Ch-ch-ch-ch-changes – part 2

Changes-image2Last time we looked at changes in site, list/library and view names and URLs in your site, as a result of a change in your organization. This time we will make changes to:

  • Columns
  • Folders
  • Documents and List items

4. COLUMN

Library/List Column Name
How: Click “Library/List” tab > click Library/List settings from the ribbon > Under “Columns”, click the Column > Overwrite Column name > OK

Column name before change
Column name before change
Column name after change
Column name after change

What happens?

  • The new name is displayed on all views
  • If the column is used as the lookup field, the new name will be used in the lookup. In this case I changed “Product” in the Picklist to “Product Type”.
Changes in lookup list are immediately changed in the library
Changes in lookup list are immediately changed in the library


List/Library Column URL
You can not change this. Good 🙂

List/Library Column Values
In this case I also have to change the product groups mentioned in the Choice values and the Lookup values, and they both have a different approach.

a. Choice:
How: Click “Library/List” tab > click Library/List settings from the ribbon > Under “Columns”, click the Column (Business) > Overwrite Column values > OK

Choice values are changed in the library column
Choice values are changed in the library column

What happens?

  • The old values in the library stay there until the item is edited.
  • Views that are filtered on the old value will stop to be filled, because new items will get the new value.
    To solve this, you can add an additional filter on the new value, so you will have “Business = Dairy Drinks OR Business = Dairy-based Beverages”.
    Alternatively, you can manually edit all existing items to give them the new value. (This will change Modified, Modified By and version number. Depending on individual Alert settings, a notification will be sent.)
  • Grouping on these values may show a different sort order.

b. Lookup:
How: Open the Lookup List (Picklist Beverages) > Click “…” behind the item you want to change > select “edit item” > overwrite name > Save.
If you want to change more or all names, you an also use “edit this list”and change them all in Datasheet view. Click “stop editing this list” when you are done.

Editing Lookup Values in Datasheet mode
Editing Lookup Values in Datasheet mode

What happens?

  • The old values are immediately changed to the new values.
  • Views that are filtered on the old values will be empty. You will have to adjust the filter in the views.
  • Depending on individual Alert settings, a notification will be sent. It is unlikely that anyone will set an Alert on a picklist, but you never know.
  • Grouping on these values may show a different sort order.

I have written about the differences in Choice and Lookup columns before.

5. FOLDER

Name
How: Click “…” behind folder name > Click “…” in the pop-up > “Rename” or “Properties” > Overwrite name > Save.

How to change folder name
How to change the folder name

What happens?

  • The “Modified” date and “Modified By” of the folder, as well as the version number, will be changed.
  • The sort order of the folder in the list will change if you are sorting on Name or Modified.
  • All Links to  this folder,  accessed via My Favourites, Navigation, Links lists, emails, buttons or other places where you have used the old name, will display a “webpart cannot be found” error. The folder name is used in the URL.
    Interestingly, links to documents in this folder do not break because they use the folder GUID instead of the URL.
  • Depending on individual Alert settings, a notification will be sent.

URL
I have not found a way to change the URL, which may be a good thing 🙂

6. ITEM

Document Name
How: How: Click “…” behind document name > Click “…” in the pop-up > Click  “Rename” or “Properties” > Overwrite name > Save.

How to change document name
How to change document name

What happens?

  • The “Modified” date and “Modified By” of the document, as well as the version number, will be changed.
  • The position of the document in the list will change if you are sorting on Name or Modified.
  • All Links to  this document,  accessed via My Favourites, Navigation, Links lists, emails, buttons or other places where you have used the old name, will display a “webpart cannot be found” error. The URL contains the document name. Please note changing the document title does not break links.
  • Any views that are filtered on Name, will be empty and have to be adjusted
  • Depending on individual Alert settings, a notification will be sent

List item name
How: Click “…” behind name > Edit Item > Overwrite name > Save.
If you want to change more or all names, you an also use “edit this list”and change them all in Datasheet view. Click “stop editing this list” when you are done.

How to change a list item
How to change a list item

What happens?

  • The “Modified” date and “Modified By” of the item will be changed.
  • The position of the item in the list will change if you are sorting on Name or Modified.
  • Any views that are filtered on Name, will be empty and have to be adjusted
  • If this list is a picklist for another list or library, and the items in list or library are grouped on these values, the sort order of the groups will change
  • Depending on individual Alert settings, a notification will be sent

Overall conclusion from parts 1 and 2:

If your business or products are changing name, and you want to reflect those changes in a team site, it is possible but there are some little-known consequences.

Easy to change:

  • Site Name
  • List or Library Name
  • Column Name
  • View Name

Easy to change but needs attention:

  • Choice and Lookup values: Views filtered on these values will need adjustment
  • Folders: Links to folders will break

Avoid changing:

  • Document Name: It is better to change the document title to avoid broken links
  • Site, List/Library, View URL’s: These will cause broken links whenever they are used in Links lists, navigation, buttons, emails etc. Most people do not look at URL’s anway, so change these only when there is a legal requirement and everyone is aware of the consequences.

The title of this post has been inspired by David Bowie’s Changes.

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4 thoughts on “Ch-ch-ch-ch-changes – part 2

  1. Coen Eskes (@coeneskes) September 13, 2015 / 9:59 am

    Ellen,

    Er kunnen conditional alerts gemaakt worden op basis van viewnamen. Dus het kan zijn dat er dan ook geen alerts komen bij het niet wijzigen van de views.

    Groeten,

    Coen

    • Ellen van Aken September 17, 2015 / 9:19 am

      Hoi Coen, Je hebt helemaal gelijk! De meeste van “mijn” gebruikers hebben echter de standaard Alert, dus “all changes”.

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