Managing Issues in SharePoint in Three Easy Steps

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SharePoint 2016 Release Candidate has just been released and there is going to be a lot of talk about new features and functionality that SharePoint 2016 will offer and we’ll definitely be part of that discussion. In the meantime, I thought I would get back to basics of SharePoint and discuss core functionality which, is too often overlooked. In this post we will take a look how to set up a site to manage issues for almost any kind of project.

As background, we are developing a custom software solution for one of my clients and my business partner asked me to set up an issue tracking web site for centralized management and reporting of issues. No problem I said, give me 10 min! Here is what I did.

 

Step #1: Create a default SharePoint site:

Click Settings | Site Contents and choose new Subsite. Give the site a name that makes sense for the project, and choose Team Site template.

Step #1: Create a default SharePoint site:

And here is the created site!

New Projects Image Tracking Image

Step # 2: Add an issue tracking list, or App as it is called in SharePoint 2013

Click Settings | add an app, scroll down and find the Issues app, and give the App a name that makes sense for the project

app and issues imageadding issues tracking

Step 3: Update default home page.

We want to make it super easy for users, so we’ll just include the issue tracking list and clean everything else up.

Click the Home button in Quick Launch menu to return to the home page, click settings | Edit page. Click the REMOVE THIS link to get of the default menus in the site.

Get Started With your Site

 

Next, click the Documents web part to select it, choose the WEB PART tab in the ribbon menu and choose delete.

website doc menu
You now should have an empty home page. Don’t worry about deleting the documents web part, you have not deleted any documents, only removed the display of the documents from the home page.

Click in the white space and enter some text to describe this page, such as “Project Issue Tracking” and hit enter a few times. Now click the Insert Tab in the Ribbon and choose App Part, Project Issues (this is the app we just added above), and click Add.

 

Insert menu

And here you go! The new home page: enter or editing issues is a snap, and the fields in the issues list can be sorted by the columns entered. Pretty simple training for users. All the issues are centralized in one spot and all you need to send to everybody is a link to this new web site you created!

project issues trakcing with comments2

 

For more reports you can click the Project Issue tracking list to open the list and you see various views (filters and organization of data) to drill into specific issues.

new item or edit list

So, the basics of SharePoint we followed here are: added the Apps (also known as lists, or libraries) that you need to the site, and edited or added pages to display the Apps so it’s easy for users to use the site. You can add multiple Apps to a page, such as a task list, calendar, etc. to create a dashboard type of page, and a site can have multiple pages!

This should save a lot of time organizing and communicating issues!

 

Learning Tree offers a wide-range of SharePoint courses, that can help develop your skill set and knowledge.

image sources

  • Image 1: Gord Maric
  • New Projects Image Tracking Image: Gord Maric

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