We saw last time how I can easily see all the documents in the current site that I last modified or created with the Relevant Documents web part. However, what do I do if I want to see all of my documents in any one of several different sites? Do I have to navigate to each of these sites and open a page with a Relevant Documents web part?
Fortunately, there is an easier way! The Site Aggregator web part allows me to view my documents stored in any number of sites from a single place, sort of.
After reading my last blog article, I’m going to assume you know how to add a web part onto a page in your site. (If you skipped that blog, you can always go back to it at: https://sharepointmike.wordpress.com/2015/06/27/) As with the Relevant Documents web part, the Site Aggregator can be found in the Content Rollup category for both SharePoint 2010 and SharePoint 2013. After adding the web part to the page, it looks something like the following:
At first, I may be puzzled by the text telling me to click on the “Add New Tab” icon. The first thing I should know is that each site that I want to pull documents from will be displayed separately and that I must choose the site I want to view by clicking on a tab/link across the top of the web part. To add a new tab, I need to click on the icon that appears in the top right of the Site Aggregator that looks like a drive icon with a yellow asterisk in its upper right corner.
This button displays a dialog that lets me enter the name of the site that I want to view. For example, the following figure shows a reference to a demonstration school site. Note that the URL does not point to a specific page. Rather it is the URL of the site only. Also notice that the URL must end with a slash ‘/’. The second property in this dialog is the name that will appear in the tab/link across the top of the Site Aggregator.
When I click the Create button, the Site Aggregator shows the contents of all libraries in the selected site and lets me click on the document name to open the document directly or by clicking on the location, to go to the document’s library.
So far, that works pretty much like the relevant documents web part. The feature that makes this web part different is that I can click on the Add New Tab to add another URL to a different site. In fact, I can add several new tabs as shown in the image below which includes separate tabs to view the documents found in each of the individual grade sub-sites for this virtual school.
Notice how the tabs/links can actually require more horizontal space than the size of the page. When this occurs, double angle brackets appear at the beginning and end of the row to allow me to horizontally scroll through the tabs. I can also use the down pointing arrow to the right of the Add New Tab button to open a dropdown menu of the available tabs.
If I open the web part properties as described for the Relevant Documents web part, I will see the properties that I can modify for this web part. As before, I may want to change the title for the web part that appears at the top of the web part.
Two additional unique properties to this web part are in the View and URL groups. The View group has a single property that lets me control the number of characters that appear in the tab/link before ellipses replace the balance of the characters. According to the documentation, this feature can be used to control the number of characters used in the label. I believe that in SharePoint 2010, I must allocate 2 characters of this number to the ellipses to determine the actual number of characters displayed. For example, a value of 10 allows for 8 characters plus the ellipses. In SharePoint 2013, this property seems to be ignored in my test site. But that may just be my site. What do you get?
The URL group prompts me for a character string that it will add to the URL provided when I define a new tab to specify exactly what is returned by the web part. The default string: _layouts/MyInfo.aspx uses a predefined view that displays content from the site library that shows documents that I modified or created.
However, it also appears possible to replace this string with others. For example I could enter the string: _layouts/SiteManager.aspx.
This string opens the Site Content and Structure view which displays all the documents in all the libraries for the site.
Note that I can navigate to other sites as well as the current site by using the leftmost panel and then by selecting different views, quickly determine which documents I have checked out, have modified, are pending approval, or are still in draft mode.
In future months, I may examine some of the other lesser used web parts and explore their use.