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Construction Project Management Software Solutions

Microsoft SharePoint

What’s the difference between a single-line vs. multi-line text column in SharePoint?

Tips from the Field |

Learn the key differences between single-line and multi-line text columns in SharePoint – and how to select the right column type for your needs.

There are two types of text columns – single-line or multi-line – that you can add to a SharePoint list or library. It may seem like the difference is obvious. However, the behavior of these two column types in SharePoint is drastically different.

Refer to the table below for a comparison.

Single-line vs. Multi-line Text Column in SharePoint

Single-line Text Column Multi-line Text Column
Maximum Length 255 characters • List = 63,999 characters
• Document library = Unlimited (optional)
Filter and sort in a view Yes No
Reference in a lookup column Yes No
Use in a calculated field column Yes No
Change column type (e.g. choice, number, currency, date and time, single-,or multi-line text.) Yes No
Enforce unique values Yes No
Define default value Yes No
Add rich text (e.g. bold, italics, text alignment, or hyperlinks) No Yes
Enter enhanced text (e.g. pictures, tables, or hyperlinks) No Yes

Which is better: single-line or multi-line text columns in SharePoint?

As you can see, there are significant differences between the two text column types in SharePoint. For example, once you add a multi-line text column, you cannot switch back to a single-line text column. You must instead create a new column.

So which text column in SharePoint is better? We recommend using a single-line text column over a multi-line text column whenever possible. Single-line text fields are the most flexible – so you can do things like later change the information type to add a lookup column, build calculated fields and so on.

Sometimes, however, multi-line text columns are necessary. One example would be a contractor response field in a Submittal Form. Be aware that getting that data back out (e.g. for use in reports, calculations, workflows, etc.) is challenging without custom coding.

Read more about list and library column types and options in SharePoint.

Get more tips and tricks for construction project management professionals

Our Tips from the Field blog series features handy information for construction project managers. Subscribe to our newsletter to get our latest tips and tricks delivered directly your inbox each month.

And be sure to check out our previous tip to learn how to configure required fields in SharePoint.

How to Configure Required Fields in SharePoint

Tips from the Field |

Here’s how you can make any field a required field in SharePoint – or change a field to not be required.

Need to ensure that users enter certain information when saving records to SharePoint? SharePoint lets you designate required fields. Doing so specifies that the required field must be populated with data before a record can be saved and made visible to other users.

This option is handy for Document Control since it requires that users populate key data, for organizing and reporting, when saving a record –which as we know, can sometimes be a challenge.

Continue reading to learn how to designate any field as required in SharePoint (or vice versa).

Default Required Fields in SharePoint

SharePoint has different required field defaults depending on the application that admins and document control specialists should be aware of:

  • List – Title field is required
  • Contacts – Last Name field is required
  • Tasks – No required fields
  • Picture Library – No required fields
  • Calendar – No required fields
  • Document Library – No required fields, but the Name field automatically captures the filename when a document is saved. Users can populate the Title field whenever they want.

Any of these defaults can be changed by following the steps below:

How to Make a Field Required (or Not Required) in SharePoint

1.       Navigate to the Library where you would like to make the change.

2.       Click on the gear icon in the top right of the ribbon and select Library Settings. Or if you’re in a list, select List Settings.

 

3.       Scroll down to the Columns section of the Library Settings.

4.       Click on a Column that you would like to make required.

5.       Scroll down to the Additional Column Settings and to select “Yes” to make the field required or “No” to make it optional.

6.       Select OK to save your changes.

A few things to keep in mind:

  • Overuse of required fields can be a deterrent for some project team members, especially if the information being requested is not available/known at the time the record is saved.  Make sure to selectively choose which fields really need to be required and make sure this is part of your governance plan.
  • Utilizing the drag-and-drop feature in a Document Library with required fields can create issues.  Drag-and-drop is a great feature for users that want to upload multiple files at one time.  The downside of having required fields set for a Document Library is that the documents will be checked out to the user dropping off the files and not available for other users. The required fields must be populated and the documents checked in before other users can see and use them.  Note: This happens even if the Document Library doesn’t have document check-out turned on.
  • Quick Edit will not save until required fields are populated.
  • Choice fields with only one value or a default value will automatically save.

