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Dynamic Filtering Connection for Lists, Libraries in SharePoint Online
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SharePoint Online
Sep 26, 2023 1:53 PM

Dynamic Filtering Connection for Lists, Libraries in SharePoint Online

by HubSite 365 about SharePoint Maven Inc

I help organizations to unlock the power of SharePoint

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Discover how to leverage dynamic filtering to connect lists and libraries in SharePoint Online for efficient data management.

Let us look at how lists and libraries in the modern SharePoint can be interconnected and dynamically filtered based on selected values from either of them. This may sound somewhat complex, and to help us understand it better, we will refer to insights from Dr. Zelfond.

Use Cases
For starters, suppose we have two lists. One is a list containing client-specific information, including the name, address, status, etc., of each client. The second list compiles the contact details for each client, such as client's name, contact's full name, email address, and phone number.

The objective is to view both lists simultaneously on a SharePoint webpage. More specifically, when a client name is selected from the Clients list, the Contacts list should automatically filter the contacts corresponding to the selected client name. This is made possible by the dynamic filtering feature available in SharePoint Online.

Setting up Dynamic Filtering in SharePoint Online
The first step involves adding both lists to a specific page side-by-side. Once the lists are added, they should appear similar to our example. The next step is editing the page again and selecting the list to be filtered based on the choice made in the other list. In our case, this would be the Contacts list.

A pencil icon will show up. Clicking on it will enable the Dynamic filtering toggle and display several drop-downs. The first drop-down allows you to choose the column from the list that needs to be automatically filtered. In our case, the column is Company Name.

The subsequent steps involve selecting the list or library where the information will be filtered from (Client's list in this case), and the column to be filtered from this second list (Client Name). It is crucial to note that the column in the first drop-down must contain information that matches the one in the third drop-down. For instance, Company Name must equal Client Name. After this, click Apply and republish the page.

How Dynamic Filtering Works
After setting up dynamic filtering, selecting any row from List 1 should filter List 2 based on the selected item.

Other Use Cases of Dynamic Filtering
Users can build a quick CRM within SharePoint by connecting a client list with a contact list, and even deals/opportunities can be presented on the same page. Another useful use case is maintaining a client list alongside a document library tagged against each client name. The contracts are then filtered automatically based on the client selected from the list.

Key Points to Note
Dynamic connections can be established between two lists, two libraries, or a list and a library. The column headers do not necessarily need to match. However, the choices or information in those columns must match, which helps in dynamic filtering. Deviations in spellings or format in the naming of companies, for instance, can cause the dynamic filtering feature not to work as expected.

For more information on dynamic filtering, check here.

Effective use of SharePoint Online

Working with SharePoint Online provides immense flexibility in managing structured and unstructured data through lists and libraries. The dynamic filtering feature significantly enhances user experience by presenting dynamically connected and relevant data, thus removing the hassle of manual data filtering and rendering smoother navigation. This not only saves time but also ensures efficiency, primarily while handling large volumes of data.

Read the full article How to connect lists and libraries via dynamic filtering in SharePoint Online

SharePoint Online - Dynamic Filtering Connection for Lists, Libraries in SharePoint Online

Learn about How to connect lists and libraries via dynamic filtering in SharePoint Online

Comprehending how to link lists and libraries through dynamic filtering in SharePoint Online can significantly enhance your workflow. In this article, we discuss this handy feature, its use cases, and steps to deploy it.

SharePoint Online users frequently deal with multiple separate lists or libraries on the same page. It could be a list of clients with their information or contact lists pertaining to each client. Unifying these in a coherent and dynamic manner can enhance your organization and productivity. In this scope, we'll elucidate how SharePoint Online's dynamic filtering feature fits perfectly, allowing you to connect lists or libraries and automatically filter them based on the choice made in another list.

To illustrate, let's dwell on a use case. You have a list of clients and corresponding contacts for each client on different SharePoint pages. Instead of navigating separately, wouldn't it be more beneficial to have both lists interconnected? With dynamic filtering in SharePoint Online, you can select a client name from the client list and have the contact list automatically filtered to match that client. This seamless connection renders the overall experience enjoyable and more user-friendly.

Now, how can you achieve this? Dynamic filtering in SharePoint Online is fairly straight-forward. Begin by editing the page and adding both lists side by side. Should you want to filter the Contacts list based on the selected client in the Clients list, select the Contacts list and click on the pencil icon. Following this, enabling the Dynamic filtering toggle will reveal several drop-down options.

In these drop-downs, choose the column in the Contacts list and its corresponding column in the Clients list that you want to be linked. Therefore, selections in both these columns should bear similar content. Once the setup is finalized, republishing the page completes the process.

  • Dynamic Filtering in Action: Clicking a row from the first list immediately filters your second list, delivering relevant information instantly.
  • Use Cases: Beyond simple contact filtering, one can establish a lightweight CRM within SharePoint by linking a list of clients with contacts and even potential deals. Additionally, you could connect a list of clients with a library of contracts, it automatically filters to show only the contracts for a selected client.

While this feature is powerful, it does follow strict rules. It allows connections between two lists, two libraries, or a list and a library. The column names do not have to match, but the contents they capture must be identical. It is a minor rule but absolutely critical to the function of dynamic filtering. By adhering to these considerations, you can further sculpt the versatility and convenience that SharePoint Online provides.

Dynamic filtering is a wonderful tool in your SharePoint functionality arsenal. By mastering its usage, you can create a more unified, streamlined, and enjoyable SharePoint experience for all.

The learning journey for dynamic filtering in SharePoint doesn't have to stop here. There are multiple resources online, including official Microsoft guides, SharPoint-focused blogs, and forums where users share knowledge and assist one another, which you can leverage.

More links on about How to connect lists and libraries via dynamic filtering in SharePoint Online

How to connect lists and libraries via dynamic filtering in ...
Jan 27, 2023 — Click the pencil icon. ... Next, enable the Dynamic filtering toggle. You will see several drop-downs appearing underneath. In the first drop-down ...


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