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This chapter is from the book

This chapter is from the book

Accessing Content via the Navigation Pane

This section covers each of the navigation pane tabs so you can begin to understand how to access various site components and how to access tasks and settings with each tab. An example of accessing content via the navigation pane is shown in Figure 7.38. In this scenario, the Lists and Libraries tab is selected in the navigation pane, which loads the current site's lists and libraries to the right of the navigation pane. Level 1, or the initial tier, of settings includes tasks such as creating a custom list and list settings. Selecting list settings from Level 1 opens a new set of list-specific options in Level 2.

Figure 7.38

Figure 7.38 Sample scenario of accessing content via the navigation pane.

If you've previously used SharePoint Designer 2007, then this section might be of particular interest because accessing information in SharePoint Designer 2010 is very different to that of its predecessor and is a learning curve in itself.

Home

The home tab in the navigation pane (indicated by the little house icon) identifies the currently opened site, or site root, as shown in Figure 7.39, where you can access site administrative features, change site properties such as site name and site description, and view other site-related information in the settings page situated to the right of the navigation pane. Note, also, that the Site tab at the very top of the screen, and positioned above the ribbon, is currently selected. The default ribbon associated with the home tab includes predefined common commands and site administrative-related options.

Figure 7.39

Figure 7.39 Home tab options.

The following tasks can be accessed via the Home tab.

Table 7.4. Tasks Associated with the Navigation Pane Home Tab

Task

Location

Description

Site Information

Settings page

Change site title. Note: This does not automatically change a site's URL if on a subsite. Also, if you are on the root site of a site collection, although you can change the Title you may not change that site's URL.

Change or add site description: Enter a description for the site.

Folder: Change URL of current site. This option is only available in Subsites. Note, a site URL in the root site of a site collection may not be changed. Applies to both SharePoint Server 2010 and SharePoint Foundation 2010.

View Web address (URL).

View SharePoint (server) version.

View IIS Server version.

View total (site) storage: Note: If viewing this at the root site of a site collection then storage amount relates to entire site collection.

View percentage of available storage used: This amount is only valid if a quota (amount) has been set on the site.

Customization

Settings page

Edit site home page: Note: If the home page of a site is a SharePoint Server 2010 publishing page, then clicking this option gives you the option of either editing the underlying page layout or editing the page in the browser.

Change site theme: Clicking this option launches Site Theme settings page in the browser, for example .../_layouts/themeweb.aspx.

Settings

Settings page

Display Quick Launch (menu).

Enable Tree View (menu).

Enable site RSS feeds.

Permissions

Settings page/ribbon

Add users to SharePoint groups, create and assign permission level to SharePoint groups, delete SharePoint groups.

If situated in a subsite of a site collection then either disinherit or inherit permissions from parent.

Subsites

Settings page

Access subsites within a site collection, delete subsites, create new subsites. Also rename subsites and change the subsite's URL.

New Web Part Page

Ribbon

Create a new Web Part page in the current site. When you select this option via the Home tab you are given the option to save the Web Part page in one of the Wiki Page libraries in the current site, such as the Site Pages library.

SharePoint List

Ribbon

Create a new list in the current site from one of the existing list templates.

Document Library

Ribbon

Create a new document library within the current site based on one of the existing document library templates.

List Workflow

Ribbon

Create a new, custom workflow and associate it to one of the existing lists or document libraries within the current site.

Reusable Workflow

Ribbon

Create a reusable workflow in the current site.

Subsite

Ribbon

Create a new site or workspace under this SharePoint site.

Delete Site

Ribbon

Only active if no subsites are present. You cannot delete a site that has subsites. You need to delete subsites before deleting the parent site.

Rename

Ribbon

Rename the current site (title), the same as selecting the Title option in the Site Information section on the Settings page.

Reset to Template

Ribbon

Reset the site to its original site definition. Clicking this option prompts you with a warning dialog. Clicking OK in the dialog then launches the browser at the http://sitename/_layouts/reghost.aspx page, which includes the option to reset a specific page or reset all pages in the current site to the original site definition.

Add Users/Groups

Ribbon

Add users to one of the existing SharePoint groups.

Preview in Browser

Ribbon

Launch the site or page within a browser. This enables you to select from browsers installed on your computer and offers resolutions based on your current configuration.

Administration Web Page

Ribbon

Launches the site settings page in the browser.

