Once a Data View is created with the List Rollup Classic Web Part, it is stored as a template on the page and listed under the heading Available Templates on the right side of the web part. In the screen shot below, Task Rollup is a saved template.

To export the template, select it and click Export Data View.

Import the web part to another page in the site as you would any other web part from the site’s Web Part gallery.

To import the web part to a page in another site, download a copy of the web part from the gallery to your PC by selecting the web part and clicking Download a Copy from the Files ribbon. Keep track of where you download it to as you will browse for it in Step 7 below.

From the List Rollup Classic Edition Web Part, select the template you want to modify and click Load Template.

The templates listed are those that exist in the Web Part Page Gallery.

When you go to save your updated template, you will need to give it a new name since web parts in the page gallery require unique names.

NOTE: This update will NOT be reflected in web parts that you exported from this page to import to other pages of your portal.

To edit an existing schema, click on the schema name in the Title column or choose Edit Schema from the item edit menu.

The Schema Configuration page will be displayed.

If needed, add another list to the Included Lists area.

NOTE: If you remove the master list, you will need to reconfigure everything in the schema.

Modify the name or description of the schema by clicking Schema Settings.

NOTE: If you change the name of the schema, web parts that use the schema data will be broken. Be sure to change those references and resolve the errors.

Add the List Rollup Grid View Web Part to the page. To configure it, see Overview of the List Rollup Grid View Configuration Options for more information.

NOTE: After the web part is configured via its tool pane, but before the display settings are configured for the first time, users (who are NOT in the SharePoint Group which is allowed to modify the settings) will see this error in the web part display:

As a user who IS in the SharePoint Group which is allowed to modify the settings of the Grid View, click Show Settings button. The Settings page is displayed.

In the List Rollup Schema Name section:

• Enter a Name and Description. The name and description are automatically copied to the web part properties. Entering a description is optional; it is not displayed to end users.

• In the Site URL box, enter the URL of a site that contains a schema configured with the Bamboo List Rollup Schema Designer Web Part and click the Load Schema button. This will populate the List Rollup Schema to Display drop-down selection list with the available schemas.

  NOTE: Site URLs can be absolute (http://domain/site) or relative (./site). Relative URLs should be used for SharePoint Web applications containing multiple Alternative Access Mappings (AAM), if the Web Part is part of a site template, or if you intend to migrate the content database in the future.

• From the List Rollup Schema to Display drop-down, select the schema you want to display.

Alternatively, click the Show items only when the following is true and then configure the filter criteria. If it takes more than two columns to define your filter criteria, click Show more columns… to add more.

In the Grid View General Settings section configure what end users can do from their browser. You can allow them to Filter, Sort, Group, or Export the data displayed.

There are two export options:

• All Export of Items to Excel. This will export all data as text, like it is exported from a regular SharePoint list view. Once it’s in Excel, you can format it as needed.
• Export to Excel with Data Formatting. This will export formatted data to Excel, which means that dates will appear as dates in Excel. This saves time spent formatting exported data once it’s in Excel. It takes a little bit longer to export formatted data, so there is a warning note about slower performance.

When finished configuring all the sections, click the Save Data button at the bottom left corner of the page to save the configuration and close the Settings page.

All users, including those who are NOT in the SharePoint Group allowed to modify the settings, will see the newly configured rollup. At any time, users in the SharePoint Group allowed to modify the settings can modify the settings as needed. They modify the public view. Unlike the List Consolidator Web Part, there are no private views with the List Rollup Grid View Web Part.

See Manipulate the Rollup Data in the List Rollup Grid View for more information about using the Grid View from an end user perspective.

Select a Master List. This is used to define the columns to roll up from all the Lists and set the filter criteria for the result set.

NOTE: The master List must contain at least one item. If you need to quickly add a default item, you can click the URL link of the list to view the list in a separate window and add an item to it.

Preview and create the rollup Data View Web Part. This process will create new web part on the page. It is separate from the List Rotator web part.

