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Advent Calendar Door 5: Data Aggregation in SharePoint: Running totals across the lists

Data Aggregation in SharePoint: Running totals across the lists

Here is another one from the from the eternal “how do I” SharePoint questions: the data aggregation. In the example from yesterday’s advent cookie blog, we had Purchase Orders and Ordered items lists, where in Purchase Order, we always have to keep accurate total number of items in the purchase order, and the total price. In SharePoint, that is not possible out of the box, but it is a very simple task with skybow Solution Studio.

In order to create a total, or an aggregation, go to the “Things in background” section of the list where you want the aggregation or total to be stored. That list has to have a sublist, in which the aggregation data are stored.

Things in the Background Solution Studio

The next step is to open the settings icon (gears) of the column where you want to store the total:

creating colums in solution studio

 In the values tab of the column properties, first choose the aggregation type (sum, count, average, maximum, minimum, function/custom), and then the sublist and a column from the sublist which you want to aggregate. You can even filter the selection, if you don’t want to aggregate all subitems.

calculating columns in solution studio.png

Now, give it a few seconds to recalculate, since it is a background, asynchronous operation. Very soon, your set totals and aggregations will appear in place.
Please note: the fields where totals are stored are normal, SharePoint fields. If you include those fields in new or edit forms, and set the values manually, your manually entered values will be overwritten immediately after saving the item, since the aggregation calculation in background has the priority over that.

You can watch the video tutorial here: https://youtu.be/olF8WRPaAoY

 

 

Adis Jugo

Written by Adis Jugo

is Director of Product Technology at skybow, and a software architect with over 20 years of experience. Adis is double Microsoft MVP (Most Valuable Professional) for Office Development and for Office Servers and Services. He first met SharePoint (and Microsoft CMS server) back in 2002, and since 2006 his focus was completely shifted towards architecture and development of productivity solutions, now based on the Azure, Office 365 and SharePoint technologies. Adis is an internationally recognized speaker with over 15 years of speaker experience, speaking at various Microsoft, Community and SharePoint/Office 365/Azure conferences worldwide.