Update list items from Mulitiple lists to the consolidated list in the same site.

Hi

I have 9 custom lists for 9 departments data and i have a custome list for a Consolidated tracker of all the departments in the same Site.

When i circulate the links each department will be adding items to their department's list.

My Requirement is, when a new item is added or when the existing item is edited and the same should be added/modified in the Consolidated list as well.

How to create this dependency?

I cant use lookup as all the custom list contains the same columns as in the Consolidated list.

Please help me out in achieving this

Can i achieve this by defining a Term Set with MMS?

May 19th, 2015 2:50am

Hi Ajay,

          You can use CopyItem activity of SP designer workflow for this purpose. This workflow should be set to start on ItemAdded and ItemUpdated. Alternatively you may also consider using Event Receivers. ItemAdded and ItemUpdated events of SPItemEventReceiver should be used in that case.

Regards,

Hari

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May 19th, 2015 3:04am

Hi Hari

That was a quick one. Thanks for that.

But, I am a starter in SharePoint Designer, can you please help me out if you don't mind.

May 19th, 2015 3:17am

Hi Ajay,

         Please find the below steps on how to create SPD workflow,

open your SP designer ---> using open site option you can specify your SPWeb url and navigate to it.

Now Choose List Workflow from the top ribbon and choose the list to which you want to associate this workflow,

Give a name to your workflow and create it.

To the newly created workflow add CopyItem activity by following below steps,

Now configure the source and destination locations of the copy item activity. Source shuld be current item and destination would be the list to which you want copy the item.

Regards,

Hari

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May 19th, 2015 4:15am

on workflow settings page make sure you check the checkbox as shown below,

Now save and publish this workflow.

Hope this answers your question.

Regards,

Hari

May 19th, 2015 4:18am

Hi Hari

Great, Thanks.

Appreciate your Support.

I am on it right away

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May 19th, 2015 4:18am

You could do that, but it's not a good idea.

Instead, create a Content By Search Web Part (CSWP) that pulls in data from those lists. In that way you only have a single copy of the data (no issues around synchronising updates), security is preserved and you do not have to build 9 workflows.

Content by search web part:

https://support.office.com/en-in/article/Configure-a-Content-Search-Web-Part-in-SharePoint-0dc16de1-dbe4-462b-babb-bf8338c36c9a

In short to use it you would add the CSWP to a page somewhere in your admin site, then configure the query to only get items that start with one of the list URLs.

May 19th, 2015 4:21am

Hi Alex,

         If the solution which Alex suggested will address your requirement please use that.

 Do think about the following points before you choose your solution when we go for CSWP we won't be using the consolidated list. Instead we would be showing content directly through a site page using CSWP. Please make sure there is a content source available to crawl the contents of those 9 lists because CSWP will display only crawled content so you may have to wait till the next incremental crawl is run to display the results in CSWP.

Regards,

Hari

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May 19th, 2015 5:43am

Thanks Alex for the suggestion.

But as Hari mentioned, if I use the CSWP I wont be able to show the consolidated list. I want to show all the 9 custom lists for individual dept and also the consolidated one for my personal use have the overall view.

Hari, I have created a List Workflow, but it is not copying the newly created list item to the consolidated list. I am not sure what is the reason. But the status of the workflow shows completed but the count is '0'.

What could be the possible reason?

May 19th, 2015 10:45pm

Ajay,

       The reason could be either of the following,

                     Your field names in source list and destination list does not match.

                     Your field Type in destination list does not match with that in source list.

      Please check both these conditions.

Regards,

Hari

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May 20th, 2015 1:14am

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