the case of evaluating compound conditions it is best to let SharePoint Calculated Fields do the work.
Usually, there isn't a significant performance cost when adding multiple calculated fields to your list.
If you have a mix of AND and OR conditions, you are likely to get tripped up in actions. You can dig deeper into this specific topic here:
You should think of Calculated Fields as variables that sit in the background for your SharePoint list making evaluations of the list data to provide simple summary information for use by users or in your Infowise Actions.
In general terms, you can think of calculated fields like Excel Formulas. In many cases, they are nearly identical.
In a case where you need to evaluate for a pattern of multiple conditions to trigger an Infowise Action, try creating multiple calculated fields instead.
Most important are the IF, AND, and OR functions.
=OR([condition1], [condition2], [condition3], [condition4]…) evaluates any number of conditions returning True if any of the conditions are met.
=AND([condition1], [condition2], [condition3], [condition4]…) evaluates true if all conditions are met.
=IF([evaluation], [true result], [false result]) evaluates and provides the corresponding result according to the evaluation.
When nesting formulas, things can easily get confusing. Instead of making one large complicated formula which is difficult to write and maintain, instead make a series of calculated fields that can be used by an overall summary calculated field.
Consider a case where there are three complicated conditions which must all be met. This should be broken up like this:
Calculated Field 1: Condition1Check (Multiple conditions evaluated)
Calculated Field 2: Condition2Check (Multiple conditions evaluated)
Calculated Field 3: Condition3Check (Multiple conditions evaluated)
Calculated Field 4: AllClearCheck
IF(AND([Condition1Check], [Condition2Check], [Condition3Check]), True, False)
By chaining formulas together, the solution is easier to build and easier to troubleshoot.
Mastering both Infowise Formulas AND Calculated Fields and incorporating both tools into your solution will give you the best overall results.