SharePoint List - Automate Rules - How to Create Rules to Automate SharePoint List?

Introduction

In this blog, we will see how can we create rules for the SharePoint list to automate the process such as sending someone a notification when an item is updated in the SharePoint list. There are also some other tasks as well that we can configure to automate the SharePoint list. We can follow below steps to create rules in the SharePoint list:

Create rules

Step 1: Go to your SharePoint list.

Step 2: Now, click on Automate from the ribbon, expand the Rules menu and click on Create a rule.

Step 3: On clicking Create a rule, it will open a popup with all the conditions for which we can create a rule for the list.

Step 4: Here, select the condition for which you want to create a rule. There are below options:

• A column changes:

• When you select A column changes option, it will show the below fields:

• In Choose a column dropdown down, select the column for which you want to create a rule.
• In Enter a name or email address column, select the user to whom you want to send email notification when the selected column is changed. You can select people and group columns of the current list or you can type the user name/email address as well.
• Once you have selected both fields, click on Create button.
• Now, value of selected column is changed for any existing list item, it will send an email notification to the selected user. Mail will be as shown in the below screenshot:

• A column value changes:

• When you select A column value changes option, it will show the below fields.

• In Choose a column, select the column for which you want to create a rule.
• In Choose a condition, select the operation which you want to use for the condition.

• In Enter a value field, enter the value which you want to compare for condition.
• In Enter a name or email address, select the user to whom you want to send an email when the condition is fulfilled. Here, you can select multiple users as well.

• The above rule will send an email to the selected user when the Title is updated to text Intranet.

• A new item is created

• When you select A new item is created option, it will show the below fields.

• In Enter a name or email address field, select the user to whom you want to send an email when a new item is created in the list. Here, you can select multiple users as well.
• Click on Create button. Now when a new item is created in the list, it will send an email notification to the selected users.

• An item is deleted:

• When you select An item is deleted option, it will show the below fields.

• In Enter a name or email address field, select the user to whom you want to send an email when an item is deleted from the list. Here, you can select multiple users as well.
• Click on Create button. Now when an item is deleted from the list, it will send an email notification to the selected users.

Manage Rules

Once you have created a rule, you can turn off the rule, update the rule and delete the rule.

Step 1: To manage the rules, click on Automate, expand the Rules menu and select the Manage rules option:

Step 2: On clicking Manage rules, it will open a popup and lists all the created rules for the current list.

Step 3: To turn off the particular rule, you can turn off the toggle button.

Step 4: To edit, click on the particular rule. It will open the details of the rule. Here, update the rule and click on the Save button.

Step 5: To delete, click on the particular rule. It will open the details of the rule. Now, click on the Delete rule from the bottom left corner.

Conclusion: 

This is how we can create and manage the rules in the SharePoint list. Hope this blog will be helpful for you!

If you have any questions you can reach out our SharePoint Consulting team here.

How to create Sparklines in Power BI Tables and Matrix Visual?

Overview:

Welcome to Power BI December 2021 updates. This time Microsoft has released one new feature called “Sparklines” for Table and Matrix visual in Power BI. In this article, we will try to understand the “Sparkline” concept in detail. So, Let’s get started!

What is Sparkline?

Sparklines are tiny charts shown within cells of a table or matrix that make it easy to compare a large number of trends quickly. We can use sparklines to show trends in a series of values, (e.g., seasonal increases or decreases, economic cycles, or to highlight max and min values).

Enable Preview Feature:

The sparkline feature is in preview at this moment. Go to the File menu, select options, and settings, and then click on Options. Select “Preview Features” from the left navigation and select “Sparklines”.

How to create a Sparkline for Table and Matrix?

Consider the following example. Here, we want to represent “Sales Order” and “Profit” sparklines.  The result will look like the following.

• Select the “Sales” column and click on “Add Sparkline”.
  
• This will open the following pop up
• Select “Order Date” on X-Axis and select Summarization as “Sum”.
  
• This will add the following Sparkline in a table and it is added as a new column on the table
  

Now, let’s add a sparkline for “Profit” by month.

• Select the “Profit” column and click on “Add Sparkline”.
• This will open the following pop up
  
• Select “Month” on X-Axis.
• This will add the following Sparkline in a table and it is added as a new column on the table.
  

Formatting Options:

We have main two formatting options:

1. Chart Type = Line or Bar (We can choose any based upon our requirements)
2. Marker = If Chart type is Line, then we can choose on which data point we want to show marker and we can define the separate colors for our marker.

The same way you can apply Sparkline settings for Matrix visual.

Limitations:

• Power BI supports up to five sparklines per visual and will display up to 52 points per sparkline. 
• For performance reasons, the maximum number of columns in a matrix will also be limited to 20 when sparklines are on. 
• Note that Sparklines will be supported on Azure AS, it is not supported in any current on-prem SSAS but should work with future SSAS releases as well.

Conclusion:

This is how we can implement Sparklines in OOTB manner. Isn’t that cool? Happy Reporting!!

If you have any questions you can reach out our SharePoint Consulting team here.