1. In the Name field, type a name for the rolled up Data View Web Part to be created.
2. optionally, in the Description field, type a description for the rolled up Data View Web Part.
3. If you want a link to the list or site for each item in the rollup, check one or both of the Show Item Location Column check boxes.
4. Enter a Cache Timeout Value. The List Rollup caches data so that it can be quickly displayed when users access the rolled up Data View. The cache data is saved per user and this setting indicates how long the web service should wait before reloading this data set.
5. Specify the Display items in batches to set the default number of items to display per page in the rolled up Data View Web Part.
6. If you are rolling up calendar events, define how you want repeating events to be expanded. Select the Expand check box if you want to expand repeating/recurring events when rolling up Calendar Lists so that each individual event is shown in the rollup. You can set how far back to show the individual events and how far into the future by months.

NOTE: If Recurrence is disabled, AND a single occurrence is modified, both the series event and the individual occurrences are displayed.

IMPORTANT: If Recurring events are expanded, the performance of the List Rollup Data View Web Part when displaying the rollup will be impacted.

7. Click Preview to preview the data in your rollup to make sure you have configured it correclty.
8. When ready, click the Create button. A message will appear at the top of the Web Part to let you know the new Data View Web Part was created successfully in the Web Part Page Gallery. Choose to display it on the current page or export it so you can display it on another page.

NOTE: The regional settings of the user who creates the Data View Web Part are hard coded in the Data View. All users will see the same regional settings when they access the Data View Web Part.

From the main menu at the top of the web part, click New Schema to create a new schema definition.

NOTE: The New Schema function must be enabled in the Web Part settings pane for this option to be visible to users.

Click the Select Aggregation Service (required) to choose the service for your schema. This will be the first thing you do; until you choose an aggregation service, everything else is grayed out.

• Bamboo Aggregation Service. Unlike the SharePoint Content Query Web Part, you can aggregate items of different types if you select this service. Because it is capable of aggregating items of various types, it takes a little bit longer, so choose this only if you need to rollup items of various types.
• SharePoint Aggregation Service. This service is similar to that used in the SharePoint Content Query Web Part, in that you are restricted to including items of the same type in the rollup. This is generally the recommended selection for performance reasons.

IMPORTANT: Although it is possible to modify a List Rollup Schema definition after it is first created, you will not be able to change the aggregation service selected once the schema is created (saved for the first time).

If you chose to use the Bamboo Aggregation Service for your new schema, complete your schema definition with the instructions found here. The user interface for schemas based on the Bamboo Aggregation Service is slightly different than that for the SharePoint Aggregation Service.

Included Lists (required). In the Included Lists section, configure the discovery mode, select a list, and include it. You must select at least one list in order to create a schema. See Select the Included Lists for your Schema-based List Rollup for details. Once the list (or lists) is selected, it will appear in the Included List table, shown below.

If needed, you can check the box in the right column of the Included Lists table and then click Remove Selected to remove a selected list if you change your mind.

NOTE: If you remove a MASTER list (the first list selected), you will need to reconfigure several configuration parameters of your schema definition.

When ready, click Create/Update Schema to save your schema and return to the List Rollup web part. Otherwise, click Cancel and accept the warning question to return to the List Rollup web part without saving any changes.

Your schema is displayed in the list of available schemas in the List Rollup Schema Designer Web Part. If you have multiple pages of schemas listed, the new schema will be on the last page.

Click the Select Aggregation Service (required) to choose the service for your schema. This will be the first thing you do; until you choose an aggregation service, nothing else is enabled.

IMPORTANT: Although it is possible to modify a List Rollup Schema definition after it is first created, you will not be able to change the aggregation service selected once the schema is created (saved for the first time).

When ready, click Create/Update Schema to save your schema and return to the List Rollup web part. Otherwise, click Cancel and accept the warning question to return to the List Rollup web part without saving any changes.

Your schema is displayed in the list of available schemas in the List Rollup Schema Designer Web Part. If you have multiple pages of schemas listed, the new schema will be on the last page.

