Using External Data SharePoint Saturday 2012

My Published Books
0 User’s Guide to the Apple ][ - 1983
0 FoxPro 2 Programming Guide – 1992
0 Debugging and Maintaining FoxPro – 1992
0 Using Visual FoxPro 3.0 – 1995
0 Using Visual FoxPro 5.0 – 1996
0 Office and SharePoint User’s Guide – 2007
0 Office and SharePoint User’s Guide – 2010

Speaker at:
SQL Saturday – The Original, 4, 8, 10, 15, 16, 21, 32, 38, 49, 62, 74
Code Camp – Orlando – 2009, 2010, 2011
SharePoint Saturday Tampa 2011

SharePoint Saturday - Orlando 2012 - Michael P.
6/09/2012 2
Antonovich

What is External Data in
SharePoint?
0 External Data can come from a variety of sources outside of
SharePoint but which you want to use in SharePoint either as a
separate list, as part of an existing list, in libraries, and together
with other Microsoft Office tools that work with SharePoint.

6/09/2012 3
Antonovich

External Data PreRequesites
0 Business Connectivity Services (BCS) – Available in all
versions of SharePoint
0 An external data source such as SQL Server
0 One or more of the Microsoft Office 2010 products

6/09/2012 4
Antonovich

What We Will Demo
0 Creating a simple External Content Type for use within

SharePoint.

0 Use the External Content Type in a External List

0 Use the External Content Type as a lookup source for an existing

Custom list.

0 Display external data in Outlook.

0 Use External Content Type in a Word Template.
6/09/2012 5
Antonovich

What You Cannot Do with an
External List

0 You cannot switch to datasheet mode

0 You cannot create new columns for an External List

0 You cannot export data to Excel

0 You cannot define a RSS feed

0 You cannot assign a workflow to the list

6/09/2012 6
Antonovich

What You Cannot Do with an
External List cont.

0 You cannot create folders and store items in folders.

0 You cannot have attachments

0 There is no version history

0 You cannot define item level permissions

0 You cannot modify the form using InfoPath

6/09/2012 7
Antonovich

Demo

0 Creating an External List

6/09/2012 8
Antonovich

Business Data Connectivity
Service
In Central Administration,
make sure that the Business
Data Connectivity Service is
started.

6/09/2012 9
Antonovich

Open Site in SharePoint Designer

6/09/2012 10
Antonovich

Select the External Content Types area and then
click External Content Type in the File ribbon

6/09/2012 11
Antonovich

Set the properties of the External Content Type including the Name,
Display Name, Office Item Type, Offline Sync for External List and
External System

6/09/2012 12
Antonovich

Select Your Data Source

6/09/2012 13
Antonovich

Select a Table or View and
Specify Operations to Create

6/09/2012 14
Antonovich

The first screen of the wizard is
informational and remind you
what operations you are about to
create. However

6/09/2012 15
Antonovich

The second screen
of the wizard
shows all the fields
in the table or view.
You can select to
include or not
include individual
fields and to define
other properties of
each field.

6/09/2012 16
Antonovich

Define which fields from the table or view will appear in the Picker list
when allowing the user to select a record from the External Content
Type such as when an External Content type is added to a custom list or
library as a external data field.

6/09/2012 17
Antonovich

For the first
example, we
will not add a
filter

Click Finish
on the Wizard
and then Save
the ECT.

By default, an External List displays only the first 200
records from a External Content Type. You can use filters to
change the number of records retrieved or define a subset
or you can leave the default.
6/09/2012 18
Antonovich

After saving the External Content
Type Definition, you need to go
into Central Administration again
to at least select: Set Permissions
to determine who can use the
External Content type. Creating a
profile page is option, but is used
to display all of the data
associated with a specific record
from the external content type.
Before you can create a Profile
Page, you must first create a
Profile site where the Profile
pages are stored.

6/09/2012 19
Antonovich

Set the permissions for the External Content Type by individual users or
Active Directory groups. For example, you could grant execute rights
without giving the user rights to edit or set additional permissions.

