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Standard SharePoint (UK)

Standard SharePoint (UK)

Owned by Solvor Hetlelid
Jan 03, 2025
4 min read

General

Our system is built using standard lists and libraries in SharePoint. These are then customized using scripts and the form builder DFFS. This allows us to show and hide fields, create rules, and change the appearance of the forms, beyond what is possible in standard SharePoint.

BUT: Standard SharePoint is still underneath, and various menus will be visible to users.
These menus can be "tempting" to use, but we generally recommend exercising caution when testing buttons whose functionality is not known.

If the buttons are used, you "move" into the "SharePoint world" and must adhere to the functionality that Microsoft provides. We do not have access to customize this using our scripts.

Regardless
The general rule has been, and will always be: Do not make changes to "our" lists and libraries without checking with us first.

This could be

  • Create new fields

  • Change selections in selection columns

  • Change field types

  • Delete fields

  • Set fields to required in list view.

Standard Sharepoint menu, do’s and don’ts

Above each list view, you will find this menu. Which buttons are visible depends on what access you have.

image-20250103-074606.png

New

The new button will take you to a new form (NewForm) in the list, which in most cases will be customized using DFFS. This button is "safe" and can and should be used.

Edit in grid view

This button is only available in flat (non-grouped) views. The list content will be converted into a datasheet view (similar to Excel) and you can fill out information directly in the view.

BUT! In this type of view, our scripts do not run. This means that if you change fields that would have triggered changes performed by scripts, this will not happen!

Changing Organization will, for example, not trigger an offer to update Responsible in the case list.
Changing the Yes/No checkbox Close the case will not affect Status or set Closed date, etc.

This view should therefore be used in dialogue with your customer contact, and ONLY for simple operations.

Share

This button allows you to share access to lists and items in lists, but keep this in mind!
If you have extended rights to the mentioned list or item, you may risk giving the person you share with extended rights. This breaks the inheritance on the item or list.

Typically, this button is used to show someone a list, so it is better to send them the URL of the list.
This is because they likely already have the right to view the list, and if they do not, they should instead be added to the correct group rather than being given rights directly.

See the example below, here I am in the process of giving my colleague the ability to edit the list.
Is that what I want?

image-20250103-081220.png

Export

This button will take the columns you have in your view over to the software you choose.

How this will look is solely dependent on the connection made between SharePoint and the software.
We cannot influence this layout using our scripts.

Forms

Here you can build your own new form for a list. In other words, another “entry point” to the list.

BUT: This new form will not contain our scripts and thus the logic we have built into our new form using DFFS. Therefore, this must not be used on the lists that are part of our standard solution.

Automate

Here you can build your own reminders, rules, and approvals.
The system already contains a lot of logic, so we do not recommend using this without discussing it with one of our employees.

Integrate

Here you can integrate with PowerBI, flows, etc.

The system already contains a lot of logic, so I do not recommend using this without discussing it with one of our employees.