Copyright 2016 AvailTek LLC - 1 - Visit www.SharePointShepherd.com How to Create an Employee Birthday Calendar Step-By-Step Did you know one of the most common requests for an Intranet is an employee birthday calendar? Many folks have created custom code solutions in the form of either web parts or Apps to be installed but they don’t have to. To show you how SharePoint can be powerful with only out of the box tools, we have put together a set of steps and tasks you will be able to use to create a customized birthday calendar for your organization. At www.SharePointShepherd.com you will find more information about the kinds of support we can offer. Whether it’s our books or our content that helps everyone in an organization, we’ve got the tools you need to be successful with SharePoint. Another great way to connect with us is to sign up for the monthly newsletter or feel free to reach out to us and see how we can help through our email inbox. Overview Creating an employee birthday calendar consists of three basic steps: The List: Creating and customizing a list to hold all the birthdays. Workflow: The workflow that will be used to automatically increment the next birthday for the employee so that we can use the out-of-the-box list views to show the employee’s birthday. Document Retention Settings: The document retention settings will be used to trigger the workflow anytime that the employee’s next birthday is in the past. This mechanism will consistently update the employee’s next birthday. If this seems like a lot for a simple birthday calendar – it is. SharePoint supports recurring events so you can technically create a birthday as a recurring event except that this breaks when you get more than about 100 employees. SharePoint can’t process the number of recurring appointments in the calendar and throws an error. In addition, you probably don’t want to share the year of birth since this is sensitive information – particularly to those of us who are aging. So let’s use the out of the box tools in SharePoint to create an employee birthday calendar. Create a Custom List Steps: 1. Start Internet Explorer and type the URL for your organization’s SharePoint server. The Start page will open. If you want this custom list to appear in one of your subsites, navigate to that site. 2. Click the Settings menu gear icon. The Settings menu will appear. 3. Click Add an App. The Apps page will appear. Exception: If you don’t see the option to Add an App, you do not have specific permissions to perform that function. Check the permissions settings to ensure you have the appropriate access rights.
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How to Create an Employee Birthday Calendar Step-By-Step Did you know one of the most common requests for an Intranet is an employee birthday calendar? Many folks have
created custom code solutions in the form of either web parts or Apps to be installed but they don’t have to. To show
you how SharePoint can be powerful with only out of the box tools, we have put together a set of steps and tasks you
will be able to use to create a customized birthday calendar for your organization.
At www.SharePointShepherd.com you will find more information about the kinds of support we can offer. Whether it’s
our books or our content that helps everyone in an organization, we’ve got the tools you need to be successful with
SharePoint. Another great way to connect with us is to sign up for the monthly newsletter or feel free to reach out to us
and see how we can help through our email inbox.
Overview Creating an employee birthday calendar consists of three basic steps:
The List: Creating and customizing a list to hold all the birthdays.
Workflow: The workflow that will be used to automatically increment the next birthday for the employee so that we
can use the out-of-the-box list views to show the employee’s birthday.
Document Retention Settings: The document retention settings will be used to trigger the workflow anytime that
the employee’s next birthday is in the past. This mechanism will consistently update the employee’s next birthday.
If this seems like a lot for a simple birthday calendar – it is. SharePoint supports recurring events so you can technically
create a birthday as a recurring event except that this breaks when you get more than about 100 employees. SharePoint
can’t process the number of recurring appointments in the calendar and throws an error. In addition, you probably
don’t want to share the year of birth since this is sensitive information – particularly to those of us who are aging.
So let’s use the out of the box tools in SharePoint to create an employee birthday calendar.
Create a Custom List Steps:
1. Start Internet Explorer and type the URL for your organization’s SharePoint server. The Start page will open. If
you want this custom list to appear in one of your subsites, navigate to that site.
2. Click the Settings menu gear icon. The Settings menu will appear.
3. Click Add an App. The Apps page will appear.
Exception: If you don’t see the option to Add an App, you do not have specific permissions to perform that function.
Check the permissions settings to ensure you have the appropriate access rights.