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How develop a glossary of terms in sharepoint

Posted on 2011-09-27
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Last Modified: 2012-05-12
i need to develop a glossary of terms and if you click  'A' for example it shows letter that start with A, and on description must show all the meaning of the terms,
i can do that using a list but the user what it as a wiki so that it shows items that has changed when updating the description  
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Question by:tapiwab
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19 Comments
 
LVL 50

Accepted Solution

by:
Ingeborg Hawighorst (Microsoft MVP / EE MVE) earned 2000 total points
ID: 36708528
Hello,

you can create a Wiki library. It's one of the out of the box functionalities in SharePoint. All contributors can edit any wiki page and you can roll back to a previous version if desired.

Then create views on that library, sorted alphabetically. Or use filter web parts. Or create views for each letter. Or use search. Or create XSLT list views on another page.

There are so many options. Which ones do you need help with?
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LVL 5

Author Comment

by:tapiwab
ID: 36708653
i have a wiki page created now how do i filter based on letters in a sharepoint wiki ,i can work on the all the options you have
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LVL 50
ID: 36708683
Ehmm, you need more than just one wiki page. Above, I mentioned a wiki library. This will consist of many wiki pages. One page per glossary term. The term would be the name of the wiki page and the term's description would be the body of the page.

Then create views across all the wiki pages in your wiki library, or a list view web part in another page, etc, etc, (see above)

This is basic out-of-the-box functionality.

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LVL 5

Author Comment

by:tapiwab
ID: 36991435
the problem with the above solution is users will keep on adding info, i dont want user to come back when they want to add new glossary
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LVL 50
ID: 36991508
I don't understand your comment. "come back" and "add new glossary"??

A glossary is a list of terms and their respective explanations. It can be set up in one single page. But if you do that, you will not be able to filter on the glossary items that start with "A", for example. If the glossary is on a single page, it will basically be one piece of text.

If you want to use filters, you will need one item per glossary term. This could be a list, or as a wiki library, where a history of edits is kept for each page, so you can roll back to a previous version, if you so desire.

What exactly do you need? Maybe you need to define your requirements in full before you start rejecting suggestions.

So: What will users do? What/where/how will they enter data? Who can enter/edit data? Who can only read data, but not change it? What will users see? What functionality do they need?

If you can specify that, it will be much easier to recommend an approach.

cheers, teylyn
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LVL 5

Author Comment

by:tapiwab
ID: 37112295
i think create list is easier than wiki because wiki will be difficult for user to add new items in future can you send links on how to create using list and enable the search functionality on that list
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LVL 50
ID: 37112446
Adding items to a wiki library is no different that adding items to a list. Create a new item, enter a title, enter a description. save.

With a wiki, you have the advantage of easy cross referencing by simply using the wiki syntax for a link [[text]]. Plus, you can see the edit history for each item. You can revert to a previous version. These things cannot be done with a list, so I can see why your user wants a wiki.

In any case, you'll end up with a list (and a wiki is just another type of list) with at least two fields: title and body. Create a view for each letter of the alphabet, filtered by the first letter of the title. Create a CEWP or similar showing all the letters from A-Z and link each letter with the respective view.

You may want to read up a bit on the capabilities of SharePoint, especially with regards to "enable the search functionality on that list". Search is a farm-wide feature. You can include or exclude specific lists from the search scope, but you certainly would not set up search for just one list.

I feel you are not really clear on what the requirements are, at least you have not communicated that clearly. If you feel that creating a list is "easier" than a wiki, that just shows that you are still at the beginning of the SharePoint learning curve.

cheers, teylyn

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LVL 5

Author Comment

by:tapiwab
ID: 37225439
i will look at this was very busy
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Expert Comment

by:orrin05
ID: 37443274
Hello teylyn,

I created wiki page, and custom list with columns term and description, and I created different views for each letter of the alphabet. How do I make it user-friendly? When you change the view, it is ok, but it is not user-friendly. Could you give me some suggestions?

Thanks

Orrin
0
 

Expert Comment

by:orrin05
ID: 37454664
teylyn,

You told me to open new post (ask a question), I did it, and now you are telling me it is the same question, I do not see any answer to my question here. Basically, you are saying that I cannot ask question!
0
 
LVL 5

Author Comment

by:tapiwab
ID: 37517166
i have decided to use the a list instead of wiki
0
 
LVL 50
ID: 37517523
tapiwab, can you explain the C grade? My suggestions are perfectly valid, even if you chose a different approach.  Please take a look at the grading guidelines here: http://www.experts-exchange.com/help.jsp?hi=403
0
 
LVL 5

Author Comment

by:tapiwab
ID: 37518787
the wiki option wasnt clear to me thats why i put grade C
0
 

Expert Comment

by:orrin05
ID: 37519551
tapiwab,

If it is not clear, you could keep asking questions, or ask him to explain in more details.
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