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Contacts List: Tracking the Human Resources

Posted By:Manning       Posted Date: February 26, 2011    Points: 100    Category: SharePoint    URL: http://www.dotnetspark.com  

Contacts List: Tracking the Human Resources in SharePoint 2010. In this article the author explains how to customize an out-of-the-box contacts list for tracking human resources and their resumes in SharePoint
 

Lists within SharePoint are very powerful because they are easy to modify to meet your specific requirements. In this article, based on chapter 4 of SharePoint 2010 Site Owner's Manual, the author explains how to customize an out-of-the-box contacts list for tracking human resources and their resumes.

 

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The article is going to walk you through the steps to use an out-of-the-box contacts list and customize it for tracking resources and their resumes. Lists within SharePoint are very powerful because they are easy to modify to meet your specific requirements. In this example, we choose to use the contacts list because it already has columns that we can leverage such as email address, business phone, and so forth.

Contacts List: Creating a list to manage your resources


The next few steps will walk you through creating a contacts list. While you are in here, you may want to take the time to hover your mouse over some of the other list under communications, tracking, and custom lists. A description is displayed above to help you understand some of the other options available to you.

Step
Action
Result/Notes
1 Go to Site Actions > More Options. A dialogue box will appear and present you with a list of options
2 Select Contacts. You can filter by list to narrow your list of options. For the name enter: "Human Resources"
3 Select Create.

You should now see the Human Resources list in your quick launch bar under list. You will also notice that you are on the main page of the Human Resources list library. There are a series of menu options that have been provided to help you manage these items. We will focus on the settings menu to customize the lists metadata.



Figure 1 Series of customization options that are available via the ribbon for a list in SharePoint

List Settings: Disabling attachments


By default, when you create a contacts list, there will be a paper clip icon which will display attachments associated with an item. For our scenario, there is no need for a user to upload an attachment, so we are going to quickly disable the feature.

Step
Action
Result/Notes
1 Go to List Settings under the List tab located in the ribbon.
2 Select Advanced settings under General Settings.
3 Select the radio button to disable attachments to list items.
4 Select OK.

Your users will no longer have the ability to add an attachment. Now we will discuss how to customize the rest of the columns in the list.

List columns: Customizing the captured data


We will modify the columns associated with the Human Resources list under List Settings. We are going to require our users to always enter in the Full Name so instead of breaking the name up into First Name and Last Name, which is how it is configured by default, we will only require the maintenance of the full name.

Step
Action
Result/Notes
1 Select Full Name and Delete. We are going to later update Last Name to be the Full Name column. The Last Name column, unlike other columns is required and you don't have the option to delete it, but you can rename it. This process will help us remove it.
2 Select Last Name under Columns. Change the Column Name to Full Name
3 Select OK.
4 Select First Name and Delete.


When updating this list you should now only need to enter the user's Full Name; the other data will be optional.

Summary


We used an out-of-the-box contacts list and customized it for tracking resources and their resumes. We created a list to manage the resources. Since our example didn't require attachments, we showed you how to disable them. Lastly, we customized the captured data.


SharePoint 2010 Site Owner's Manual

By Massimo Perga, Timothy Binkley-Jones, and Michael Sync 


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