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Customizing the Groove 2007 Forms Tool to Create Simple Status Reports

Summary:  Create a custom tool where team contributors can cite the weekly status of their project deliverables. (4 printed pages)

Office Visual How To

Applies to:  Microsoft Office Groove 2007

Joe Levine, Microsoft Corporation

May 2009

Overview

Use the Groove 2007 Designer and Design Sandbox to create a custom tool where team contributors can cite their weekly status. The tool gives team members a way to report on the week just ended and to make projections about tasks they plan to complete during the following week. The tool also provides a mechanism to alert other team members to yellow-flag or red-flag issues.

Code It

Follow the steps below to create a new forms Status Report tool.

Start a new custom tool design

  1. Add a Forms tool to the workspace and click Start Here to enter the Forms Designer.

Start designing the form

  1. Name the form 1. Status Report.

  2. Select Biscay for the form background style.

  3. Set the number of Columns in the form to 3. The number of columns determines how fields get listed on the form. It is also recommended that you check Show Border (preview only) to create a border so you see the visual layout of fields on the form.

Read It

Create the Form Header and name it Status Report

  1. Click Create New Field.

  2. Choose Form Header.

  3. Type "Status Report" and center the heading.

  4. Create a field group

Field group keeps these fields together across the form columns so that they appear as one text string.

  1. Edit the Created By field to change its label to "by".

  2. Create a Field Group with the Created and Created By fields, and set the field group to span 3 columns


Specify Field Properties and Settings

Create the field types with labels, properties, and other settings listed below.

1. Field type: Date
Label: Week Ending:
Other settings: Make this field span 3 columns and place below the Created By field group.

2. Field type: Attachments
Label: Attachments

3. Field type: Rich Text
Label: Flag Description
Position: Top
Width: Width of field = 100; Unit = Percent
Height: 15 characters
Searchable: Checked
Hide Command Bar: Checked

4. Field type: Rich Text
Label: Next Period Goals:
Position: Top
Width: Width of field = 100; Unit = Percent
Height: 15 characters
Searchable: Checked
Hide Command Bar: Checked

5. Field type: Rich Text
Label: Accomplishments Not Met:
Position: Left
Width: Width of field = 100; Unit = Percent
Height: 15 characters
Searchable: Checked
Hide Command Bar: Checked

6. Field type: Rich Text
Label: Accomplishments This Period:
Position: Left
Width: Width of field = 100; Unit = Percent
Height: 15 characters
Searchable: Checked
Hide Command Bar: Checked

7. Field type: Check Box fields (2)
Other Settings: Create two fields, labeled Red Flag? and Yellow Flag?, respectively.


Create a tab group for layout of the Rich Text fields and Check Box fields

Create tab labels and set the tabs to references these fields. The label positions for each tab is "Top" and the entire tab group is set to span three columns.

Tab label: This Period
Settings: Reference the fields Accomplishments and Accomplishments Not Met

Tab label: Next Period
Settings: Reference the field Next Period Goals

Tab label: Flags
Settings: Reference the fields Red Flag, Yellow Flag, Flag Description; Set column span for this tab to 2.

Further layout details

  1. Place an Attachments field below the tab group.

  2. Save the form.


Create a view

Create a view named 1. Status by week that references the following fields: Week Ending, by, Yellow Flag, Red Flag. Next, set the following View options.

  1. Set the view column properties for the Week Ending: column to the following:

    • Basics tab: Set the column width to a custom size of 15 percent; enable Show twisty in this column when row is expandable

    • Sorts tab: Set the Sort Type to Grouped, check Ascending/Descending, set the Grouped by interval to Days, change the secondary sort column to _CreatedBy.

  2. Change the column header for the _CreatedBy field column to 'by".

  3. Set view column properties for the Yellow Flag column:

    • Basics tab: Set the column width to a custom size of 12 percent.

    • Options tab: Change the font to 9 pt, bold, centered horizontal, top vertical, and select the color yellow.

    • Values Options tab: Change the character that displays in this column to an asterisk character for the Display Value.

  4. Set view column properties for the Red Flag column:

    • Basics tab: Set the column width to a custom size of 12 percent.

    • Options tab: Change the font to 9 pt, bold, centered horizontal, top vertical, and select the color red.

    • Values Options tab: Change the character that displays in this column to an asterisk character for the Display Value.

  5. Set View options on the View Options tab:

    • Set the default sort to View_ending ascending (grouped by days)

    • Set the Maximum row height =1.

Save the changes and publish the tool

Create a Status Report to test the design.

See It

Customizing the Groove Forms Tool...Status Reports

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Video Length: 00:20:29

File Size: 12.2 MB WMV

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