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Creating Global List or Library Web Parts with SharePoint Designer 2010

Have you ever needed to share content, such as a list or document library, across SharePoint sites but found that the Content Query Web Part does not quite meet you requirements (such as offering filterable columns)? The answer to your quandary may be a global Web Part. This can be created using SharePoint Designer 2010 and the steps below:

  1. Open the site containing the list or library you want to “globalize” in SharePoint Designer 2010
  2. Select “Lists and Libraries” from the left navigation pane
  3. Select the desired list or library you want to “globalize”
  4. In the “Views” section on the right, either open an existing view (i.e. AllItems.aspx) or create a new view
  5. In the SharePoint Designer page editor, click on the view
  6. In the Ribbon UI, go to List View Tools -> Web Part tab
  7. Click “To Site Gallery” from the “Save Web Part” section
  8. Give it a name and a description
  9. Click “Yes” when the message pops up. This ensures that the Web Part will point to the original source
  10. In the browser, go to the page where you want to display the Web Part
  11. Edit the page, insert a Web Part through the Ribbon UI or click on a “Add a Web Part” link within the page
  12. Go to Miscellaneous section within the Web Part menu and select the Web Part you saved
  13. Use views to modify what is displayed and apply filters as needed. Views can be created at the source list or library, and then applied via editing the Web Part on the page
  14. Take a deep breath and enjoy your new Global Web Part

This article was originally written by Kelly Rusk. It is moderated currently by Peter Hurth.

 
 

Pete Hurth is the Social Collaboration Solution Lead at Concurrency. He works closely with clients to implement comprehensive and user-friendly SharePoint solutions. He is an AIIM ECM Master, Certified Document Imaging Architect, and holds a number of Microsoft certifications in SharePoint and Server technologies.

Find Pete on: Linkedin Twitter

 
  • http://YourWebsite dave

    Kelly,

    This is what I have been looking for, Unfortunately it errors out after creating the global web part on a sub container. Can you elaborate on step 5? Maybe I am selecting the wrong components.

    Thanks!

    Dave

    • http://www.linkedin.com/in/kellyrusk Kelly Rusk

      Hello Dave,

      During step 5, you should see a view of your page within SharePoint Designer. In this view you will be able to click on the list you want to globalize. From that point, the rest of the options laid out in the steps should be available. Have you been able to complete all the steps? And if so, what is the error that is generated?

      Regards,

      Kelly

  • http://YourWebsite Thi

    hi Kelly,

    Thanks for great posting.

    I followed all the steps in your article and added the webpart onto a subsite of that global list but got “List does not exist. The page you selected contains a list that does not exist. It may have been deleted by another user”.

    I verified couple times that i selected “Yes” on step 9. And it still seems like it’s looking for a relative path, any idea?

  • http://www.linkedin.com/in/kellyrusk Kelly Rusk

    Hello Thi,

    Does the user account you are logged in with while viewing the “global webpart” have permissions to access the root list (the list you “globalized”)? Alternatively, you could create another view and make the global web part based on that view.

    Regards,

    Kelly

  • http://YourWebsite Girma

    I followed all the steps but failed on Step 13. I created the web part and when I try to insert the web part on a site page from browser, I get error message:
    Error
    An unexpected error has occurred.
    Web part Maintenance page: if you have permission, you can use this page to temporarily close web parts or remove personal settings…..”
    Then I tried to insert the web part from SPD2010, the web part can be displayed on a site page. But when I refresh the page (or when I come back to the page), I get the same error message. I need this feature. Any help?

    • Harri Järvinen

      Same here. Can’t really get this to work in a reliable way, have tried everything I can think of. Pretty sure it’s not a permission problem. In the SP 2010 Designer the page looks fine but in browser it fails without any apparent reason. Almost seems like some kind of bug if you ask me.

      I’m looking for way to display a document library on a subsite so that it has an active filter: only showing the documents from a certain Document Library subfolder – or alternatively – showing only a certain document type. Either would help achieve what I’m looking for.

      Reason I’m trying to do it this way – instead of just creating document libraries for each subsite – is that my Site Collection exists on a hosted SPF2010. On this hosted server it’s not possible to change Search Scope so that the search would cover the entire Site Collection. Spreading documents across multiple Document Libraries on multiple subsites would make searcing a real chore. I don’t have a clue why the Search Scope can’t be changed, that’s just what the tech support told me. I have complained about this missing functionality.

      I’m quite new to SP2010.

