kalmstrom.com Lead QA Gets Married

Vijayant Rimza, our Lead QA, will marry in the beginning of December. I will attend the wedding, of course, so I will soon be leaving Sweden for India.

Technical expert
Vijayant has been with kalmstrom.com for nearly five years, and he has a deep knowledge of our products and the Office and SharePoint platforms they build on. Therefore he is not only a skilled tester but also a technical all-round expert who can take care of most tasks at the office. Now he is going to be married to his fiancée Monika, and I am really looking forward to meeting them both.

Lagun
Vijayant and his future bride are Hindus, and Hindu weddings often have many ceremonies. This past weekend the families celebrated Lagun, which is held 15-20 days before the main wedding day. After the Lagun everyone gives special attention to the bride and groom.

At the Lagun ceremony the bride’s family declares in front of their relatives that their daughter is getting married. A priest writes a beautifully adorned letter confirming the wedding plans, and that letter is then read aloud by a priest at a ceremony in the groom's home. In the photo below, Vijayant is sitting at the priest's side while he is reading.

Haldi
The second ceremony will take place next week. At this occasion family members apply a paste made of turmeric, sandal wood powder and rose water on the skin of the bride and groom, so that it will look sparkling on their wedding day.

After the Haldi ceremony the couple cannot meet until the wedding day, according to tradition, but I have heard that many couples sneak around and make memories :-)

The ceremonies continue, and I will tell you more when I come to India. Vijayant's sister, Rituka, have helped me with information and the photo for this blog post, and I will rely on her for the future wedding reports also.

Peter Kalmström
CEO and Systems Designer
kalmstrom.com Business Solutions

New App Gives SharePoint Tasks In Mobile UI

Do you often work with SharePoint tasks in a mobile or tablet? Then you know that the SharePoint user interface is not the best for smart devices. Soon you can use our new app ShareTask to manage your tasks while travelling, waiting for the dentist, seeing a boring TV show ‒ you name it! ‒ and have a user interface that is adapted to mobile devices.

Connect to SharePoint list
ShareTask can connect to all SharePoint lists that are built on the Tasks or Issue Tracking templates and also to the Kanban Task Manager default list, KTMTasks. After login, ShareTask takes the information from the SharePoint list and displays it in a mobile friendly user interface.

Edit tasks
With ShareTask you may add, edit and delete SharePoint list items directly in your smartphone or tablet. You can change status, add comments, assign priority and assign tasks to users or groups.

ShareTask will work on the three dominating operating systems for smart devices: Windows Phone, Android and iOS.

For subscribers
We hope that current kalmstrom.com Subscribers will appreciate ShareTask, especially HelpDesk OSP and Kanban Task Manager users.

HelpDesk OSP converts Outlook e-mails to SharePoint list items, and Kanban Task Manager lets users manage tasks and projects on a color coded kanban board. These two solutions can of course be combined, and we have a subscription level that includes both of them.

For anyone
Even if we were considering what kalmstrom.com Subscribers might need when we decided to develop the ShareTask app, it is an independent product. It does not require anything more than a smart device, SharePoint and an internet connection.

I am sure many will discover and use this ingenious little app, which gives users an advantage that we so far not have seen on the market.

Peter Kalmström
CEO and Systems Designer
kalmstrom.com Business Solutions

SharePoint E-mail Alerts With And Without Workflows

SharePoint is a platform where several people share and work with the same files and list items, so the possibility to have automatic e-mail notifications when something has been changed or needs attention is a valuable feature. It can be done in various ways, with more or less customization and control, and I show some examples in my new demos in the SharePoint Online from Scratch series.

Alert me
SharePoint libraries and other lists have an Alert Me button for e-mail notifications on either all items or singular items. These e-mail alerts can be somewhat customized, because you can decide at what time they should be sent and for what changes. The site collection administrator can set alerts to be sent to other users, and each user can also set his/her own alerts.

Tasks and Issues alert
The Alert Me button is easy to use, but SharePoint lists that build on the Tasks and Issue Tracking templates have another option that is even quicker to set. These lists have a radio button for e-mail alert to users when they have been assigned a task.

This notification cannot be customized at all, and once the radio button is selected an e-mail is sent to every user who is assigned a new task. There is no control over when the e-mail is sent out, but normally it is sent within a few minutes after the assignment.

Workflow
When you create a workflow in SharePoint Designer, you can customize the e-mail and decide to whom and under what conditions it should be sent. SharePoint Designer 2013 lets you create both SharePoint 2010 and SharePoint 2013 workflows, and I show both options in my demos.

I also show how to use the SharePoint 2013 workflow Visual Designer view, which can be used if you have Microsoft Visio installed. The Visual Designer view gives a picture that explains the workflow's conditions and actions, and you can add your own comments to it. This makes the workflow easy to explain to users and customers.

Open the item in edit mode
The workflow I use to introduce the Visual Designer view and to show the difference between the SharePoint 2010 and SharePoint 2013 workflows is simple and just gives the assignee a link to the list where a new high priority item has been created.

