SharePoint Cross-Sub Site Lookup

SharePoint Cross-Sub Site Lookup

By Niraj Tenany  |  Published on May 14, 2014

Netwoven Blog

SharePoint (all versions) currently do not have a way to lookup lists other than lists and libraries within the same site (SPWeb) context. In this blog we will discuss how to look up for example a master contract list  which is residing in one of the sub site and  the list being looked up from another sub site under the same site collection.

Solution Steps

From your Site Collection follow below steps:

1. Create a Master List at one of the sub sites with the column that is going to be looked up in the libraries residing at different sibling sub sites under the same site collection.

SharePoint Cross-Sub Site Lookup


Please note that the users uploading documents in the lookup libraries should have reader permission in the Master List to look up the corresponding column values for the look up column in the libraries.

2. Created a doc library (in the same sub site where the master list resides) with a look up column referring to the desired column of the Master List.

SharePoint Cross-Sub Site Lookup

3. Created a list template of the library containing the look up column.

Navigate to the corresponding library–>Click on Library tab–>Click on Library Settings–>click on “Save document library as template” under the “Permissions and Management” section.

SharePoint Cross-Sub Site Lookup
SharePoint Cross-Sub Site Lookup

4. Template got uploaded at the list template in the site collection level.

Navigate to the top level site collection–>click Site Settings–>Click “List template” link under “Web Designer Galleries”.

SharePoint Cross-Sub Site Lookup
SharePoint Cross-Sub Site Lookup
SharePoint Cross-Sub Site Lookup

5. Created doc libraries at the sibling sub sites (under the same site collection) using the template.

Go to site contents of the corresponding sub site–>Click on “add an app”–>Click on the library template created for the look up library.

SharePoint Cross-Sub Site Lookup

6. Referred the look up column of the created libraries to the corresponding column of the “Master List in another sub site.

(New entries in the Master List also got reflected in the look up column of the created libraries under different sub sites).

Go to site contents of the corresponding sub site à Click on the library created from the template.

SharePoint Cross-Sub Site Lookup

By Niraj Tenany

Niraj is Chief Executive Officer and a Co-founder of Netwoven, responsible for the strategic vision and direction. Niraj has been working with Fortune 500 companies to implement large-scale enterprise systems for the past 25 years. Prior to founding Netwoven, Niraj led a profitable Enterprise Applications Consulting Practice at Microsoft. His team implemented large scale deployments of enterprise applications like Siebel, Ariba, and SAP with Fortune 500 customers. Niraj’s team also led the design and implementation of OLAP solutions based on the Microsoft platform. Prior to joining Microsoft, Niraj led a profitable Business Intelligence Consulting practice with Oracle Consulting Services. Niraj has also worked with startup organizations in senior management positions. Niraj was the Director of Consulting Services at Zaplet, a Kleiner Perkins funded company. Niraj holds a BS in Computer Science from Birla Institute of Technology, India, an MS in Computer Science from State University of New York (SUNY), and an MBA from Duke University’s Fuqua School of Business in North Carolina.

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