Save as Template

Ribbon

Save the current site as a template (WSP) file. Note, this option is not available where the current site is based on a publishing site template and/or has the publishing Feature enabled; the command appears in the ribbon but is disabled.

Recycle Bin

Ribbon

Launch the site's recycle bin location in the browser.

Site Options

Ribbon

Alternative location for configuring certain site settings, such as SharePoint Designer settings.

Lists and Libraries

In SharePoint Designer 2010, unlike SharePoint Designer 2007, we have the option to work with existing and create new lists and document libraries, which means less dependency on using the browser while working with and customizing SharePoint sites. Specifically, in SharePoint Designer 2010, we have the option to directly manipulate the style and logic of lists and libraries using XSLT, which we cover in Chapter 22, "Overview of XSLT List View and Data View and Data View Web Parts in SharePoint 2010," and Chapter 23, "Working with XSLT List View Web Parts (XLVs)."

The Lists and Libraries tab, shown in Figure 7.40, provides access to all existing lists and libraries within a site, including any external lists, and access to subsequent settings pages for each list and library within the current site. I also refer to the settings page as the "gallery" page when accessing site objects such as lists and libraries.

Figure 7.40

Figure 7.40 Lists and Libraries tab options.

You can access the following tasks via the Lists and Libraries tab.

Table 7.5. Tasks Associated with the Navigation Pane Lists and Libraries Tab

Task

Location

Description

Lists

Settings/gallery page

Access lists within the current site. Access the setting page for each list and create new views, forms, workflows, and custom actions. Edit columns and manage content types and manage list settings.

Document Libraries

Settings/gallery page

Access document libraries within the current site. Access the setting page for each document library and create new views, forms, workflows, and custom actions. Edit columns and manage content types and manage list settings.

External Lists (related to external content types)

Settings/gallery page

Access external lists within the current site. Create new views, forms, and custom actions.

Create Custom List, SharePoint List, Document Library, External List, and List From Spreadsheet

Ribbon

Create new content within current site.

List Settings, Edit Columns, Delete (list, library or external list), Rename, Preview in Browser, Administration Web Page

Ribbon

Administrative functions specific to lists and libraries.

Save as Template

Ribbon

Save a list or document library as a reusable template (STP file). Note, External lists cannot be saved as templates.

Workflows

Workflows in SharePoint 2010 fall into three main categories:

  • List workflows: Specific to a particular list or document library.
  • Site workflows: Specific to a particular site within a site collection.
  • Reusable workflows (including globally reusable workflows that can be consumed throughout an entire site collection): A reusable workflow, unlike list or site workflows, can be saved as a (workflow) template and exported to Visual Studio 2010 for additional customization.

Selecting the Workflows tab in the navigation pane provides access to a site's workflows and options to edit existing and create new workflows. Globally reusable workflows are accessible from any site within a site collection. As shown in Figure 7.41, the Workflows tab provides access to workflow-specific tasks, including creating new workflows, editing an existing workflow, and importing and exporting workflows to Visio 2010. Workflows are covered in detail in Part IV of this book.

Figure 7.41

Figure 7.41 Workflows tab options.

You can access the following tasks via the Workflows tab.

Table 7.6. Tasks Associated with the Navigation Pane Workflows Tab

Task

Location

Description

List Workflow

Ribbon

Create a new list-specific workflow.

Reusable Workflow

Ribbon

Create a new reusable workflow that can be promoted to a globally reusable workflow and consumed by all sites within a site collection or exported to Visual Studio 2010. A reusable workflow is associated with a content type.

Site Workflow

Ribbon

Create a (current) site-specific workflow. A site workflow is independent of content types.

Workflow Settings

Ribbon

Navigate to the settings page for the currently selected workflow.

Edit Workflow

Ribbon

Jump directly into a selected workflow to edit it, including workflow steps, actions and conditions, and other workflow-related settings.

Delete

Ribbon

Delete the currently selected workflow.

Save as Template

Ribbon

Save the currently selected workflow as a template in preparedness for exporting to Visual Studio 2010. Only a reusable workflow (excluding globally reusable workflows) may be saved as a template.

Copy and Modify

Ribbon

Copy an existing workflow as the basis for a new workflow. Only reusable and globally reusable workflows may use this option.

Import from Visio and Export to Visio

Ribbon

Provides interaction between SharePoint Designer 2010 and Visio 2010. Imports or exports a Visio Workflow Interchange (VWI) file. The Export to Visio option is disabled if a Site Workflow is selected.