Want more tips and tricks for construction project management professionals?

Our Tips from the Field series features handy information for construction project managers. Subscribe to our newsletter to get our latest tips and tricks delivered directly your inbox each month.

And be sure to check out our previous tip to learn how to connect a SharePoint Calendar with Outlook.

Connect A SharePoint Calendar with Outlook

Tips from the Field |

Here’s how you can create a project calendar in SharePoint, connect it with Outlook and share it with your team to keep everyone in sync.

The SharePoint Calendar App can be added to any SharePoint site. It behaves much the same as an Outlook Calendar and can be customized as needed.

A handy feature of a SharePoint calendar is the ability to connect it to Outlook. This functionality allows a user to add the SharePoint Calendar to their personal Outlook Calendar view. Events can then be updated bi-directionally from Outlook to SharePoint and vice versa. This is a great way to easily get your entire project team working off the same schedule.

Follow the steps below to get your SharePoint Calendar connected to Outlook.

Step One – Connect Your SharePoint Calendar App to Outlook

1.       Navigate to a SharePoint Calendar.

2.       Click the Calendar tab in the Ribbon.

3.       Click the Connect to Outlook button in the Ribbon.

4.       A browser dialogue box will appear. Allow the website to open a program on your computer.

5.      Select “Yes” when prompted to Connect this SharePoint Calendar to Outlook

6.     If your SharePoint is externally hosted, you may be asked to log in.

Step Two – Open Your SharePoint Calendar in Outlook

7.     Go to Outlook and navigate to your calendar view.

8.    Under My Calendars in Outlook you will see the new SharePoint Calendar.  Check the box next to it to add it to your calendar view.

That’s it. You can now view and update your SharePoint calendar in Outlook. Any changes made to the calendar on SharePoint or by other team members in Outlook will be shared with everyone.

There are a ton of other useful ways to extend the SharePoint Calendar, including adding interactive popup windows, linking it to forms or workflows, or creating responsive mobile calendars. Contact us for a free consultation to see what is possible.

Want more tips and tricks for construction project management professionals?

Our new Tips from the Field series features handy information for construction project managers. Subscribe to our newsletter to get our latest tips and tricks delivered directly your inbox each month.

And be sure to check out our previous tip to learn how to add a text box to a SharePoint page.

How to Import Data from Excel into SharePoint

Tips from the Field |

There are a few ways to import data from Excel into SharePoint – learn when to use each method based on your needs.

We previously shared how to export data from SharePoint into Excel. But what if you need to import data from Excel into SharePoint? Importing your Excel data into SharePoint enables a ton of extra functionality.

Here’s a common example:

Maybe a project manager on your team created a huge spreadsheet to track data on a project such as permits or materials. Over time the spreadsheet has gotten out of control. Keeping information up to date and sharing it with stakeholders is a pain.  So you’d like to add some additional functionality like workflows based on field changes. You also want to share it somewhere and set permissions for who can access and edit data.

Putting this spreadsheet into SharePoint would allow you to do all of the above and more.

So what is the best way to import data from Excel into SharePoint?  That answer depends on the contents and complexity of your Excel data. Below are two common methods – and one bonus method.

Method One: Use the Import Spreadsheet App in SharePoint

The Import Spreadsheet App is a useful tool for basic spreadsheets. The tool creates the list with column titles in SharePoint for you and automatically imports your data.

But be careful. The Import Spreadsheet App works best when your data is a simple list with single text field data. It can get easily hung up when trying to import a list that mixes multiple data types across columns and even in a given column. Why? Because by using this app, you are letting SharePoint make the call as to how to handle the column data types.  This can lead to unexpected results.

