Michael's R3 Business Solution's Blog

Focusing the User on Information Specific to them – Part 3

michaelr3bs — Mon, 03 May 2010 20:09:02 +0000

Introduction

In Part 2, I talked about the power of Snaplets. Snaplets are self contained components that carry with them all of the business functionality of forms, displays, access to data, and end-user actions. They can be distributed and consumed by end-users without configuration. And because they are centrally configured and managed, the application owner can make a change, and that change will automatically updated wherever the Snaplet is used.

In part 3, I will discuss how to build a Snaplet using CorasWorks Global Links, Central Views and Actions. We will use the My Time-Off Requests Snaplet as an example. When added to a page within your SharePoint environment, this Snaplet will allow the logged in user to see the status of their time-off requests, create new ones, or work with existing ones:

Key Concepts

In order to being to understand how to build Snaplets, there are several key concepts you should be familiar with:

Global Links

Global links are a feature that simplifies the process of naming and maintaining a reference to a URL. It is simply an entry in a list that is comprised of a name and URL. Once created, a global link can be used whenever you want to reference a location where an application or list is located. The global link is used to tell the Snaplet where it can find the information it needs. If the application or list is moved, simply update the Global Link with the new URL, and automatically any view or action that uses the Global Link will automatically be updated. The Time-Off Request application uses a global link called [R3 Time-Off Request] which stores the URL of where the application is located. We will be referencing the global link when building our central views and actions

Central Views

Central Views are used to create and maintain CorasWorks views that can be shared by multiple data or navigation displays throughout your environment. They are saved to a library and then made available for use in a display. The advantage of using central views is that when you change a central view, any display that is using that view will automatically be updated. When configuring our Central View we will be referencing the Global Link [R3 Time-Off Request].

Configuring a Snaplet

Step 1 – Creating a Global Link

The first step is to create a global link for the Time-Off application. From the Site Settings page, use the Global Links Manager to create the global link [R3 Time-Off Request] and add the URL of where the Time-Off application is located.

Once created, we will use the global link when we build our Actions and Central Views.

Step 2 – Creating our Actions

We will now use the Actions Wizard to create the Actions which will part of the Snaplet. In this example we will be creating the action to allow a user to create a new time-off request. When creating the action, we will specify the Model List by using the Specify Site and substituting the Global Link. The action will use the Global Link to know where the model list is located:

Set the Data Source Selection to Static. This means that whenever the end user works here, they will use the centrally configured actions:

From that point on, configure the action as you normally would.

Step 3 – Creating the display for the Snaplet

We will use the Central Views Wizard to create our central view. In this case we will call it My Time-Off Request. Select the display type as grid. Once the central view is named and the display type is selected, the View Display Wizard will appear. It works almost exactly like a local display wizard does. When we configure the central view, we will be substituting the global link in several key places.

For the Model List, use Specify Site and enter the Global Link:

When selecting the Sites, use the Other Sites and enter the global link:

When adding actions to the central view, use the global link to point to the location where the action library is stored:

Any other configuration options are built exactly the same way as when using the local Display Wizard.

Step 4 – Creating a display that uses the central view

Once created, the Central View can be used in any similar display. To associate the My Time-Off Request Central View, add a grid display to a page. Instead of creating a local view, select Attach a Central View. Specify the central view location by using the global link [R3 Time-Off Request]. Then select the My Time-Off Requests central view and click on Add Reference:

Once you’ve associated your central view, click Apply and then the Views. You should see your Associated Central View:

If someone accesses the Display Wizard and tried to modify the view, they will be notified that the properties of the view are Read Only.

Step 5 – Saving the Snaplet to the Web Part Gallery

Once the grid display is configured to use the My Time-Off Requests Central View, the web part can be saved to the Web Part Gallery by clicking on the Save to Web Part Gallery link. Once the Snaplet is saved to the gallery, it is available to be added to any page within your SharePoint environment.

Conclusion

If at any point the Snaplet needs to be changed, simply open the Snaplets central view using the Central View Wizard and update the view. You can change how the display looks, or even add additional actions.

Although in the example, our Snaplet only contains a single view, it can actually contain an unlimited number of views. The only criteria are that they all must be the same display type.

Snaplets are a great way to allow users views and work with information anywhere they wish. And because they are centrally configured and managed, they will save you a lot of time and effort whenever you wish to make a change.

Focusing the User on Information Specific to Them – Part 2

michaelr3bs — Tue, 13 Apr 2010 18:31:40 +0000

Organizations are starting to build and deploy business applications within their SharePoint environment. Once deployed, these applications are available to users within a single department or across the entire organization. Users navigate to the application and access specific features based on what they need to do. For example, R3 Business Solutions (R3BS) publishes a Time-Off Request Management application. The application allows employees to create time-off requests. They submit their requests to a manager who reviews and approves the request. The application would typically be installed and managed by the HR department. The assumption is that there would be one or more administrators in the HR Department who would be working in the application and be responsible for managing it. End-users would go to the application to add a new request or check on the status of an existing one. Their manager would need to go to the application to review and approve the requests they are assigned. Both groups of users would need to be familiar with the application in order to access a particular feature. And because there would be information that shouldn’t be available to them, individual pages or lists would need to be secured. In any case, users would be working in the application.

