SharePoint components - business processes without development, InfoPath, SharePoint Designer or workflows. SharePoint Services, SharePoint Foundation & SharePoint Server 2010-2016.

Tutorial

Create a history section

Users like to be able to see the history of the status of a project. We can use smart actions to automatically log key events for later reference. In this way, at any time users can see a history of the key actions that have taken place on a project.

Instructions

  • Create a standard SharePoint multiple lines of text field called History. Use the Enhanced rich text option.
  • Using Tabs and tab permissions, create a History tab and add the newly created History field.
  • Using advanced column permissions settings, set the History field as read only.
  • Create an update smart action to update the History field with the latest entry.
  • Use the example code which includes HTML and CSS to prepend the most recent entry to the beginning of the log:

<div style="border: 1px solid gray; padding: 5px;">Date/Time: <strong>[Now]</strong> Workflow User: <strong>[Last Workflow User]</strong> Workflow Action: <span style="font-weight: bold; background-color: black; color: white;">[Workflow Action]</span> Workflow Note: <strong>[Workflow Note]</strong></div>[History]

  • Notice the new log entry is added at the beginning of any previously stored content in the History field.

Be careful with that code!

Including HTML and CSS entries can help to add extra polish in fields, but use code entries carefully. Syntax errors or mistakes in the markup can break the entire flow of a web page. Use entries that are easy to follow and double check your work each time.

Summary

A history log is an important part of a polished project tool. Often times it is necessary to track the history of a project in order to identify bottle necks and improve the process. The history also provides better accountability and transparency for user actions. With this functionality, users can easily see who is working on a project, what updates are being made and when they are taking place. The history can also provide clues on how to revise the tool functionality to provide better results.

Last modified: 9/28/2015 1:23 PM
5 comments [latest: 11/11/2016 8:59 PM]
Priyanka [2/9/2016 7:33 PM]
Thanks for the post. Any leads on how can we use a History List here instead of a column? Thanks
Vladi Gubler [2/9/2016 7:43 PM]
Priyanka: you mean put the history entries in a different, linked list? Easy, use Associated items column and an action.
Morten [11/11/2016 8:24 PM]
Hi, When trying to add the code, I get the error Value must Return 'text' Any suggestions?
Vladi Gubler [11/11/2016 8:59 PM]
Morten: check your syntax, there is probably a problem in your function.
 
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