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SharePoint – Project hotel

  • Communication Pages
  • SharePoint Lists
  • SharePoint Document Library

Planning

When planning for a Project hotel, start with Excel-list, the important part here is to define the columns you need. Also define the type of data each column should have.

Column types

In excel you have this option as well, but it’s not enforced. In SharePoint, column types are enforced, and thus you need to plan for them.

Learn more: Microsoft.com

Example

Column name – Type

  • Project ID – Text
  • Project Name – Text
  • Start Date – Date
  • End Date – Date
  • Status – Choice
  • Responsible – People
    Optional but cool:
  • Files – Text
  • Teams – Text

You can hide columns in Views later, but only add fields you want to fill out.

Base setup

  1. Start by setting up a communication page, I choose the empty template, but you can choose anyone you like.
  2. Next create a SharePoint list, name it "Project list".
    • You can create a list based on an Excel file.
  3. Then create a Document library "Project files".

SharePoint List

Now it’s time to set up your SharePoint List to match you structure, if you imported from Excel, make sure each column has the correct Data type.

Required and unique columns

Decide which columns that always need to be filled, and also which will have unique values.
When you create or Edit columns, you can choose More options and choose both if the column should be required and if it should be unique.

You can also set default values for columns like choice and date.

  • Project number – Required and Unique
  • Project Name – Required
  • Start Date – Default today
  • End Date – Default – Calculated: =today()+ X days
  • Status – Default value

Format the columns

An amazing function that lifts SharePoint lists to the next level is json-formatting.
This enables html code directly in a column.

For Files and Teams, make the field an icon that opens the text as an url, change the icon type from flicon.io.
{ "$schema": "https://developer.microsoft.com/json-schemas/sp/v2/column-formatting.schema.json", "elmType": "div", "style": { "display": "flex", "flex-direction": "row" }, "children": [ { "elmType": "span" }, { "elmType": "a", "style": { "display": "=if(@currentField == '','none','flex')", "min-width": "28px", "min-height": "28px", "justify-content": "center", "align-items": "center", "font-size": "16px", "cursor": "pointer", "text-decoration": "none" }, "attributes": { "iconName": "Folder", "class": "ms-bgColor-themeLighter ms-fontColor-neutralSecondary ms-bgColor-themePrimary--hover ms-fontColor-white--hover", "href": "@currentField", "target": "_blank" } } ] }

Document Library

Decide on a name structure for the projects folders, my recommendation is Project number – Project Name, ex. "1034 – Smart Project"

If you use Teams for your projects, use the same process as below.

Process for each project

  • Create a Folder with the project name
  • Copy the link to the Folder
  • Paste the link in the Files field of the project

Power User Tip: Use Power Automate to automate this process

Remember that you can Add metadata column to folders as well.

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