However, in a distributed work environment such as SharePoint there may be a better way. Imagine if you could distribute features of the Time-Off Request Management application across your SharePoint environment. End-users would be able to add new requests and check the status of existing requests from wherever they work within SharePoint, such as a My Site or departmental dashboard. Managers would be able to see all of the requests they need to approve from where they work as well. They would have access to the same features just as if they were working in the actual application, but would never have to actually go to the application. This can be accomplished by building and deploying Snaplets.

Snaplets are self contained components that carry with them all of the business functionality of forms, displays, access to data, and end-user actions. Snaplets give the ability to distribute functionality outside of the application. This technology allows you to create pre-configured web parts that are specific to a task. They can then be distributed and consumed by end-users without configuration. Additionally, they are centrally configured and managed by the application owner. This means that the application owner can make a single change within the application and the distributed Snaplets will change without having to touch the UI where they are deployed.

As an example, the Time-Off Request Management application comes with four Snaplets:

My Time-Off Requests – shows the currently logged in user the status of their requests along with actions to create and submit requests
Time-Off Requests Assigned To Me – shows the currently logged in user those requests that are assigned to them for review along with actions to approve or reject the request
Shared Time-Off Calendar – shows a calendar view of approved time-off requests
Approved Time-Off Requests Chart Report – Shows a chart of approved time-off requests organized by type of request and the person who made the request

These Snaplets can be added to any page within your SharePoint environment. They work exactly the same as if the user was actually in the application. And because they are centrally managed (one touch), they require minimal maintenance. Any change that is made to the display will automatically be changed anywhere the Snaplet is used. Whether the change requires adding a new column to display, or associating a new action, simply make the change once and you are finished.

In Part 3, I will show you how to actually build and deploy a Snaplet using Global Links and Central Views.

Focusing the User on Information Specific to Them – Part 1

michaelr3bs — Mon, 22 Mar 2010 19:06:46 +0000

Like most developers, there are certain standards that I try to following when designing or building SharePoint applications using CorasWorks. Some of these standards relate to simple naming conventions of lists, columns, or actions. Some of them are larger architectural considerations such as when to build local versions of an application and when to build one touch versions using Central Views and Global Links. One interface standard I always try to follow is making sure that end-users can easily access information that’s specific to them and their job. This is especially true of business process applications where an end-user makes a request and a manager approves the request.

Let’s take the example of our Time-Off Request Management application. This application allows end-users to request time off and have their manager approve the requests. Once approved, the request will show up on a shared calendar and can also be forwarded to HR or Payroll for additional processing.

When an end-user opens the application they can immediately go to a view called My Requests. This view will show them all of the requests they’ve created. They are organized by status so that they can easily identify where a particular request stands.

Everything the end-user needs to see and do relating to their own time-off requests are contained within a single view.

There are multiple actions available that allow an end-user to create new requests, submit requests, or perform a variety of other functions.

Managers have their own view to show them any requests that have been assigned to them for review. They also have multiple actions available for them to perform their review.

Using this design, allows both the end-user and manager to quickly and easily access information that is specific to each of them.

In Part 2, I will show you how you can distribute both the end-user and manager features across your SharePoint environment using Snaplets.

Free Knowledge Base application released

michaelr3bs — Thu, 04 Feb 2010 14:15:21 +0000

R3 Business Solutions has released a Knowledge Base application which allows you to create and manage knowledge base articles for your employees, customers, or partners. It can be used for many different purposes such as providing customer support for products or services, training of new employees, or sharing partner documentation. Administrators create and publish knowledge base articles that can be reviewed by the appropriate individuals before being published. One or more documents can be attached to any article. Once published, users can quickly and easily locate and retrieve articles based on a title, category, or one or more key words. Once a user finds the relevant articles, they can be viewed or emailed to anyone. When an article is no longer applicable, it can be archived. The archived article will remain in the system but will only be available to administrators. Archived articles can be updated and published again.

One of the new Workplace Suite features is Dynamic Filtering. Our Knowledge Base application takes advantage of this by feature by allowing users to enter information into a display such as a search box. Whatever is entered is passed to one or more CorasWorks displays using the URL. It works with Grid, Calendar, and Chart displays.

In the example shown below, the grid display is being filtered to show information based on what a user enters in the search string box. It searches and returns articles that contain what the user entered within the title, category, or one or more key words.

The Knowledge Base application runs on the CorasWorks Workplace Suite version 10.2 or higher. It also uses the Workplace ID Generator v1.6 which is available for free in the CorasWorks App Store.

For more information about R3 Business Solutions and our applications, please visit our website.

Free Time Tracker application

michaelr3bs — Mon, 18 Jan 2010 19:05:16 +0000

We have just released a free Time Tracker application which was built using the CorasWorks Workplace Suite v10 for SharePoint 2007. The Time Tracker application allows you to record and track time for both employees and contractors. It can be used to track time associated with specific projects or as a general time tracking solution for a team or project. Time entries can be organized by activity and can also be categorized as billable or non-billable. The application comes with both grid and chart reports as well as dynamic search to allow you to pinpoint specific time entries. For more information or to download the application visit the CorasWorks Community App Store.

Budget Change Request app released

michaelr3bs — Tue, 01 Sep 2009 20:52:57 +0000

We just released The Budget Change Request Management application - a comprehensive solution that enables a department or business function to manage the process of submitting and approving budget change requests. You can see it in the CorasWorks App Store along with other applications published by R3 Business Solutions – http://community.corasworks.net/appshome.aspx