SharePoint and the Story of the Mutant Frog

SHAREPOINT AND THE

STORY OF THE MUTANT FROG

Narrated By:

Sandra Mahan and Tom Duff

The Story Tellers

Princess Sandra Mahan

• SharePoint Team Lead, PHR

• Chubbuck, Idaho, U.S.

• 20+ years experience in Human Resources

• Former Business Analyst

• Power User who enjoys sharing information with others

• Speaker at SharePoint Saturdays, Evolutions, SharePoint Live! 360

Prince Tom Duff

• SharePoint Developer

• Portland, Oregon, U.S.

• 35+ years in IT, 20+ working with collaboration software

• Co-author of two books (in a former technical life with IBM/Lotus)

• Specializing in Out-Of-The-Box solutions for business areas

• Speaker at virtual conferences, SharePoint User Groups,

SharePoint Saturdays

Once upon a time…

• The Wish

• Brainstorming

• How We Built It

• The Moral of the Story

The Wish

• Peer recognition program that incentivize employees to participate

• Must be easy to use, low cost and easy to maintain

• Employees can recognize any other employee throughout the

company as many times as they like

• Automated email notifications

• Employees can see who they recognized and who recognized them

• Managers can see who and what was recognized

Brainstorming Time

• What shall we call it?

• Let’s make it pretty (https://pixabay.com/)

• Oh no, our frog only has 4 toes (SnagIt)

The Concept

Take Five to Give Five

Take 5 minutes to give 5 points to a fellow co-worker and recognize

their outstanding work. You also receive 1 point for recognizing

someone.

Time to Get to Work

• Let’s build the site

• Create a Picture Library to store our artwork

• Build a custom list to store the High Five recognitions

• Build a second custom list to store the drawing entries

• Build a dashboard page to summarize information

List Settings:Advanced Settings

• Item-level Permissions

• Attachments - Disabled

Creating the Custom List

Create columns:

• Recipient (Field Type: Person or Group)

• Recognition (Field Type: Multiple lines of text, Rich text for spell check purposes)

Customize the Form

• Used InfoPath to customize form

• Colors

• Logo

• Submit button

Additional Form Fields

• Submitter

• Date Submitted

• Year, Quarter, Month

• Recipient and Submitter:

• First Name, Last Name, Division, SubDivision, SubSubDivision,

Supervisor Level 1, 2, and 3

• High Five Recognition Board

• Character count

Form Rules

• 350 character limit for recognition and character count

• You can’t “High Five” yourself

• Submit display message

Character Count

Can’t High Five Yourself

Submit Message

Duplicate Recognition

High Five Drawing List

• Create a secondary list

for drawing entries

Initial Processing Workflow

• Update the demographic fields

• Update High Five Recognition Board field

• Set the supervisory fields

• Create the High Five Drawing Entries

• Send out an email

Creating The List Items

Creating the High Five List Item

The Email Generation Step

The Result

Creating a Duplicate High Five

Getting the Icon in the Ribbon Bar

Duplicate Recognition Workflow

Deleting a High Five

• Used to prevent people getting drawing entries if they

delete an existing High Five

• PowerShell script

• Create table of High Five list IDs

• Read each drawing entry and check to see if High Five

list ID is in the table

• If not, delete the drawing entry

Monthly Drawings

• Export to Excel

• Filter list to current month

• Random Number Generator

https://www.random.org/integers/

Home Page

Home Page

• InfoPath webpart for submission

• High Five list with Recognition Board field (no toolbar)

• Content Editor Webpart to remove column headers

<style> TR.ms-viewheadertr {DISPLAY: none}</style>

High Five Dashboard

• 3 Filtered List Web Parts

Reports

Information Management Policy Settings

Purge Drawing Entries

4 months after created date

Purge High Fives

13 months after created date

The Moral of the Story

• It doesn’t have to be hard

• It doesn’t have to be dull and boring

• It can be done out-of-the-box

• Have fun

And they all lived happily ever after

Thank you for attending

Tom Duff

• Twitter: @duffbert

• Email: [email protected]

• SlideShare:

www.slideshare.net/duffbert

Sandra Mahan

• Twitter: @smahan14

• Email: [email protected]

• SlideShare:

www.slideshare.net/sharepointsandra