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Fun With Announcements - Part 2

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Categories:SharePoint Designer; Data View Web Part; MOSS; WSS; 2007; 2010; Site Manager/Power User

Create Alerts Based On Announcement Categories

Here’s how to use a single announcements list, categorize the announcements by department, and allow alerts to be created per category.  This list can also be set up to display only the announcements of the logged in user’s specific department.

  • In your announcements list, create a new column called “Department”, as a text box, choice list, or even a lookup to a separate list of departments.
  • In the list, create a new, filtered view for each different department, like this:
    Click the View drop-down box at the top right of the announcements list, and choose “Create View”, choose Standard View.
    In the Filter section, choose to filter by Department is equal to department name. 
    Do a new view for each department.
  • Now that the filtered views exist, alerts can be set up based on them.

Try it out.  On the announcements list, click <Actions> and choose <Alert me>.  You’ll notice that in the “Send Alerts for These Changes” section, there’s a new option that lets you choose to be alerted on items that exist in a particular view. 

Alerts

In this case, it’s a particular department’s announcements.  Also, as an administrator, since you have the ability to set up alerts for other people, you can create a new alert based on new items created in the view for each department, and have that alert sent to members of a departmental group in Active Directory.

Here’s a bonus:

In MOSS Enterprise, set up the announcements web part to display only those of the logged in user’s specific department:

  •  On the announcements web part, edit the properties of the web part.  Edit the current view, and add the Department column to the view.
  • Add the “Current User Filter” web part to the same page.  In the web part toolpane, in the “Select value to provide” section, select the dropdown box called SharePoint profile value for current user, and select the field, “Department”.  Click OK in the web part toolpane.
  • Create a web part connection between the Current User Filter and the Announcements web part’s Department field. 

Now, the announcements web part will only display the current user’s departmental announcements.

Note: If your announcements web part were a Data View Web Part, step 1 above could be skipped.  In other words, when it’s a DVWP that is the consumer web part, the connected field is not required to be displayed as a column in the web part.

Tomorrow we'll look at modifying the default "Current View" of the announcements Web Parts.

Comments

Laura Rogers » Blog Archive » Fun With Announcements - Part 2

Fun With Announcements – Part 2

[...] Here is the link to it: http://www.endusersharepoint.com/?p=1402 [...]

Posted 04-Mar-2009 by Laura Rogers » Blog Archive » Fun With Announcements - Part 2
GathersMoss

Fun With Announcements – Part 2

Hi,
I wanted to use the announcements web part since it shows the 'new' icon for the new items. now, I don't want to see 'department' in the view/on the web part. How do I filter on that column for the current user, without having it in the view?? If I implement it using Data view web part, How do I display the 'new' icon??

Thanks,
GM

Posted 16-Mar-2009 by GathersMoss
Stephanie

Fun With Announcements – Part 2

Is there a tool for announcement lists across a site collection using target audiences that will automatically compile an individual users announcements and formulate an email sent to each user like a daily announcement summary? (This to avoid the end user having to subscribe to every announcement list in a site collection.)

Posted 16-Mar-2009 by Stephanie
Ian

Fun With Announcements – Part 2

Hi,

In my Announcement list I have a column named "Target Audience" which I can choose who this announcement applies to. I then created views based on this column so employees could create their alerts accordingly.

The problem I discovered is that when your view has a filter to show only where "Approval Status" equals "Approved"... it disappears as an option to create an alert me. In other words, it no longer shows on the Alert Me page where you can select a view.

Weird. Anybody have an explanation for this?

Thanks. This series of articles was very helpful.

Ian

Posted 23-Mar-2009 by Ian
Robert Corlin

Fun With Announcements – Part 2

Nice, is there a way to allow the SharePoint to look at the group permissions in AD to show the announcements relative the users group?

Posted 07-May-2009 by Robert Corlin
Luiza

Fun With Announcements – Part 2

Hello,
I'm trying to configure a Current User Filter webpart but under "Sharepoint profile value for current user" I get an empty list. What am I doing wrong?

Thanks

Posted 13-May-2009 by Luiza
Laura Rogers

Fun With Announcements – Part 2

Robert,
If you set item level, specific permissions on each announcement, then that would be a way so that users would only see announcements that they have permission to see. That's kind of high-maintenance, but it's one way to do it.

Posted 13-May-2009 by Laura Rogers
Laura Rogers

Fun With Announcements – Part 2

Luiza,
What are you trying to accomplish with the current user filter web part? What field did you use to connect it to the announcements list? Created By? If so, this would only show the currently logged in user's announcements they created themselves. An alternative approach would be to set up the current user web part to look at the "Department" field, and connect it to a department field in the announcements list, so that a logged in user will only see announcements targeted to their department.
(This is a MOSS only solution, for others of you who are reading this)

Posted 14-May-2009 by Laura Rogers
Luiza

Fun With Announcements – Part 2

Hello Laura,
Thanks for your quick response.

I tried to apply your bonus solution to my issue tracking list (which also includes a department field).
I do follow the steps given by you:
1. add the Department column to the current view.
2. add the Current User Filter to the same web part page
3. open the tool pane, select the "SharePoint profile value for current user" option and try to select the "Department" field.

BUT... The list box is empty and will not let me choose any property of the user profile.

I have full control permissions on my site.

Posted 14-May-2009 by Luiza
Laura Rogers

Fun With Announcements – Part 2

Luiza,
The information in that drop-down box comes from your shared services provider (SSP), in the user profiles and properties section. Sorry, I don't know what to tell you to fix it.

Laura

Posted 14-May-2009 by Laura Rogers
Luiza

Fun With Announcements – Part 2

It is a great day!

I activated SharePoint Server Publishing Infrastructure (because I needed Content Query Web Part) and guess what? Current User Filter also works, dropdown box being populated with information from current user profile.

I should read more about SharePoint Server Publishing Infrastructure in order to understand its influence over Current User Filter...

Luiza

Posted 21-May-2009 by Luiza
Robert Corlin

Fun With Announcements – Part 2

What I thought about doing was Setting up groups and allow the people that wanted only that group to see, I started it, but never followed through with it. I think that this would be to hard for the average user. I love SharePoint. I think it's the best thing MS came out with so far!!

Posted 19-Jul-2009 by Robert Corlin
Mark Opti

Fun With Announcements – Part 2

just wanted to say thank you for great article. I am really impressed with Laura's teaching skills. This is one the most logical and concise training tips I worked with ( in my long 15 years as IT professional).

Posted 06-Nov-2009 by Mark Opti
Nadine

Can this be done with SP 2010?

I've just come upon this tip, and would love to use it in SP 2010.  however, the option to select the category no longer appears to be available.
 
Is there another way to achieve this now?
 
Many thanks, and thanks for the great information you provide here and on your own blog.  As a new SP user I am finding it very valuable!
 

Posted 02-Aug-2011 by Nadine
Laura

"category"

Yes, it can be done in 2010.  There's no actual "category", in this example, I created a column called Department, and used it to categorize each annoucement.  You can create whatever field you want and categorize your own announcements however you want.  As long as you create filtered views, you can still create alerts per view.

Posted 02-Aug-2011 by Laura
Nadine

Thank you!

Thanks for the quick response, and for pointing out what I was doing incorrectly.  Worked perfectly :)

Posted 02-Aug-2011 by Nadine

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