Associate to List

Ribbon

Associate a workflow to an existing site list. Only available for reusable and globally reusable workflows.

Associate to Content Type

Ribbon

Associate a workflow to a site content type. Only available for reusable and globally reusable workflows.

Site Pages

Selecting the Site Pages tab lists all of the current pages stored in the Site Page document library, including Wiki and Web part pages, as shown in Figure 7.42. Site Pages should not be confused with the Pages library, which is specific to the publishing functionality in SharePoint Server 2010.

Figure 7.42

Figure 7.42 Site Pages tab.

You can access the following tasks via the Site Pages tab.

Table 7.7. Tasks Associated with the Navigation Pane Site Pages Tab

Task

Location

Description

Clipboard

Ribbon

Cut, Copy, and Paste functions. Also has a small button for opening the Clipboard task pane on the right of the screen.

Web Part Page

Ribbon

Create a new Web Part page within the current Wiki Page library.

Page

Ribbon

Create a new page of type ASPX or HTML. Note: You may not create new Wiki pages in SharePoint Designer 2010. Wiki pages must be created via the Web interface.

Folder

Ribbon

Create a new folder in the current Wiki Page library.

Page Settings

Ribbon

Redirects you to the settings page for a selected page for additional file information, editing options, permissions, and version history.

Edit File

Ribbon

Edit in Normal or Advanced Mode.

Edit File With

Ribbon

SharePoint Designer as HTML or as Text, or edit using Notepad.

Delete

Ribbon

Delete the currently selected page.

Rename

Ribbon

Rename the currently selected page.

Reset to Site Definition

Ribbon

Active if a page has been customized in SharePoint Designer 2010. Returns a page to the original site definition on the Web front-end server.

Set as Home Page

Ribbon

Make the currently selected page the home, or initial, page for the current site.

Administrative settings, including Preview in browser, check in and check out options, import and export files, and Library Settings

Ribbon

Various administrative-related settings for the currently selected page. Note, the check in and check out options are only active if the Require Check-out option is enabled on the library.

Site Assets

The Site Assets library, shown selected in the navigation pane in Figure 7.43, not to be confused with the Asset, or digital Asset, Library, is specifically for storing functional file types, such as CSS, JavaScript, XML, and text files used in pages throughout sites. Image files may also be uploaded and stored in the Site Assets library. Workflow templates, that is, reusable workflows saved as templates, are saved to the site's Site Assets library where the resultant WSP file can be exported, or saved, and imported into Visual Studio 2010.

Figure 7.43

Figure 7.43 Site Assets tab.

An alternate location for storing global files, like CSS and XML files, is the Style Library which is located in the root site of a site collection. For example, you may choose to store your custom CSS files in the Style Library and then reference those CSS files in your custom master pages. The main difference between the Style Library and Site Assets library is that a Site Assets library is available within every site in a site collection. So if you have site-specific assets, or files, that are separate from the entire site collection then you would potentially use the Site Assets library for storing those assets.

You can access the following tasks via the Site Assets tab.

Table 7.8. Tasks Associated with the Navigation Pane Site Assets Tab

Task

Location

Description

Clipboard

Ribbon

Cut, Copy, and Paste functions. Also has a small button for opening the Clipboard task pane on the right of the screen.

Import Files

Ribbon

Import files, such as image files or CSS files, from another location.

Asset

Ribbon

Create a new CSS, JavaScript, XML, or Text file in the Site Assets library.

Folder

Ribbon

Create a new folder in the Site Asset library, for example to help categorize file types you add to the library

Asset Settings

Ribbon

Opens a settings page for the selected asset for access to file information, permissions, customization, and version history.

Edit File

Ribbon

Opens the file in its native default editor.

Edit File With

Ribbon

Offers editing options depending on file type.

Delete and Rename

Ribbon

Delete or rename the currently selected file.

Administrative options including Preview in Browser, Administration Web Page, Check In/Check Out, Export File, and Library Settings

Ribbon

Various administrative features.

Content Types

Selecting the Content Types tab provides access to all the site collection and site content types, as shown in Figure 7.44. If you are located within a subsite of a site collection, just as with working via the Web interface, you have the option to create new site-specific content types. Any changes you make to content types might also be pushed out to site collection sites and lists currently consuming those content types. In SharePoint Designer 2007, this functionality was not possible and it was necessary to access and modify content types via the Web interface.

Figure 7.44

Figure 7.44 Content Types tab.

