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Display most recent meeting document library files on parent site

  Asked By: Sophie    Date: Jan 18    Category: Sharepoint 2010    Views: 10547

I am working with Sharepoint 2010. I have a Parent site and a Meeting Site with
Calendar application as Subsite to it. The Subsite hosts one or more meetings
every month and the corresponding meeting minutes are posted to a document
library web part on the page. I need to display the files corresponding to the
most recent meeting automatically on the parent site home page.

How do I do that ?



9 Answers Found

Answer #1    Answered By: Sunny Delacruz     Answered On: Jan 18

Build a DataForm Web part that aggregates the meeting  minutes from the
various document  libraries, Sort them in descending order based

On the meeting date, then set paging to show top 1 (or more) records.

Answer #2    Answered By: .net Guru     Answered On: Jan 18

Does it require Sharepoint Designer ? Can you please provide little more

Answer #3    Answered By: Renata Burt     Answered On: Jan 18

Yes, DataForm web parts and Linked Data Sources are created through
SharePoint Designer.

Answer #4    Answered By: Lazaro Rutledge     Answered On: Jan 18

I will suggest a more mechanical approach.

The issue I see with Data View webparts, (Paul will correct me if I am wrong) is
that, you have to update Data View webpart and add new linked datasource every
time new Document libraries are added in new meeting  sites.

I will suggest using a Content Query webpart. You will probably have to
override XSL and some other properties but you will end up creating generic

Answer #5    Answered By: Karin Kerr     Answered On: Jan 18

I want the new meeting  minutes to show up automatically (whenever they are
added) on the parent  site. Can you point me to any resources of using Content
Query webpart with overriding XSL to create a custom solution.

Answer #6    Answered By: Vinod Kumar     Answered On: Jan 18
Answer #7    Answered By: Jeffery Hayes     Answered On: Jan 18

It is possible to build a "roll up" using the Dataform (Dataview) web part in
SharePoint Designer. However, the option is not shown in the user interface and
requires hand editing the code.

The procedure is that you build the web part against a specific library  as
usual. Edit the datasource details in the SPD UI to specify the fields you want
to use explicitly. Then edit the datasource in code view to change it from
"List" to "CrossList" mode and enter the appropriate CAML to select all lists of
a specific type.

For details, see:

Provided you are able to build the CAML query to get the data you want, this is
a much easier way to build and manage the XSLT for presenting data than
customising the content query web part.

Answer #8    Answered By: Mohini Tiwari     Answered On: Jan 18

I tried Content Query Web Part but could not figure out
how to bring in the latest files  from the Document Library.

In my case, whenever a new meeting  is created through Meeting workspace/Calendar
application, a Sub folder (3 for the third meeting) is automatically created
under 'Document Library' for the new meeting.

While adding 'Content Query Web Part' to the parent  site, I selected the
'Document Library' corresponding to the 'Meeeting workspace' but I am not sure
how to proceed from here to bring the latest files (Document Library/3 folder or
whatever is latest).

Which web part will best fulfil this requirement ? I am new to Sharepoint
Designer too. If anyone can outline the steps, that would be great.

Answer #9    Answered By: Natasha Bennett     Answered On: Jan 18

You can easily show the newest documents in the library  (irrespective of what
folder they're in) by configuring the content query web part to show items from
that list (library), select the appropriate content type, sort by date (modified
or created as you prefer) in descending order, and limit the number of items to
show (say) the newest 5.

But I think what you are looking for is to show all the documents in the newest
folder in the library? This is possible using a custom Dataform Web Part created
with SharePoint Designer. However, it is somewhat complex if you have no
experience with creating these. I can give you an overview of the necessary
steps, but you will probably need to bring yourself up to speed with SPD
Dataform web part creation with some simpler examples first before attempting
something like this.

To do this, you would:

* In the Data Source Library task pane, select the library and select Link to
another data source. Link the library to itself using link type "Join".
* Modify the properties of the primary datasource to filter by content type to
only show folders, sort by create date descending, so the newest folder shows
* Edit the properties of the secondary datasource, and change it to item and
folder scope "recursive" (so it shows files  in folders)
* Save the linked data source, then select Show Data
* Create a dataform web part showing the title field of the primary datasource
* Click next to the folder title in the web part, then select (say) the
LinkFileName field from the second data source, and select the option to insert
the selected field as a joined subview
* Use the FileRef field of the primary datasource (which is the path of the
folder) to link to the FileDirRef field of the secondary datasource (the
directory containing the file), to give you all the files contained in the
* No files will be displayed! Don't panic, this is because the FileRef field for
the folder includes a leading / whereas FileDirRef for the file doesn't.
* There is an XSLT line in the web part that does the matching, something like:
<xsl:variable name="Rows"
select="../../../Test2/Rows/Row[@FileDirRef=$dvt_ParentRow/@FileRef]" />
Edit this line so it matches on the substring after the initial slash, like
<xsl:variable name="Rows"
Ref,'/')]" />
* You are mostly done. Now you would clean up layout and formatting, and format
the document  title to make it into a link to the document.