6/09/2012 20
Antonovich

After you have created the External Content Type
and have assigned permissions to the ECT, you can
create a new External List on your site to use it.
6/09/2012 21
Antonovich

Under Data Source Configuration, select
the rightmost button to display and
select from a list of the possible External
Content Types you have defined within
the current site collection.
6/09/2012 22
Antonovich

After defining the External List,
SharePoint will display the data

6/09/2012 23
Antonovich

Adding External Data to an
Existing Custom List

6/09/2012 24
Antonovich

Open the list where you want to use the External
data and from the List ribbon, select List Settings.
Click on Create Column in the Columns section of
the List Settings page.

6/09/2012 25
Antonovich

After selecting the Column Type: External Data, you
can click the rightmost button for External Content
Type to display and select from a list of available
External Content Types.

6/09/2012 26
Antonovich

You need to pick a field
that will appear in the
column you just created,
but you can select
additional fields from the
External Content Type to
be displayed in the
record.

6/09/2012 27
Antonovich

Share an External
Content Type with
Outlook as
Contacts

6/09/2012 28
Antonovich

Begin by creating a new External Content Type like before, but
select Contact as the Offline Sync for External List.

6/09/2012 29
Antonovich

Select the
table or
view and
then select
the fields
you want
to include
and define
their
properties

6/09/2012 30
Antonovich

Set Parameter Properties for each field you want to
include. Remember one field must be used as the
identifier column (unique) and one or more fields
can be used by the Picker

6/09/2012 31
Antonovich

When sharing data with Outlook, you must map at least the first name
and last name or the full name fields to the corresponding fields in the
Outlook field types for the linking to work.

6/09/2012 32
Antonovich

Again you can
define filter
parameters.

6/09/2012 33
Antonovich

Define Filter:
• Comparison
• Limit
• Wildcard

6/09/2012 34
Antonovich

Save Set
Type Properties

6/09/2012 35
Antonovich

Build a External Data
List. Select Connect to
Outlook from the List
ribbon. Result appears
in SharePoint External
Lists within Outlook

6/09/2012 36
Antonovich

Example
of
External
Data
Surfaced
in
Outlook

6/09/2012 37
Antonovich

Use External Data with a
Document Library

6/09/2012 38
Antonovich

Using the same External Content Type as we used for
Outlook, create a new document library. Add a custom
column and define it as an External Data Type.

6/09/2012 39
Antonovich

Now when you upload
a document, one of
the properties you
must fill in is the
linking External
Content type field,
Content Name in this
case.

6/09/2012 40
Antonovich

When you select a name from the External Content Type, the
default field (Full Name in this case) appears and any
additional columns are included as read-only metadata.

6/09/2012 41
Antonovich

Using External Data in a Word
Document from a SharePoint
Library

6/09/2012 42
Antonovich

Begin with a basic Share Documents library, add a column
with the type External Content Type. Then open the
Advanced Settings page of the Library Settings.

Click Edit Template

6/09/2012 43
Antonovich

Use Quick
Parts when
defining the
template
and open the
Document
properties to
select fields
from the
External
Content
Type.

6/09/2012 44
Antonovich

Create a New
Document from
the Edited
Template

6/09/2012 45
Antonovich

You can select items from the Pick List or if you defined
Wildcard filters, you can enter partial text to display any
records that contain that text in the primary field.

6/09/2012 46
Antonovich

After New
Document
is saved,
metadata
appears in
the library

6/09/2012 47
Antonovich

GOT QUESTIONS?

6/09/2012 48
Antonovich

Thank You
Don’t forget to fill out your
evaluations.

Mike@micmin.org
SharePoint Book Site:
http://SharePointMike.WordPress.com
6/09/2012 49
Antonovich

Using External Data SharePoint Saturday 2012

Empfohlen

Empfohlen

Weitere ähnliche Inhalte

Kürzlich hochgeladen

Kürzlich hochgeladen (20)

Empfohlen

Empfohlen (20)

Using External Data SharePoint Saturday 2012