Delivering a Consolidated Snapshot from Multiple SharePoint calendars

Next Steps - Download & Instructions

Next Steps - Download & Instructions

I'm giving this away for free, but it doesn't come without a price

Your price is feedback

I’d like to hear how you use it, and your feedback on ideas that would make it better. If they’re suggestions that are applicable to a broad audience, I may revise and publish updates. I don’t care too much if you don’t like my color scheme, or selection of fonts, so please don’t share your thoughts about that. But true, actionable feedback that could make the app better would be appreciated, and may be rewarded. 😉

Send feedback to Beth.Hall@StraightenTheMaze.com

Using the Company Happenings App on your Intranet

  1. Download the package.
  2. Instructions on how to import a PowerApp package to your environment
  3. Once Imported, Open the App in edit mode
  4. Create Data Connections to your SharePoint Calendar Lists and change all of the data sources to your data sources.  You will need to change all of the sources on all of the screens.
  5. Follow the configuration instructions below for the Metadata fields on your SharePoint calendars and the App filters.

PowerApp Package

Important Notes:

  • I created the app in, and exported it from my Lab environment.
    • I successfully loaded it into my production tenant, which does NOT have the same architecture (actually has very different architecture).
    • These two tenants are on different release cycles for SharePoint.
    • It worked fine in both.

 

  • Uploading the app to my second tenant and changing the data sources was a pretty simple process.  But if you don’t know PowerApps, it may be a challenge.  I’d suggest that this is not a good 1st timer activity in PowerApps–you’ll do better with a little experience in the environment first.

 

  • It is important that you don’t delete my data sources until you create yours and point to them.
    • Otherwise, you may lose the filters and sorts.
    • Filters and sorts were a real pain to set-up, so be careful here–especially if you don’t know PowerApps.

 

  • PowerApp doesn’t automatically see SharePoint Calendars as data sources when you load a SharePoint Site.
    • However, if you type in the name of the calendar in the “Enter custom list name” field, it will connect to it just fine.

 

  • My data source calendars all include the custom Metadata fields “Highlight Indicator” and “Highlight expires” as detailed below.
    • This is what triggers the Star element on important events.
    • If you do not have these fields on your lists you will get an error.
    • If you do not want this feature:
      • Delete all of the “Star” elements from all of the galleries.
      • Modify the home screen to delete the bottom “Important Events” section
      • Delete the Important Events Detail screen
    • If you want to create the same functionality, but base it on yes/no fields rather than the Managed metadata, your filter will be simplified, and will reference the actual field data rather than the GUID.
      • I did this in my lab, here’s the filters that worked for me.
        • Filter for all Star items, on all screens and galleries, in the “Visbile” field
          • If(Highlight=true,true,false)
        • Important Items Gallery Data Items (load filter)
          • Filter(Events,EndDate>Now()
            And
            Highlight=true
            )

 

  • Be sure to review the release notes for Version 2 of this template. Quite a few changes were made, and an alternative version is available.
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Metadata Configuration:

This app is set-up to work in my environment, following the “Straighten The Maze approach.”  I use Universal Site Columns to manage metadata fields.  I do this so that I can have consistency throughout the ecosystem, and only have to change the information in one place, and have it propagate everywhere.  I use Term sets for all multiple choice columns that are used in more than one place.  The approach I’ve described for highlighting and promoting content using Metadata, like I’ve done with the calendar items and stars, is an approach used throughout my ecosystem. Setting it up as a Managed term set gives me utmost flexibility for future changes, and consistency.

That said, it requires a little-bit of set-up, but then you can use it to highlight other things (like important news articles) as well.

Part 1: Metadata Setup

Term Store Group

In your tenant’s Term Store, set-up the following Term structure and terms

  • Term Group:  “Intranet Operations”
    • Term Set: “Highlight Item”
      • Term: “Don’t Highlight”
      • Term: “Highlight”
Calendar list custom columns

Create the following columns in all of the calendars you are going to use with the app.

Highlight Indicator
  • Type:  Managed Metadata
  • Description:  “Flag item for short-term promotion”
  • Required: No
  • Enforce Unique Values: No
  • Allow Multiple values: No
  • Display term label in field
  • Use Managed Term Set: “Highlight Item”
  • Allow Fill-in: No
  • Default value: Don’t Highlight
Highlight Expires
  • Type: Date & Time
  • Description: “Provide last date for short-term promoting”
  • Required: No
  • Enforce Unique Values: No
  • Date & Time Format: Date Only
  • Display Format: Standard
  • Default value: None

Part 2: App Configuration for Metadata

When using Managed Metadata, the Terms you select aren’t actually stored in the list columns, a reference to them is.  This reference is called the term’s GUID.  The reason for this is that it allows you to change the term, or move it to someplace else in the term hierarchy, and the column data will reflect that change.  This means that when you pull these columns into Power Apps or Flow, the words aren’t in the column, instead you’ll see a long code of characters.

In this app, the filtering for important events is done with the GUID for the term “Highlight”  This GUID code will be different on your site/tenant, than it is in mine.  There’s a secret list on every site that lists the GUID for all terms used on the site, so we’ll go to that secret list to copy it and then change the filters in the App.  Note that for a term to show up in this list, it must be used.  It cannot be just in the term set, but must be selected somewhere on your site.  So before we move forward, create an event and mark it to highlight it.

Now go to the secret list and find the GUID for the term “Highlight”.  It will look something like this:  b10eb84d-e653-4ec0-8241-ad08d8490746

Access your hidden list here:  <Tenant>/<Site>/Lists/TaxonomyHiddenList/AllItems.aspx

ID for a term

The filter code that you need to change the GUID for is for the star element that is used in 3 of the home page galleries, and on each of the detail screens.  To change, select the Highlight Star, and go to the “Visible” field, change my GUID to yours.  Here is an example of the filter code:

If(ThisItem.Highlight_x0020_Indicator.TermGuid=”b10eb84d-e653-4ec0-8241-ad08d8490746“,true,false)

the GUID is shown in bold.

 

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