ArtfulBits KPI Column
for Microsoft® SharePoint®

User Guide
Overview ........................................................................................................................................................................... 1
Feature List.................................................................................................................................................................... 3
Why ArtfulBits KPI Column?.......................................................................................................................................... 3
How to Use ........................................................................................................................................................................ 3
Using KPI to track item column values.......................................................................................................................... 4
How to set KPI for Choice column............................................................................................................................. 4
How to set KPI for SharePoint percentage Number column .................................................................................... 5
How to set KPI for SharePoint Date and Time columns ............................................................................................ 6
Using KPI to track data of SharePoint lists .................................................................................................................... 7
Associate indicator value with data of fixed SharePoint list ..................................................................................... 7
Associate indicator value with data of SharePoint list dynamically ......................................................................... 9
Indicators with user defined behavior .................................................................................................................... 11
KPI column display settings......................................................................................................................................... 12
Release Notes.................................................................................................................................................................. 14
See Also ........................................................................................................................................................................... 17
Remarks .......................................................................................................................................................................... 18

Overview
ArtfulBits KPI (Key Performance Indicator) column provides users with the ability to define and measure progress
toward predefined goals and display current status by using easy-to-understand graphical indicators. Using of KPIprovides with ability to visualize answers to the following questions:What am I ahead or behind on?
How far ahead or behind am I?
What is the minimum I have completed?

Component uses Microsoft SharePoint KPI idea, but with reworked functionality. Unlike MOSS KPI, solution from
ArtfulBits could be added to any custom list as a column, can use both List View and List Item as data source andsupports different indicator icons: flags, traffic lights, shapes, marks and other.
You can use traffic light icons to indicate that predefined satisfaction is exceeding, meeting, or failing to meet goals.
If predefined satisfaction exceeds a preset goal, the KPI is displayed with a green traffic light icon. If customer’ssatisfaction is failing to meet minimum goals, KPI is displayed with red traffic light icon. Otherwise, it is displayedwith a yellow traffic light icon.

Feature List
FeatureSharePoint
2007

SharePoint2010

SharePoint
2013

Ability to associate indicator value with item column values
Ability to associate indicator value with data in SharePoint lists
Ability to specify indicator sources and calculation types while adding
new items to list
Supports value calculation, such as sum, minimum, maximum, averagevalue, and evaluation of column value of first or last item from subset
Supports tracking of total number of items in the specified list view andpercentage of total number of items in one list view to another
Ability to set Goal and Warning values as fixed values as well as values
from other columns in list
Column customization (multiple icons set; text customization; different
column display modes)
AJAX support enabled
Language pack support (desired localization could be added by request)

Why ArtfulBits KPI Column?
ArtfulBits KPI (Key Performance Indicator) column is simple graphical scorecards that can be used to evaluatebusiness data against business goals. With this column you reduce risk to overlook information about the status ofvalue.
The column automatically calculates the results, and displays one of 3 indicators (OK, Warning, or Problem). You canshow the actual value, target value if desired. There are multiple icon sets to select from, so you can choose the onethat best fits your application. KPI can show indicator based on data of each individual item in SharePoint list or baseon data of SharePoint lists. It is a handy feature for all users that are using SharePoint on daily basis to use thiscolumn as a simple way of identifying visually critical items within their lists.

How to Use
To use KPI column you select appropriate option in the list of available columns in the Create Column page. Then you
have to specify the associated value of the column and the calculation way. There are four ways to associate datawith the KPI: list item, fixed list, dynamic list or user defined list. In the first case, resulting value will be calculated
based on the values of other columns of list item of the current list; in the second, indicator value is set per column
and calculation is based on the data obtained from the items in the fixed list; third way is similar to second one, butdata can be obtained from list dynamically (using sub site which is based on URL reference value of other column);
fourth way is similar to second one, but indicator is set per list item and source list and calculation type can be
specified while adding new item to list.

Using KPI to track item column values
The unique feature of KPI column is that users are able to associate the KPI column with single item in the list.
Formula is specified in the same way as for calculated field. This formula should return numbers. There are someexamples how to set KPI for different types of columns below.

How to set KPI for Choice column
1) Set Get Indicator value to From List Item
2) Specify a formula. The formula is the same as for SharePoint Calculated column, but it should return Number
value.
It is recommended using IF function to set value for specific choice values. For example, Issue Status site column has
the following choices by default: Active, Resolved and Closed. Formula may be the following:=IF( [Issue Status] = "Closed" ,2 , IF( [Issue Status] = "Resolved", 1, 0 ) )This formula returns “2” if Issue Status is Closed, “1” if Resolved, and returns “0” in other cases (Active and others).

3) Determine whether better values are higher or lower.
For previous Issue Status column the better value are higher (0-Active, 1-Resolved, 2-Closed)4) Specify Goal and Warning values.
For this KPI please set Goal value to “2”, Warning to “1”.

