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Copying List Files

  Asked By: Lukas    Date: Apr 14    Category: Sharepoint    Views: 1232

Let's say I create a list with - Date, Name, Address, Tel.No, as
columns, and populate it with several entries.

Now I want to make a new entry, but I want to copy the exact
information from a previous entry into this new entry, and simply
change the Date.

How can I do this? (Note: I found that if in data sheet view, you can
copy some cells but not all types of cells, like a cell with expanded
multiple lines of text. If you try to get data from that cell
SharePoint tells you the cell is a Read Only cell. In other words, you
can't simply highlight a row and copy that row to a new row if it has
these Read Only cells in it. I know you can put the earlier file in
edit mode, and the new file in edit mode then copy one field at a time
but this is too time consuming).



3 Answers Found

Answer #1    Answered By: Naimish Ranganekar     Answered On: Apr 14

One method you could use would be to have a Workflow (SPDesigner
would do the trick), which copies the document back into the source
list. The WF could include with it an initiation task, which would
be a date  field. This field  could then be used as the additional
element in the save process. Prior to the copying  process, you could
have a step which takes the date from the initiation, and drops that
into the 'Created On' / 'Modified On' field.

The document would be unique, hold all the fields of the 'parent',
but be named something different.

If you wanted to get really fancy with the process, the WF could look
up to a numbering list  (take the last number used, add one to it,
place the results in a variable, copy  that to the 'Name' field for
saving, but also copy the variable back onto the unique number
document) so you don't have to worry about that aspect.

Then the WF could simply copy the document and change whichever
fields you want again either automatically or from data  added during
the WF initiation phase.

I hope the above gets the creative juices going, and if others think
this is a simple method, then it's meant to be, and if they have
equally simple but different methods, then please share.

Answer #2    Answered By: Caleb Gordon     Answered On: Apr 14

That sounds very creative. I'm going to give it a try. I worked
some with WF but I need more study and practice, and this gives me
the insentive to learn how WF works, and how SD enhances it. I did
attend a short class on how to use SD to get more from WF, so your
suggestion makes me very hopeful. I'll post results when I get it.

Answer #3    Answered By: Christie Carlson     Answered On: Apr 14

I used this method recently when a company wanted to have the ability
to copy  and update some documents, but then use the same document
(content type)to add new docs as well.

We included the extra element for them of having the WF launch off
from a link which we'd stuck under the document properties drop-down
list as per this blog from Mark Bower -

It was a neat thing to do, as we could simply change the doc we were
working on, then copy that back into the library, and if they wanted
to have that document as well, just discard the changes, or (in a
different WF) overwrite the current document.

Although I think that there are some real problems with using SPD
developed WF's, oftentimes they can be really useful if the user
wants something relatively quickly.

Hope the above helps and please come back to me if you have any
questions etc. I would of course appreciate finding out how you
eventually end up!

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