For example, the Import Spreadsheet App often stumbles on single-line text types in date type columns or vice versa.  So if one of your spreadsheet columns includes dates and times, the tool will make that entire column a date/time data type when importing it to SharePoint. But if some of the fields in that column have text entries (e.g. “NA” or “TBD”), you will start getting errors when editing and viewing the list. And then you have the tedious chore of troubleshooting that list in SharePoint.

Don’t get me wrong, the tool can be a useful timesaver for simple spreadsheets. However, if your spreadsheet is more complex, you might spend more time fixing errors after the import.

Method Two: Create a Custom List

A better approach to import data from Excel into SharePoint – especially complex data and spreadsheets – is to use the Custom List App. This allows you to create the list the way you want it. This process takes a little more effort upfront, but saves you headaches later.

Here’s how it works:

Step 1 –First, you will need to go to Site Contents and Add an App to enable the Custom List App.

Step 2 – Select the Custom List App.

Step 3 – Define the Columns Title and Types to represent your spreadsheet in your Custom List.

Step 4 – Create a view that matches the columns in the order of your spreadsheet.  You can create a Datasheet View or Standard View and switch to Datasheet or Quick Edit.

IMPORANT: Make sure to include all the columns in your view that are required or the import will not work!

Step 5 – Highlight the data from your Excel file and copy it (Control-C). Then paste (Control-V) the data in an open row in the Edit View of the List.

Step 6 – Make sure all of the items paste without errors. Any errors will show as red circles to the left of the row. When done, click “Stop editing this list.”

Presto, the above steps are a copy-and-paste method to import data from Excel into SharePoint.

Method 3 – Set up an automated process to import data from Excel into SharePoint 

Here’s a bonus method for you. Did you know it’s possible to have a list update automatically from Excel into SharePoint? There are many options to automate importing Excel data into SharePoint.

Get a free consultation to learn more.

Want more tips and tricks for construction project management professionals?

Our new Tips from the Field series features handy information for construction project managers. Subscribe to our newsletter to get our latest tips and tricks delivered directly your inbox each month.

And be sure to check out last month’s installment to learn how to easily reorganize your files in SharePoint.

Easily move files in SharePoint

Tips from the Field |

Learn how to move files in Microsoft SharePoint

Have you ever needed to re-organize your files in Microsoft SharePoint? Maybe your manager wants to use a different folder structure (and yes, if you’re a regular reader of our blog, you know there are lots of limitations to organizing files by folders). Or perhaps you inherited someone else’s organization scheme and want to make it your own. There are many reasons why you may need to shift the location of your documents.

So what is the easiest way to move files in SharePoint?

We’ve heard from more than a few users who found themselves in this situation. They painfully recounted downloading all the files to their local hard drive, re-organizing them, and then uploading them all again.

A real pain, right? Yes, and completely unnecessary!

You can easily move and re-organize files in SharePoint using the Open with Explorer tool. No downloading required.

Open with Explorer is a cool feature that is often overlooked.  It basically opens a window to movable files in the current SharePoint library, making it easy to move or copy your documents.  Read on to see how it works.

How to move files in SharePoint

Let’s say you want to move the “sample 1” doc into Sample Folder.  Take the following steps:

1. Navigate to the SharePoint Library with the file(s) you want to move.

2. Click into the Library Tab and select Open with Explorer

3. A new Explorer window will open. Select the file that you want to move.

4. Drag the file into the folder

5. Refresh your browser. The File is moved into the folder you selected.

The above was a very simple example. But Open with Explorer can work on one or more files and saves a lot of time moving documents from one folder to another.  Good luck and happy SharePointing!

Want more tips and tricks for construction project management professionals?

Our new Tips from the Field series features handy information for construction project managers. Subscribe to our newsletter to get our latest tips and tricks delivered directly your inbox each month.

And be sure to check out last month’s installment to learn how to filter your SharePoint view to show documents requiring your action.

8 Reasons To Use SharePoint to Manage Your Construction Projects

How-To |

Read why we recommend SharePoint as the ideal Project Management Information System for our clients in the construction industry.

Microsoft SharePoint might not be the first thing that comes to mind when you think about construction project management. But it should be. SharePoint is your ideal foundation for a flexible, efficient and cost-effective construction Project Management Information System (PMIS).