You can access the following tasks via the Content Types tab.

Table 7.9. Tasks Associated with the Content Types Navigation Pane Tab

Task

Location

Description

New Content Type

Ribbon

Create a new content type within the current site. This content type is available to the current site's subsites.

Content Type Settings

Ribbon

Opens the settings page for the currently selected content type, which includes access to content type information, option to edit the content type columns, and general settings. Note: This option is disabled if the current location is not the source location of the current content type. You may still click the file but are not able to edit it unless you navigate back to the source site.

Edit Columns

Ribbon

Edit the columns related to the currently selected content type.

Delete and Rename

Ribbon

Delete or rename the currently selected content type. Note: These actions are not possible where the selected content type is currently in use within the site or site collection.

Apply to List

Ribbon

Applies the currently selected content type to a list within the current site. Note: In order to apply to a list, the list's Allow Management of Content Types setting must be enabled. This can be set by navigating to the respective list's settings page.

Site Columns

Selecting the Site Columns tab, shown in Figure 7.46, provides access to all the site columns available within the current site collection and options to create new site columns, change the data type in existing columns, add validation settings to existing columns, delete columns, and push changes made to existing columns out to lists currently consuming those columns.

Figure 7.46

Figure 7.46 Site Columns tab.

You can access the following tasks via the Site Columns tab.

Table 7.10. Tasks Associated with the Navigation Pane Site Columns Tab

Task

Location

Description

New Column

Ribbon

Create a new column in the existing site and have that column available to the current site's subsites.

Change Type

Ribbon

Change the data type, such as Single line of text, for the currently selected column. Note: This operation is only available to columns that support changing their data type post creation.

Column Settings

Ribbon

Modify column settings depending on column type and options included at time of column creation.

Validation Settings

Ribbon

Add a validation formula to the currently selected column.

Delete or Rename

Ribbon

Delete or Rename the currently selected column.

Show Editable Fields

Ribbon

Filters out those columns not editable. You are only able to edit columns in the site in which they are created.

Push Changes to Lists

Ribbon

Push changes made to an existing column out to lists currently consuming, or using, that column.

External Content Types

External content types are special content types connected to an external system, such as an SQL database and integrated with SharePoint sites. SharePoint Designer 2010 offers powerful configuration features for working with external content types, which we explore in Chapter 20.

One or more external lists may be associated with an external content type. Selecting the External Content Types tab provides access to existing external content types, as shown in Figure 7.47.

Figure 7.47

Figure 7.47 External Content Types tab.

You can access the following tasks via the External Content Types tab.

Table 7.11. Tasks Associated with the Navigation Pane External Content Types Tab

Task

Location

Description

New External Content Type

Ribbon

Create a new external content type connection to an external system, such as an SQL database.

New External List

Ribbon

Create a new external list to present data sourced by the external content type and display that data within a SharePoint site.

Edit External Content Type

Ribbon

Navigate to the settings page for the currently selected external content type.

Delete

Ribbon

Delete the currently selected content type.

Export Application Model

Ribbon

Exports the currently selected external content type in XML format that may be consumed and customized in other systems such as Visual Studio 2010.

Data Sources

Selecting the Data Sources tab, shown in Figure 7.48, provides access to the site's data sources, including existing lists, document libraries, external lists, XML files, any custom database connections, Web services, REST service connections, and linked data sources. Content sourced from data sources may be presented throughout sites in SharePoint by using such features as the Data View Web Part. Data sources are covered in detail in Chapter 19.

Figure 7.48

Figure 7.48 Data Sources tab.

You can access the following tasks via the Data Sources tab.

Table 7.12. Tasks Associated with the Navigation Pane Data Sources Tab

Task

Location

Description

Linked Data Source

Ribbon

Create a linked query between two or more data sources. Includes options for merged or joined relationships.

Database Connection

Ribbon

Create a database connection to an SQL server. Note: In SharePoint Server 2010 an additional authentication protocol that uses single sign on is available, unlike in a SharePoint Foundation 2010 server, which does not include that option.

SOAP Service Connection

Ribbon

Connect to a Web service and retrieve data.

REST Service Connection

Ribbon

Retrieve data using REST protocol, such as ATOM and RSS feeds.

XML File Connection

Ribbon

Retrieve data from an existing XML file.

Copy and Modify

Ribbon

Copy an existing data source and configure it using different parameters, such as filtering and querying parameters.

