I recently was working on creating a site that would do some light project management tracking. The Budgeting and Tracking Multiple Projects template from MOSS 2007 seemed to almost fit the bill. Microsoft has stated that they aren’t providing a new release of the fab 40 templates in 2010 format which is kind of a bummer. However some of these templates are upgradeable to SharePoint 2010. Mostly the .wsp templates but there are a few issues depending on the template you are upgrading. In another post I’ll discuss those. For today I wanted to go through how to go about making changes and modifying items particularly the content types that are included in the budgeting and tracking multiple projects template. So for the time being I’m going to assume that you have this template installed in working fashion on a SharePoint 2010 farm.

 

To get started we need to create a new site from this template. You would do this like you would any normal site.

Site Actions –> New Site –> Pick the template –> Name it and select your permission and navigation settings.

Once we have a site we have a good starting point. The one thing that was missing that we noticed right away was the fact that after inputting a project into project list, you have related tasks, issues, and milestones but there was no project documents. We planned on posting documents related to the multiple projects such as contracts, meeting minutes, diagrams etc.

The template offers a document library, and you can certainly create additional ones but the requirement was to have it tied to a project and have the view that the content type offers of “Related Documents” when clicking on any particular project title.

Project List Customized Content Type

As you see the highlighted section in the project display form has related documents….you don’t have that yet.

To add this we need to do a few things. First we need to create the document library. Then go into our document library and add a lookup column for the project list. This is how we will “relate” the documents to a specific project. After that is done we need to open SharePoint Designer to edit the Project content type.

So first go to Site Actions, More Options and select document library, I called mine Project Documents to go along with the naming of all the other lists in this template. After we have the Project Document Library created go to library settings

SharePoint 2010 Ribbon

Go to the columns section and create a new column. I called it Project, select lookup Column. You want to lookup information from another list on the site and that list is the Project List and we want to get information from the Project Name column. Add it to the default view and if you want (its probably a good idea) change the required field from no to yes

Create Custom Column SharePoint 2010

Ok so now we have the library set and we have a column for the project it is related to so now we need to get it onto the project display form like the other lists. To do this you open SharePoint Designer 2010 and open up your Project Management Site.

On the main page select lists and libraries and then select Project List.

From here on the right hand side you should see a Forms section and you will want to click on DisplayForm.aspx

Edit DisplayForm.aspx with SharePoint Designer 2010

This will open up the form that you see when you click on the project title within the SharePoint site. You can put the Related Documents Library anywhere you want I chose to put it under Related Milestones. Put the cursor in the next <td> tag and then select insert from the ribbon, then display item form and then select the Project Documents Library.

You document library is now added to the form but that is just going to show all documents. We only want to see documents related to whatever project we select so click on the webpart so it is highlighted then go to the ribbon select web part and then Add connection.

Creating Web Part Connection

Once you do that a box pops up and you want to select get filter values from

Web Part Connection Settings 

then connect to a webpart on this page

Web Part Filter Values From

Then select Projects List as the Target Web Part and Provide Row to in the Target Action

Web Part Connection Provide Row To

Then map the fields from project list (Project Name) to Project Documents (Project)

Web Part Connection Field Mapping

Then click finish. Double click on the Project Documents web part again to open web part properties and change the name from Project Documents to Related Documents, then save all your changes. Go back to the SharePoint site, click on a project in project list and you should now see the related documents area that will only show documents tagged for that project.

 

Next post I will go over another customization to this same template that allows you to add notes or comments to task list items. Makes it much nicer than using description and drawing lines. It comes out time and user stamped and looks like this:

SharePoint 2010 Content Type Customized Comments