  • JJ

    I get to step 12. Then add the global webpart to the page and get hit with the error message:
    ___________________________________________
    Error
    An unexpected error has occurred.

    Web Parts Maintenance Page: If you have permission, you can use this page to temporarily close Web Parts or remove personal settings. For more information, contact your site administrator.

    Troubleshoot issues with Microsoft SharePoint Foundation.

    Correlation ID: 967627ab-9563-4682-af19-6cfa862bf6f3

    Date and Time: 4/20/2011 6:13:19 AM
    ___________________________________________

    I have permissions to all the sites – so cant see a problem here.. Any ideas?

    Thanks,

    JJ

  • http://www.linkedin.com/in/kellyrusk Kelly Rusk

    Hi JJ,

    I have come across this as well. In my case, it was that I had multiple instances created. Accessing the Web Parts Maintenance page to delete these takes a little trick. If you append the following to url of the page it will bring up this page: ?contents=1

  • http://YourWebsite David

    Scenario is:
    1. I have created a Site and within created a list of Suppliers. Followed your instructions to create web part view of list.
    2. Created Document library which needs is required to refer to the list of Suppliers as Lookup on document upload(The will use Supplier as searchable reference)

    When trying to implement the above using the web part list, I get a blank view on for the list of suppliers when trying to upload documents via the Library.

    Hope the above makes sense and any tips or help would be greatly appreciated

    Regards

    David

  • http://YourWebsite David Inglis

    Reposted

    Hi Kelly,

    Wonderful, you saved me a whole lot of time. However, I wonder if you could try and help me with a problem when using the web part list in conjunction with a document library.

    Scenario is:
    1. I have created a Site and within created a list of Suppliers. Followed your instructions to create web part view of list.
    2. Created Document library which needs is required to refer to the list of Suppliers as Lookup on document upload(The will use Supplier as searchable reference)

    When trying to implement the above using the web part list, I get a blank view on for the list of suppliers when trying to upload documents via the Library.

    Any tips or help would be greatly appreciated

    Regards

    David

  • Himansu

    hi Kelly,

    Thanks for great post.

    I have done with webpart creation.In my case I am using a document library to show across the site and is perfect, the webpart is showing the documents. But the problem is when I am clicking on the documents name link in the webpart, it is OK with .txt file but when am clicking on .doc file it showing “file not found” exception.Is there any work around.
    Any help would be greatly appreciated

    • little_ghost

      Same problem here. Still no fix..?

  • http://YourWebsite Alex C

    Thanks for this great article. An interesting wrinkle: How do you create content query web parts (CQWP) in SP Designer 2010? If I insert a CQWP into the browser page (in a Publishing Site) and then try to edit it in SP Designer, it gives the error: “This page cannot be edited in SharePoint Designer. You can edit the content in the browser, or edit the corresponding page layout in SharePoint Designer.” The page has a custom page layout.

    So how does one create a CQWP in SP Designer 2010? As of now, I’m doing it the hard way:
    – Create the part in a web page with the proper filter.
    – Export to file.
    – Edit file to point to my custom ItemStyle.xsl file.
    – Import CQWP into SharePoint via the browser, which doesn’t add it to the web part gallery; only puts it into the Import folder temporarily.
    – Insert into a page to test and work out the bugs.
    – Repeat above steps (starting with import) to test and change.

    There’s got to be an easier way to do this. Your guidance is appreciated. Thanks.

  • http://YourWebsite Peter

    Kelly Rusk,

    Thanks for your Idea of making list/library globally.
    Its working for me.

    I do have a quick question: I have two webapps.
    One of which I have used your idea to make one of my lists globally available as webpart. But Is it possible for me to take that webpart to another webapplication?

  • John

    Hi,
    After I click YES on step 9, I’m getting an error:

    “The Web Part catalog for this site was not available, or the request was interrupted.

    Try saving the Web Part again.”

    Any idea will be appreciated :)

  • Gowri

    I can’t open the saved weppart. I m facing following error:”
    List does not exist. The page you selected contains a list that does not exist. It may have been deleted by another user.”
    why can’t open this.

  • Rashid Bilgrami

    Hi peter
    I have face the same issue what Gowri face it but what i found the difference in my document list view i can’t able to view “List view Tool” Tab.

    It’s not showing to me with the custom list and document libararies i don’t know why but it’s happaning in sharepoint 2013 with me did you have an idea why it’s behaving like that ?

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