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Save draft version of list item

  Asked By: Maryann    Date: Sep 12    Category: Sharepoint    Views: 4647

I have a request to be able to save a list item even if the required
fields are not filled out. I have the following ideas, but wondering
any easier solution or not.

Create another list with exact same structure, but nothing required
other then the "title". Then create an event handler on the mirrored
list to check to see the "draft" flag field. If not checked, then copy
the data to the final list and present error message as necessary.

Another idea is to modify the save button behavior. If draft is
checked, the saved to the mirrored list; if not, then save to the
final list. But I am not sure if and how to change the save button

The user does not like the version control functionality out of the
box from SharePoint.

Any suggestions?



6 Answers Found

Answer #1    Answered By: Katelynn Donovan     Answered On: Sep 12

I'm not  trying to be flip here, really. I don't understand the situation. If
the user  doesn't want to have to enter the required information, and this is
not a big deal, then change  the column from being required to an optional
field. If the information is set as required because it is in fact,
required, then so be it. Before saving the document the user has to enter
the needed data. Why try going to all the trouble of setting up some type of
work flow, alternate location work a round?

Answer #2    Answered By: Geraldine Slater     Answered On: Sep 12

Sometimes there are unreasonable users and sometimes there are very
flexible users. Just one of those situations.

Answer #3    Answered By: Gail Richmond     Answered On: Sep 12

What your customers are asking for defies logic. I'm not  saying that it's a
poor idea, just that it's logically impossible. You can't have a required
item that is not required any more than you can have a blue item  that is

If you make the changes as Daniel suggested, they'll be able to write
partial records. If you add a choice field  (Status?) to the list  and set the
default value to Draft, then you'll know which have not been completed yet.
Once they do, have them change  the field to Published or something like
that. If you want to validate the record at that point, you'll have to
capture the Publish event  somehow. Personally I think that it would be
easier just to write a custom ASP.NET page to do this.

Sometimes, users ARE unreasonable. But that doesn't mean that we
(developers) have to be.

Answer #4    Answered By: Ramona Solis     Answered On: Sep 12

I don't think it's that unreasonable. What they want is the
ability to save  an incomplete draft  item.

my suggestion would be to have a "draft" list  which users fill
in. When they want to "publish" an item, they run a workflow which
checks for completeness, then copies the item  to a "publish" list.
If necessary, you can have an approval workflow on the publish list.

You could build that workflow in SharePoint Designer. I think you
could also customise the forms in the "draft" list to give them a
link to directly launch the publish workflow.

Answer #5    Answered By: Harvey Blankenship     Answered On: Sep 12

This is how is done at this point, after
some arm twisting.

I added a check  box field  to the list  to indicate the item  is draft  or
not. Also the users agreed to reduce the number of required fields so
to make the form easier  to fill out. So required is still required, no
matter the item is a draft or not.

I like your idea  for the potential workaround: required fields will be
enforced only if the the item is not  a draft item by using event
handler. The tradeoff would be maintenance. Code has to be modified to
make any changes.

Answer #6    Answered By: Xiomara Blanchard     Answered On: Sep 12

Isn't compromise wonderful, especially when it's the users that are doing
it? I'm glad that you were able to resolve the problem without resorting to
more "drastic" measures.

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