SharePoint lists have a default limit of 5,000 items per view. But lists can contain 30 million items (just not all available in one view). Since you’re reading this, perhaps you’ve already learned this from an error message such as:
The view cannot be displayed because it exceeds the list view threshold (5000 items) enforced by the administrator.
To view items, try selecting another view or creating a new view. If you do not have sufficient permissions to create views for this list, ask your administrator to modify the view so that it conforms to the list view threshold.
First of all, when in doubt, refer to the documentation provided by Microsoft. Read it carefully to understand limitations in your specific environment, explanations of various actions and rules and the permissions required to correct the issue.
I frequently reference two resources linked at the bottom of this post that speak to the features unique to 2010 and 2013 workflows. Unfortunately, once you pick which workflow platform you’ll be building upon you can’t switch. So it’s important to use these lists in your evaluation phase to make sure you’ll be picking the right platform for the job. Keep in mind, you can always start a 2010 workflow from within a 2013 workflow.
Perhaps one of the most useful automated processes out there is the ability to do approval processes. We fortunately have two tools on-prem or online that allows us to perform this action. Microsoft Flow offers some incredible connectivity between services (like approve a Tweet and post it, approve something from Google Docs and have it moved to SharePoint, etc.), but the approval process itself is very simple at this point and doesn’t offer some of the more robust features and customization options we get in SharePoint Designer 2013 approval processes.
I also will use both tools in the same business process occasionally, because they both have unique strengths.
But which do you use for approvals?
The quick answer to the question is: Use Flow for simple approvals, or approvals that involve multiple sites or external services. Use SPD for more complicated processes and customization options for approvals that involve a single site.
Having come from an O365 background, I always find it interesting how routine processes differ from on-premises. But creating subsites hasn’t changed much. Here’s a comparison of the 3-step process in an on-prem environment (2013 in this example) vs O365:
Below on the left are two traditional, out-of-the-box solutions for showing Today’s events in SharePoint. Notice how both take up a lot of extra space repeating today’s date (which we don’t need to see at all in a web part called “Today’s Events”) or showing gray space where there are no events. Soak that in – prime real estate on your home page goes to non-existent events. These also may require overlays and other manual labor processes that need adjusted every time a calendar is added or removed.
But on the right is what you could have. It uses search instead and displays events from all calendars a user has access to in one place. It shows only the necessary information on the home page and links to full details. And with a little CSS included in this post, it can look polished and themed. Imagine all you could do with that saved space on your home page…
The Burton Group says “Governance uses people, process, technology, and policies to define a service, resolve ambiguity, and mitigate conflicts within an organization.” I would only add that it specifically helps create a consistent user experience which, in turn, promotes better adoption. I like the Burton Group’s definition because it doesn’t rely solely on rules/control, or the quality of the final governance document or on SharePoint itself, but on the people.
A successful implementation of SharePoint in your organization starts and ends with people from server admins to end users who have clear expectations and an understanding of proper usage and capabilities. The governance plan provides the written documentation for regular reference and sharing. People are still responsible for making it successful.
When I set out to create my own SharePoint Governance Plan, I had two objectives:
Create a plan that’s flexible enough to still encourage innovation and creativity
Create a plan written for more than IT professionals; I wanted to create an accessible, consumable (less than 20 pages) plan that avoided using too much industry jargon and encouraged an ongoing discussion with end users in the spirit of continuous improvement
I’m excited to be returning to speak at the first-ever SharePoint Saturday (SPS) event at which I spoke. Omaha is such a fun city, and has one of the best zoos around. Be sure to register (it’s free!) and check it out on Saturday, April 7. Here are the two sessions at which I hope I’ll get to meet you: