SharePoint 2010: filter a list to show only "no existing entries"
June 18, 2015 1:52 PM Subscribe
Is there a way to have a filter that is basically "Contains {NOTHING}"?
I'm using SharePoint straight out of the box, with limited ability to customize due to limitations by the site host (Comcast). I have a list with a column of type "Multiple lines of text". I would like to have a view that shows only those rows where that column has no existing entries. Using a Contains filter, I can get the list of all the rows that have entries. But how do I get the complement of that? Is there a way to have a filter that is basically "This Column Contains {NOTHING}"?
I'm a newbie on SharePoint Designer, so I'm trying to do this OOTB, but if there is another way, I am grateful for any guidance. Thanks.
I'm using SharePoint straight out of the box, with limited ability to customize due to limitations by the site host (Comcast). I have a list with a column of type "Multiple lines of text". I would like to have a view that shows only those rows where that column has no existing entries. Using a Contains filter, I can get the list of all the rows that have entries. But how do I get the complement of that? Is there a way to have a filter that is basically "This Column Contains {NOTHING}"?
I'm a newbie on SharePoint Designer, so I'm trying to do this OOTB, but if there is another way, I am grateful for any guidance. Thanks.
The quirk with the 'Multiple lines of text' column type in SP is that you can't filter for null values OOTB, even though you can with any other type of column. It's incredibly easy with the latter (Create View > Filter > Show items only when the following is true > Show the items when column [dropdown box, select name of column] > [dropdown box, select 'is equal to'] > [text box, just leave it blank]), but SPD is required for the former -- the only filter types you can use with 'Multiple lines of text' columns are Contains or Begins with, and leaving those blank won't get your desired results.
My first suggestion is a workaround that can be accomplished OOTB: If your data is malleable enough for you to be able to change the multiline column to single line, follow those steps and then just use the filter instructions above.
My second suggestion needs a bit more elbow grease... But if you're comfortable with creating a view that has everything right where you want it in SP OOTB, open your new view in SPD's XML editor or XML Notepad, and follow these directions (under 'UPDATE') to get the filter you're looking for.
Sorry, this is just one of the many aspects of SP that Microsoft made unnecessarily complex. Hope this helps at least a little, though!
posted by divined by radio at 2:48 PM on June 18, 2015 [1 favorite]
My first suggestion is a workaround that can be accomplished OOTB: If your data is malleable enough for you to be able to change the multiline column to single line, follow those steps and then just use the filter instructions above.
My second suggestion needs a bit more elbow grease... But if you're comfortable with creating a view that has everything right where you want it in SP OOTB, open your new view in SPD's XML editor or XML Notepad, and follow these directions (under 'UPDATE') to get the filter you're looking for.
Sorry, this is just one of the many aspects of SP that Microsoft made unnecessarily complex. Hope this helps at least a little, though!
posted by divined by radio at 2:48 PM on June 18, 2015 [1 favorite]
Best answer: You can accomplish this using Sharepoint Designer:
1. open your site in SPD
2. go to the list that has the multiline field. You will find it by clicking "list and libraries" on the left hand side menu. This will open the "settings" page for that particular list
3. there will be a section on the settings page titled "Views". Create a new view and give it a name. it will then appear in the Views section underneath the default view
4. click on the new view name and the aspx page for that list view will open. Notice that the top ribbon now has "List View Tools".
5. choose "Filter" (leftmost option on my ribbon)
6. in the Filter window that opens, under "Field name" choose the multiline column, and under "Comparison" choose "Is Null". click "OK".
7. you have now created a view that will only show the listtitems where the multiline column "is null"
8. save your changes and navigate back to your list in your browser to confirm
9. lean back and relax, you've earned it :)
hope this helps.
posted by alchemist at 12:54 AM on June 19, 2015
1. open your site in SPD
2. go to the list that has the multiline field. You will find it by clicking "list and libraries" on the left hand side menu. This will open the "settings" page for that particular list
3. there will be a section on the settings page titled "Views". Create a new view and give it a name. it will then appear in the Views section underneath the default view
4. click on the new view name and the aspx page for that list view will open. Notice that the top ribbon now has "List View Tools".
5. choose "Filter" (leftmost option on my ribbon)
6. in the Filter window that opens, under "Field name" choose the multiline column, and under "Comparison" choose "Is Null". click "OK".
7. you have now created a view that will only show the listtitems where the multiline column "is null"
8. save your changes and navigate back to your list in your browser to confirm
9. lean back and relax, you've earned it :)
hope this helps.
posted by alchemist at 12:54 AM on June 19, 2015
This thread is closed to new comments.
posted by soelo at 2:21 PM on June 18, 2015