Master Pages

Selecting the Master Pages tab, shown in Figure 7.49, provides access to all the current master pages available within the current site, along with access to editing options. We cover master pages in detail in Chapter 17, but provide a summary of options below.

Figure 7.49

Figure 7.49 Master Pages tab.

You can access the following tasks via the Master Pages tab.

Table 7.13. Tasks Associated with the Navigation Pane Master Pages Tab

Task

Location

Description

Clipboard

Ribbon

Cut, Copy, and Paste functions. Also has a small button for opening the Clipboard task pane on the right of the screen.

From Content Type

Ribbon

Create a new publishing master page. This option is specific to SharePoint Server 2010 and not available in a SharePoint Foundation 2010 server.

Blank Master Page

Ribbon

Create a generic, blank master page.

Page from Master

Ribbon

Create a new content page (ASPX) based on one of the available master pages within the site.

Page Settings

Ribbon

Redirects you to the settings page for the currently selected master page.

Edit File

Ribbon

Edit the currently selected master page. Note: When editing master pages, safe-editing mode is automatically overridden.

Reset to Site Definition

Ribbon

Active if the master page has been customized in SharePoint Designer 2010. Returns a page to the original site definition on the Web front-end server.

Edit File With, Delete and Rename

Ribbon

Edit with alternative applications, delete, or rename the currently selected file.

Set as Default and Set as Custom

Ribbon

Set the default master page for the site. This master page is automatically applied to any new pages created in the site. A custom master page is specific to SharePoint Server 2010 publishing sites.

Page Layouts

Specific to SharePoint Server 2010, the Page Layouts tab, shown in Figure 7.50, only appears if the current site is based on a publishing site template or if the SharePoint Server publishing Feature is enabled on the current site. Page layouts are covered in detail in Chapter 15.

Figure 7.50

Figure 7.50 Page Layouts tab.

You can access the following tasks via the Page Layouts tab.

Table 7.14. Tasks Associated with the Navigation Pane Page Layouts Tab

Task

Location

Description

New Page Layout

Ribbon

Provides a dialog with options for creating a new page layout based on existing page layout and publishing content types.

Page Settings and Edit File

Ribbon

Launch the settings page or directly edit the currently selected file. Note: Check-out is required when editing publishing pages.

Site Groups

Site Groups in SharePoint Designer 2010 relate to SharePoint groups and site permissions. Selecting the Site Groups tab, shown in Figure 7.51, provides access to all the existing SharePoint groups within the current site, along with options for creating new SharePoint groups, adding and removing users, and assigning existing permission levels to groups. Again, this functionality is new to SharePoint Designer 2010. Previously, in SharePoint Designer 2007, it was necessary to modify settings such as SharePoint groups and group membership via the Web interface. You can also access SharePoint permission settings via the Home tab settings page.

Figure 7.51

Figure 7.51 Site Groups tab.

You can access the following tasks via the Site Groups tab.

Table 7.15. Tasks Associated with the Navigation Pane Site Groups Tab

Task

Location

Description

Add User to Group

Ribbon

Produces a dialog to add an existing user to one of the existing SharePoint groups. Allows adding multiple users and groups.

New Group

Ribbon

Create a new SharePoint group and assign a group owner.

Edit Group

Ribbon

Open a group's settings page.

Make Default Group

Ribbon

The default group is automatically selected when adding new users.

View Group Permissions

Ribbon

View a selected group's membership via the browser.

Subsites

Clicking the Subsites tab, shown in Figure 7.52, provides access to a site's Subsites. Note that subsites are also accessible via the Home tab settings page.

Figure 7.52

Figure 7.52 Subsites tab.

You can access the following tasks via the Subsites tab.

Table 7.16. Tasks Associated with the Navigation Pane Subsites Tab

Task

Location

Description

Save as Template

Ribbon

Save the selected site as a template file (WSP) for reuse within the current site collection or other, or import into Visual Studio 2010. This option is only available for non-publishing sites.

All Others

Ribbon

The Subsite button allows for creating new subsites and the Open Site button allows for opening selected sites in another instance of SharePoint Designer.

All Files

The All Files tab, shown in Figure 7.53, provides access to all files and folders, including hidden folders denoted by a prefixed underscore character, such as the _catalogs folder. This option is particularly useful when working with customizations such as themes (when you need to access theme files in the _catalogs/theme/themed folder). Themes are discussed further in Chapter 18.

Figure 7.53

Figure 7.53 All Files tab.

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