In the last Alert articles I describe how to create more advanced workflows. One of them gives the assigned person a link to the exact item and opens it in edit mode. This saves a few clicks and is of course the most efficient way to receive the alert. I also show how to add a CC to an alert and how to send an e-mail when a task is overdue.

Use with kalmstrom.com SharePoint Solutions
These tips articles are useful for all, but we have especially created them for subscribers to our solutions HelpDesk OSP, which converts Outlook e-mails to SharePoint list items, and Kanban Task Manager for SharePoint.

I use a helpdesk list in most of my demos, and in a later blog post I will come back to this list and show ways to enhance such a list. All these Tips articles and demos are part of the SharePoint Online from Scratch series, which already has 132 articles and will contain more before it is finished. Welcome to browse!

Peter Kalmström
CEO and Systems Designer
kalmstrom.com Business Solutions

Diwali - For Enlightenment And Victory Of The Good

Wednesday to Friday our Indian office is closed for the Diwali festival, a holiday that honors peace, enlightenment and the triumph of good over evil.

Universal wishes for a better world
Diwali is also called "The festival of lights". It is celebrated for five days, and each day has its specific ceremonies. It is India's most important holiday, but Diwali is celebrated in Hindu, Jain, Sikh and Zoroastrian communities all over the world.

Also people from other religions join the festivities, and in the U.S. President Obama lit a diya, a lamp, to show his support for the universal hope that marks Diwali: peace on earth and the victory of good forces over evil.

Rangoli and diyas at the kalmstrom.com office
The Indore staff has celebrated the first day of Diwali at the office, and the image to the right shows two team members, Neha Gupta Kaushal and Rituka Rimza, lighting diyas at a traditional floor painting, a rangoli.

The diyas symbolize the victory of light over darkness and knowledge over ignorance, something we all hope and strive for.

The rangoli is just for decoration, and such paintings can be created in offices, living rooms and courtyards to mark any festivity. Therefore our CEO Peter is met by a new rangoli each time he visits the Indore office. The team members often choose a peacock motif, as here, because the beautiful peacock is India's national bird.

Extra day off
Normally the Indore members of the kalmstrom.com team will be off for two days, but this year we wanted to give them three days. They have all worked hard during the last year with releases of totally new solutions like Study Manager and Templates Manager for SharePoint and new SharePoint versions of several more products. Now they will have a break for five days including the weekend.

Support
Even if the Indore team gets a well earned break, we will not leave subscribers and evaluators of the kalmstrom.com Solutions unattended. The Swedish team members, Peter, Sigge and myself, will work as usual while the Indian team is celebrating, and if we need technical assistance our dedicated developers Jayant Rimza and Jitu Patidar will be available. We might not be as quick in answering as usual, but you are not forgotten!

Peter, Sigge and I wish a happy Diwali to our Indian colleagues, to our customers and to the great majority who believe that peace, understanding, kindness and tolerance will give a better world.

Kate Kalmström
CCO
kalmstrom.com Business Solutions

SharePoint Content Types For Consistent Library Management

A content type with a document template is the best way to make sure that a SharePoint library will contain the desired content and be managed in a consistent way. To help SharePoint admins to get started with content types, we have now published six Tips articles about content types in the SharePoint Online from Scratch series. These tutorials are also suitable for SharePoint on-premise.

Make similar content look alike
All organizations produce a lot of content, like invoices, quotes, manuals, guidelines and reports, and this content should preferably be created and managed in a consistent way. It should, for example, contain the correct metadata. This is why SharePoint supplies content types.

When each type of content has its own content type, it is easy for users and managers to create and keep track of SharePoint content. A content type is a reusable collection of metadata that describes the shared attributes and behaviors for a specific kind of content. Such content types can be defined for any item type, including documents, list items, media files and folders.

The SharePoint content types are organized in a hierarchy, and a content type can inherit its characteristics from a higher level content type. Thus core properties can be defined in base content types and inherited by more specific content types. Refer to Microsoft for detailed information about content types.

Quotes library metadata
In my experience the concept of content types requires some learning, so to make it easy to understand I have created some articles on how to enhance a Quotes library with views and metadata columns. In these articles I do not use a content type, because it is not until you understand the basic about views and columns that you can grasp what difference content types make.

Intro shows the problems
In my introduction to the content types tutorials I show that users can create or upload any type of document to a library that does not have a content type. Another big problem is that metadata columns are not visible  if the new document is created in Word Online, and without a content type there is no way to force uses to create new documents i Word, where the columns can be seen and filled out.

Create and connect content type
I seldom show a problem without giving a solution, so in the two subsequent articles I show how to create a content type for my SharePoint Quotes library and how to connect the content type to the library.

When the content type has been added to the library, I create a new document and show the difference.

Template makes metadata columns printable
To further enhance the library, I continue with creating a Word template to use with the content type. This template has the metadata columns, so this way the metadata is not only added to SharePoint but also becomes printable.

The final step in this little series within the series is to connect the template to the content type. Now we are ready to go! In the updated Quotes library it is only possible to create new documents based on my Word template, and even if I cannot force users to actually fill out the metadata it is very easy to do it as the columns are present in the document itself.

By Peter Kalmström
CEO and Systems Designer
kalmstrom.com Business Solutions