Here’s why:

1.       You probably already have it 

SharePoint is the leading Enterprise Content Management System deployed by over 70% of Fortune 500 companies.  It is used by companies of all sizes in virtually every industry.

So chances are, your organization already has SharePoint. This means you’ll save money on licenses and training.

2.       It integrates with the tools you are already using

SharePoint integrates with tools you use every day, like Oracle, SAP, ESRI Arc GIS, Microsoft Office and more.

3.       All the features you need are available

SharePoint has all the construction project management tools you need – no coding required.

  • Sites – Configurable Web sites to aggregate and share your data
  • Communities – Forums where project teams can collaborate and share documents and data
  • Content Management – A complete document management solution, including forms (both online and offline), and workflows.
  • Search – Enterprise Search across SharePoint and even external systems
  • Insights – Powerful tools for reporting and ability to web-enable Excel, Visio, Project, Access, and Excel
  • Composites – Robust no code solutions and mashups can be built to parse and share data as needed

4.        Built-in collaboration tools

SharePoint, unlike most other construction PMIS tools, is designed to share data by default.  The data can be created in SharePoint, SQL or integrated from other applications. You can use SharePoint to collaborate across teams, departments and even with external stakeholders.  You control who sees and does what.

5.       Take the pain out of reporting and analysis

SharePoint features powerful reporting tools for quickly and easily aggregating and sharing data.

Here are just a few examples:

  • SQL Services/SharePoint Services – Build complex reports that pull data from any content source in SharePoint or SQL. You can define query parameters and even output in a paginated, printer-friendly format.
  • Dashboards – Build configurable dashboards and scorecards using SharePoint and third party tools.
  • Excel Services – Use Excel and Power Pivot to build complex pivot tables that link to all of your data sources. Then create your own reports in Excel and web-enable them with SharePoint.
  • Power BI – Leverage Microsoft Power BI to transform your data into rich visual displays and share them with your team on SharePoint.
  • Mapping – Display your data geospatially in a map using ERSI’s mapping web part.
  • Views – Every List and Library in SharePoint can be configured for multiple views, include public and personal, depending on the stakeholder.

6.       Be ready for the future with powerful configuration options and third-party support

Ever wish you didn’t have to go to your software vendor to make changes?  Maybe you would like to do it yourself or bring in a third party.  SharePoint lets you do that.

SharePoint is an extremely configurable application.  You can build out pages, forms, workflows, and dashboards without writing any code. For developers, the backend is SQL, so whatever you can think up can be customized. Both code and no code solutions can be built into your SharePoint environment that you can keep re-using.

And beyond that, there are thousands of companies that provide consulting or tools to support Microsoft SharePoint.

Do you know of any PMIS software product that will allow their clients to develop custom solutions on their platform?

7.       Security and reliability you can trust

Microsoft has built SharePoint from the ground up to be secure. You can set security policy at the site, content, folder and even field level.

Customers of Lydon Solutions can also rest assured that we host their SharePoint environments on Microsoft Azure. This is the same industry-leading cloud platform where Microsoft hosts its own Office 365 service. Read our post on Microsoft Azure to learn more.

SharePoint also has the advantage being a Microsoft product. Microsoft is the leader in the business software space. There is minimal risk that Microsoft will go bankrupt or be bought up and degraded by another vendor. The same cannot be said about many custom PMIS solutions out there.

8.       Flexibility depending on the maturity of your Project Management Office

There are no two companies, projects, people, or processes that are the same.  But most PMIS solutions force you to use their system their way (e.g. follow a specific WBS structure or rigorous steps in a process). While having a starting point is great, if you want to change those steps, it will cost thousands and your request will get added to a product roadmap which may or may not be included in the next release.

SharePoint, on the other hand, was designed to be configurable.  You can make changes without going to Microsoft to do so.

Ready to save time and money on your construction projects with SharePoint?

Contact us for a free consultation to learn how SharePoint can help you take control of your construction projects.