Auto-Discovery Mode. By default, the Auto-Discovery Mode is set to None and it is expected that you will specifically identify the lists that you want to rollup data from. However, being able to auto-discover new lists when they are created is a very beneficial feature and minimizes the updates that you might need to make to your rollup.

• Name Match by List name will automatically roll up all the lists that have the same Display Names (i.e., Tasks)
• Type Match by List Type will automatically roll up all lists that are of the same type (i.e., Tasks, Workflow Tasks, Project Tasks).

The list selected in the Select List area will be used as the basis for matching lists by either name or type.

Discovery Search Path. Select the desired Discovery Search Path option to indicate which sub-sites are to be searched during the automatic discovery of lists.

• Select Find matches in sub-sites to include only the sites underneath the level where the list selected in the Select List area is located. In this example shown below: Sub Sites 1 and 1.1 will be rolled up.

• Select Find matches in sibling sites to include the SharePoint web site at the same level where the list selected in the Select List area is located. In this example: Sub Sites 1, 2 and 3 will be rolled up.

• Select Find matches in sibling sites and sub-sites to roll up all the sites, across from the same level where the List selected in the List dropdown is located and below. In the example: Sub Sites 1, 1.1, 2, 2.1, 2.2, 3, and 3.1 will be rolled up.

Discovery Scope Limits. You can limit the scope of the automatic discovery process by specifying a limit to the number of sub-sites or number of lists that the discovery process will traverse. Setting these limits is important for obvious performance reasons. Note that there is no way to guarantee that a particular set of lists is included when the limit is applied. Lists will be selected for inclusion in the order they are returned from SharePoint.

You can also exclude a set of lists that you do not want to be rolled up by entering a static site URL or a relative URL path (./) in the Excluded Lists text box.

NOTE: It is recommended that you use relative paths for site templates and when multiple Alternative Access Mappings are used, this page is included in the Site Template, or if you plan to migrate the content database at anytime in the future.

If you choose a Person or Group column type and want to use a value that is not listed in the Value list for the column, first select any user and copy the criteria to the CAML Query field. Once the query is in the CAML Query box, manually edit it to replace the selected user between the tags with the unlisted name as it is displayed in SharePoint:

Old CAML: 
  <Value Type="User">Listed User</Value>

New CAML: 
  <Value Type="User">Unlisted User</Value>

This variable is not listed in the Value List by default, but you can still use it. To use the SharePoint variable [Me] as the value for a Person or Group column, first select any user and copy the criteria to the CAML Query field. Once the query is in the CAML Query box, manually edit it to replace the CAML text as shown here:

Old CAML: 
  <Value Type="User">Some User</Value>

New CAML: 
  <Value Type="Integer"><UserID /></Value>

IMPORTANT 1: The tag <UserID /> is case-sensitive! If you enter <UserId />, you will not get any data.

IMPORTANT 2: Be careful specifying a filter using [Me] in an alert. That variable designates the logged in user. When the alert is processed, the logged in user is a system account, so an Alert that uses [Me] may not generate any alert messages.

A Date and Time column type automatically displays a Calendar control to select a specific date. To use the [Today] SharePoint variable instead, first select any date and copy the criteria to the CAML Query field. Once the query is in the CAML Query box, manually edit it to change the date value to <Today /> as shown below.

Old CAML: 
  <Value Type="DateTime">2011-05-01T00:00:00Z</Value>

New CAML: 
  <Value Type="DateTime"><Today /></Value>

To add or subtract a number of days from [Today] to create a filter like “a task overdue by 3 days”, first select any date and copy the criteria to the CAML Query field. Once the query is in the CAML Query box, manually edit it to replace the placeholder date with the following CAML, adjusted for the desired number of days:

Old CAML: 
  <Value Type="DateTime">2011-05-01T00:00:00Z</Value>

New CAML ("3 days after today"): 
  <Value Type="DateTime"><Today /><addValue value="3" /></Value>

New CAML ("3 days before today"): 
  <Value Type="DateTime"><Today /><addValue value="-3" /></Value>