
Apr 24, 2014
Almost all information about an item, called a record, is recorded in small chunks of data called 'fields.' For example, information about an employee is recorded by fields such as 'name,' 'surname,' 'department,' 'manager,' and etc. Quite often, these fields are categorised in a way so that they can logically fit under one category, and the rest under a different category. For example, name and surname can fit under the 'Personal' category while fields such as 'department' and 'manager' can fit under the 'Departments' category.
In database terminology, each category is called a 'table' while in Microsoft SharePoint terminology, each category is called a 'list.' Therefore, we now have information about an item or record that is spanning across more than one table or list. To relate these records together, we need to introduce the idea of 'Join,' which is a feature that will link the two tables together so that a record in one table can find its continuation in the other table.
In databases, we create a 'Join' using the keyword JOIN, and then the database engine does the rest of the work. In SharePoint, if we are going to 'Join' lists together we need to use a 'Web Part' that is designed for this purpose. So let’s see how we can accomplish such a link in SharePoint.
Let’s say that we have a list that shows employees details. We’ll call this list 'Personal.' Let’s also assume that we have another list that shows all employees who have taken time off. We’ll call this list 'TimeOff Application.' To be able to link theses two lists together, we need to put them both on one page using 'List View Web Parts.' So here’s what we should do.How to link two lists in Microsoft SharePoint
- Create an empty page or use an existing one.
- Go to 'Site Actions' and select 'Edit Page.'
- From the 'Insert' tab, select 'Existing List' and then highlight your first list (in our case, we're using the 'Personal' list). Click on the 'Add' button on the right.
- Similarly, add your second list (this time, we'll use the 'TimeOff Application' list).
- Now save your page by clicking on 'Save' and then close the 'Format Text' tab.
How to filter the newly joined list
What we want to do now is be able to select an employee by clicking on an item in 'Personal' and also, have the 'TimeOff Application' filtered to only show dates taken off by the selected employee. Here's how you would you do this.- Go to the edit view again by clicking on 'Site Actions' and then selecting 'Edit Page.'
- You will see some blue borders around your Web Parts. Move your mouse to the top right hand corner of the border around your second list. A little down arrow will appear. Click on it and select 'Edit Web Part.' You should now see a pane appearing on the right hand side of your page. (Note: if you can’t see the pane, scroll to the right and then scroll up).
- Now select the down arrow again, click on 'Connections' and under 'Get Filter Values From,' choose the name of your first list.
- A small window will appear prompting you to indicate the field that will join the two lists together. In our case, it’s 'EmpNo.' Select your relevant fields and click 'Finish.'
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