Creating Report Views for Issue Tracking | SharePoint Tutorial pdf

Creating Report Views for Issue Tracking

To create the Issue Tracking list for this sample:
1. Click Site Actions -> Create and click the Issue Tracking link under the Tracking heading in the middle of the page.
2. Name the list Problem Reports and click Create.
The Issues Tracking template includes views that display All Issues, Active Issues, and My Issues (issues assigned to you). Management wants to see issues that have not yet been assigned and issues that are either overdue or are taking a long time to resolve. In this sample, I’ll create two new views to address those needs:
=> The Unassigned view will show only items that have not yet been assign to anyone.
=> The Alert view will display items that are past their due date or more than two weeks old.
The Unassigned view is the easiest, so I’ll create that first. 

To create a view of unassigned items:
1. Drop-down the View list and click Create View as shown in Figure 1. SharePoint displays the Create View page.
2. Click Standard View. SharePoint displays the Create View page.
3. Name the view Unassigned, select Make this the default view, and scroll down to the Filter section.
4. Click And and select Assigned To is equal to as shown in Figure 2. (Leave the last field blank.)
5. Scroll to the end of the page and click OK. SharePoint creates the view and makes it the new default view for the list.
6. Click New and add a test item to verify that the view only displays unassigned items.
Figure 1: Creating a new view for the Problem Reports list

Figure 2: Adding a filter to only display unassigned items

The Current column filter in Figure 2 ensures that the most recent item appears in the view. If you remove that filter the item history is also displayed.
Important: Use the And filter operator to narrow the list of items displayed in a view. Use the Or filter operator to broaden the list of displayed items.
Creating the Alert view is more complex because there are two different criteria:
=> Management wants to see items that aren’t resolved by their Due Date.
=> They also want to include items that are more than 14 days old.
To satisfy that last requirement, we need to add a calculated column based on the Created date. Then, we can create a view that uses a filter to combine the criteria. To add the calculated column:
1. On the list toolbar, click Settings -> Create Column. SharePoint displays the Create Column page.
2. Complete the page as shown in Figure 3 and click OK. SharePoint adds a new calculated Alert column to the list.
Figure 3: Create an Alert column that calculated the date two weeks after the problem is reported

To create the Alert view:
1. Drop-down the View list and click Create View. SharePoint displays the Create View page.
2. Click Standard View. SharePoint displays the Create View page.
3. Name the view Alert and scroll down to the Filter section.
4. Complete the filter as shown in Figure 4.
5. Scroll to the end of the page and click OK. SharePoint creates the view and makes it the new default view for the list.
6. Change the Due Date of the test item to verify that the view only overdue items.
Figure 4: The filter settings for the Alert view

The trick of adding a calculated column to help create a view is a good one to know, especially when working with dates.