How to set KPI for SharePoint percentage Number column
1)
2)
3)
4)

Set Indicator Data Source to List Item
Specify a formula. The formula is the same as for SharePoint Calculated column.
Select the target percentage Number column and click on Add to formula link.
Determine whether better values are higher or lower. For some indicators, such as “The percentage of tasks
completed”, better values are usually higher.
5) Specify Goal and Warning values. For example: In order to display Problem icon when value = 0%, Warningwhen 0% < value < 100% and OK icon when value = 100%, you have to set Goal value to 100% and Warning
value to 0.01%.

How to set KPI for SharePoint Date and Time columns
1) Set Get indicator value to From List Item
2) Specify a formula. The formula is the same as for SharePoint Calculated column, but it should return Number
value.
3) By the formula below KPI displays: OK icon when difference between Start Date and Due Date is more than
1 day, Warning when Start Date and Due Date is the same day and Problem in other cases:=IF([Due Date]<[Start Date],-DATEDIF([Due Date],[Start Date],"d"),DATEDIF([Start Date],[Due Date],"d"))4) Determine whether better values are higher or lower. In this sample better values are higher.
5) Specify the Goal and Warning value. In this sample Goal value is set to “1” and Warning to “0".

Using KPI to track data of SharePoint lists
When SharePoint lists contain countable items, items that are part of a workflow, date items, or tasks progress, you
can use a KPI to track how long the issues or tasks have been opened, number of opened items, and percentage ofcompleted tasks. You can also keep track of totals, such as the amount of time that an issue has been opened or the
total number of sales in a region. You can use KPI for above mentioned purposes in three ways: create indicators for
fixed list, dynamic list or user defined list.
Associate indicator value with data of fixed SharePoint list

To create indicator value based on data from one SharePoint list:
1)
2)
3)
4)

Set Indicator Data Source to Fixed List.
Select site and list that contains data for indicator column.
Select the view that contains items you want to use in the KPI.
Under Value Calculation, select one of the following ways to calculate the goal of the KPI:a) Number of list items in the view (a count of the total number of items in the list).

b) Percentage of the number of list items in the selected view to the number of list items in the view
above.
c) Calculation using all list items in the view (a computation of Sum, Average, Maximum, or Minimumof a numerical column in the list).
d) Column value of specified item from the view (Choose this option if you need to track column valueof First Item or Last Item from selected list view).
5) In the KPI Display Rules section, under Display Rules, in the Better values are list, select higher or lower toindicate which range of numbers will be green (OK).

Associate indicator value with data of SharePoint list dynamicallyIf you want to roll up information from some lists on sub sites into a single status list, then
1) Set Indicator Data Source to Dynamic list.
2) Choose column (Single line of text or Hyperlink), which contains site URL (full site URL, server-relative URL orsite collection relative URL). A server-relative URL begins with a forward slash ("/"), while a site collection
relative URL does not begin with a slash.
3) Type site-relative URL to target list view4) Specify value calculation

Indicators with user defined behavior

To enable to specify indicator source lists and calculation ways when adding new items to list (similar to standard
SharePoint KPI):
5) Set Indicator Data Source to User defined list.
6) Uncheck Show KPI user guide in New Item and Edit Item forms to hide KPI user guide during adding or
editing items.
7) Specify display settings (Show Value, Status Icon, Goal Text and Value Text).

8) After that you can create KPIs as many as you need when adding new items to list.

KPI column display settings
The KPI display rules determine which icon should be displayed to represent the status of the indicator. For someindicators, such as ‘The percentage of tasks completed’, better values are usually higher, for other indicators, such as'The number of active tasks', better values are usually lower. You should specify whether better values are higher orlower and set Goal and Warning values. It can be fixed value as well as dynamic (values from other columns in thislist). There are also special display settings like Show Value (you can specify what kind of information should be
displayed in KPI column: Icon, Goal value, Column value, both Goal and Column values), Status Icons (you can specify
the icons of KPI: Dots, Flags, Balls, etc.), Goal Text and Value Text (you can change the text of the label which will be
displayed next to notification icons).

In the Details Link section type the Web address to the custom page that contains information about this indicator.
If there is no custom page selected a list view page or item details form will be displayed when user clicks on thecolumn (depends on chosen value in 'get Indicator value from' section).

Release Notes
Versionv2.0(May 6, 2013)v1.5(September 15, 2011)

Notes
New Features: Added SharePoint 2013 Support
 Added Russian and German localization
New Features: Added dynamic lists support [PRO] Added support of column value for Goal and Warning Added First Item and Last Item aggregation functions
Improvements:
Improved KPI value formatting

Bugs Fixed: Fixed minor issues
v1.43(August 19, 2011)

Bugs Fixed: Fixed "File Not Found" error Removed caching values for "Get indicator value: Dynamically" option

v1.42(August 03, 2011)

Bugs Fixed: Fixed availability to use "Get indicator value: Dynamically" option for
Evaluation and Professional Editions

v1.41(June 09, 2011)

Bugs Fixed: Fixed column settings update

v1.4(June 01, 2011)

New Features: Added ability to specify source lists and calculation ways while adding new
items to list [PRO]Improvements:
 Added support for new licensing model (ArtfulBits License Manager v1.4)
 Added "Save site as template" support

v1.31(April 5, 2011)

