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In my site I have two lists. These lists need to sync together. Since I can't create a list within a list, my only other option that I am aware of is to create two lists and sync them together by using an ID.

My first list allows a user to enter a project and needs an ID (the only way I can get the lists to sync?). The second list (Task List) will allow other users of a project to make comments and updates. I was advised when a user makes an update for example: to 'Comments', we want to keep the previous 'Comment' and still view the new 'Comment' in the list (a rollup list-this is why I thought using an ID would be a good idea).

How do I create a manual ID in SharePoint Lists without using a SharePoint ID (auto) to get this done? Is it possible to have more than one line item share the same ID number to sync or corelate to another list?

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3 Answers 3

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You can still use the internal ID columns for this. Your parent (Project) list will use the basic internal ID column. Your child list (Tasks) you'll create a lookup column to the Project List and utilize it's ID column.

When a task is created, it will ask what the associated projectid is and they'll be presented with a drop down list of all the IDs in the Project list.

If you wanted it manually maintained, you'd just create a ProjectID column in the project list and still use the same lookup method, but instead of pointing to the ID column, you'd point it to the ProjectID column.

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  • I am not presented with an associated projectid, where do i find this?
    – Richell
    Commented May 27, 2011 at 19:51
  • You have to create a lookup column in the task list. In the configuration of it, it will ask for the list and the column. If those are set as desired and nothing appears in the drop down when you create a task, that means you haven't created any projects yet, so there is no project to select yet.
    – Eric Alexander
    Commented May 27, 2011 at 19:54
  • Ok, I have a column named Project ID as a 'Lookup'. Should I require this column to contain information? I have the 'Get Info From'pointing to the Parent List. In the 'In this column:' do I want ID? There is also, Modified, Created, Version, and Title. I didn't add these to the list, I believe they were already there.
    – