Add and use SharePoint lists (v 1.12)
- Ferdinando Apuzzo
- Frank Schreiber
- Matej Dubovský
Using the SharePoint Online List macro, users can only access content that they are allowed to access in SharePoint itself. How are SharePoint Online user permissions applied in Confluence Cloud?
You can use the SharePoint Online List macro to display a SharePoint list on a Confluence wiki page. The macro can display most SharePoint list types and document libraries as well as lists created with Microsoft Lists.
Special list types (for example calendar, tasks) can also be integrated but they will be displayed just like any other list (no calendar, view, etc.).
Add the Macro
Open the Macro Browser to embed a SharePoint list resp. document library
Choose the macro "SharePoint Online List"
Configure the List macro
The Macro contains several options to select the relevant list.
The logged in user to SharePoint should have at least read access to the SharePoint site collection in order to perform search queries on the SharePoint List macro configuration.
Search Bar
Filter and find lists by searching for the lists name.
Show/Hide filter settings
Show or hide additional filter settings.
Filter settings
Choose the date the list has been modified for the last time. Options are "Last 24 hours", "Last week", "Last month", "Last year".
Optional: define start folder since version 1.5
Choose a folder within the selected list that is used as the start folder, when the list is first displayed.
Default View since version 1.7
The default view configured for a list in SharePoint is applied the same for the SharePoint List macro in Confluence. Therefore nothing has to be configured in the macro. Ask the SharePoint site owner (or an administrator) if you want the default view to be changed.
Items per Page configuration SINCE VERSION 1.11
Choose the number of items you want to display per list page. You can configure your list macro to display between 1 - 200 items per page.
Use the List macro
When the SharePoint Online list is added to the page, you can see the content of the list.
In our current version, % characters in folders or document names are not supported. If the app responds unreliably, please check if you have a % in the name and remove it.
Open, download or delete a document
Depending from the file type there are several user interactions available. By clicking on the three dots icon in the document row a context menu is expanded:
Open in Office Online
Open in Desktop App (Coauthoring extension support for specified file types, see list below)
Download
Delete
Coauthoring extension support for Desktop Apps since version 1.11.0
Depending from the file type there is an additional menu entry in the list macro to open a document in the local desktop app. Depending on the SharePoints permissions settings it features Coauthoring support.
Coauthoring file types:
Word
docx
Excel
xlsx, xlsm, xlsb
Powerpoint
pptx, ppsx, potx
Currently not supported filetypes to open in local app:
xla, xml, xmlx, mht, mhtml, htm, html, dif, slk, xps and other mimetypes.
See more information in the official documentation https://learn.microsoft.com/en-us/microsoft-365/cloud-storage-partner-program/plus/extensions and https://communardo.atlassian.net/browse/CSIO-3717
Document Upload
since version 1.6
To be able to upload files the user logged in to SharePoint has to have the permission to upload files to the embedded document library. By default, "site members" do have this permission but are dependent from the Customize SharePoint site permissions - SharePoint in Microsoft 365 and the permission settings for the library itself (see also https://support.office.com/en-gb/article/customize-permissions-for-a-sharepoint-list-or-library-02d770f3-59eb-4910-a608-5f84cc297782 for more details).
For the list type "document library" you have the option to upload documents to the list.
After clicking on the upload button a file upload dialog appears. You can select a single or multiple files to upload:
You can upload files to any folder of the SharePoint document library. To upload files to a specific folder first navigate to the desired folder and then click the upload button. The files will then be uploaded to the selected folder.
Default View
since version 1.7
The default view configured for a list in SharePoint is applied the same for the SharePoint List macro in Confluence.
Supported column types
The SharePoint List macro currently supports the following column types:
text
multiline text
datetime
number
link
person
choice
multi choice
If there are other columns configured in the default view in SharePoint, a notification message will be shown in the SharePoint list macro:
You can hover over the message to see which columns are not supported:
Change default view
For changing views in a SharePoint list special permission is required. Therefore you maybe have to ask the SharePoint site owner (or an administrator) if you want the default view to be changed.
For more information about changing views in a SharePoint list see https://support.office.com/en-us/article/create-change-or-delete-a-view-of-a-list-or-library-27ae65b8-bc5b-4949-b29b-4ee87144a9c9 .
Any subsequent changes of the default view in SharePoint are displayed the same in the SharePoint list macro immediately (after page reload).
Which configurations are possible in the default view of SharePoint list?
change order of columns
add or remove a new column (e.g. add column "special remark")
filter view by one or more columns
sort view by one or more columns
sort view by specified criteria
show all items without folders ("flat")
If the default view of a SharePoint list contains https://support.office.com/en-us/article/use-grouping-to-modify-a-sharepoint-view-18548b63-a869-4fcf-89b1-ba3d04784df7 then the groups will not be rendered in the SharePoint list macro in Confluence. Instead, the list items will be sorted according to the group sorting and secondly according to the column sorting, if there is one configured.