Improvements:
 Added Document Library support
 Improved performance
Bugs Fixed: Fixed minor issues

v1.3(November 16, 2010)

New Features: Added Russian and German localization

Bugs Fixed: Fixed minor issues
v1.24(August 18, 2010)

Bugs Fixed: Fixed KPI for grouped view (SharePoint 2010 only) Fixed minor issues

v1.23(August 11, 2010)

Improvements:
 Allowed assembly partially trusted callers
Bugs Fixed: Fixed Access Denied exception for users with Read Only permissions on
item display form

v1.22
(July 8, 2010)

Bugs Fixed: Fixed error with 6622 Event ID in Event Viewer (Field type DummyField has
duplicated definition)

v1.21(June 17, 2010)

Bugs Fixed: Fixed KPI details link for Internet web site
Fixed objects disposing

v1.2(June 11, 2010)

Improvements:
 Improved Setup Wizard

v1.2(May 13, 2010)

New Features: SharePoint 2010 support added
Bugs Fixed:

v1.1(April 21, 2010)

Fixed programmatically value getting

New Features: Added UpdateRules option Added UpdateValue(item) and InvalidateValue(item) methods to KPIField
for programmatically indicator value updating
Improvements:
 Improved performance
Bugs Fixed: Fixed KPI Column for Internet zone
 Fixed KPI Column header look
 Fixed KPI field set/get value from Services and Console Application

v1.02

Improvements:

(February 18, 2010)



Improved integration with site templates

v1.01(February 01, 2010)

Bugs Fixed:
 Problem with product version (Setup Wizard only)

v1.01(January 14, 2010)

Bugs Fixed:
 Problem with some SharePoint language packs

v1.0
Initial Release(December 25, 2009)[PRO] – Professional edition only.

See Also
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Cascaded Lookup Column allows building relationship between parent and child columns,
the data selected in one field will determine the options presented in another.
Category Column
Category Column allows tracking, organizing and grouping list items. Outlook 2007
approach for elements categorization, easy indicator color changing and using of advanced
tooltip, provide a high professional component style.
Column Data Adapter
Column Data Adapter is an extension component providing ability to use ArtfulBits
Columns in Microsoft Access forms, reports and Microsoft Excel.
Column Permissions
Column Permissions allows you to manage access to list content on column level.
Permissions can be assigned for individual users and for SharePoint groups as well and are
effective in forms and list views, as well as in the SharePoint Alerts, RSS, Datasheet andeven during exporting to Excel and opening with Access.
Cross-Site Lookup Column
Use Cross-Site Lookup Column for getting data from any site within site collection.
Component includes a powerful function of searching over lookup list. This function
provides substring matching in selected column which is very useful for large lists (over 50100 items).
Discussion Column
Need to organize well formatted conversation in the list item without enabling list
versioning? Discussion Column is the right choice. Component allows entering rich text
with formatting, images, tables, hyperlinks and other features.
Email Web Part
ArtfulBits Email Web Part allows sending e-mail messages directly from Microsoft
SharePoint site. You can notify task assigned users, send gratitude or just send regular email message, etc.
Follow-Up Column
Follow-Up Column enables due date flags similar to Outlook follow-up functionality.
Applying of flags to the list item allows adding of visual reminder in a natural way.
Image Upload Column
Quick and simple way of uploading pictures. Image Upload Column provides with ability toselect a picture using file browsing dialog, upload and display it in the list view.

Link to Document Column
Link to Document Column allows referencing files and folders placed at Document Libraryand provides easy and intuitive way to download files directly from column. Use thiscolumn to provide a browsing interface that allows users to browse to an object to link toinstead of typing a URL.
Parent Selector Column
Parent Selector Column is used for organizing hierarchical relations in SharePoint list.
Picker dialog allows choosing data from large lists. Standard Lookup column can be easily
converted to Parent Selector column and vice versa.
Password Change Web Part
Password Change Web Part allows users to change their own passwords from within the
SharePoint environment using standard text box interface (current password, newpassword and confirm new password).
Password Expiration Web Part
Password Expiration Web Part enables Active Directory users to be notified via Web Part
interface that their passwords are about to expire. It also automatically sends out email
notifications to users before the password expiration date.
Professional Calendar Web Part
Professional Calendar Web Part provides following key benefits: it allows combining eventsfrom different SharePoint Lists, from any SharePoint Site, in one Calendar view; allows
specifying different color sets for different event sources; supports on-the-fly AJAXenabled editing features in Outlook like style; and other enhanced functionalities.
Progress Column
Progress Column provides users with the ability to make SharePoint lists more visualized
by displaying numerical data on the page sing percentage-based progress bar. Professional
progress bar style will make your SharePoint list really modern and stylish.
Video
Video Column and Video Web Part are powerful controls made for uploading, managing,linking and playing video files. These controls support variety of video files that can be
uploaded from computer, or linked from SharePoint library or streamed from direct URL.

Remarks
Information in this document may be outdated. Please, visit www.artfulbits.com for the latest product version.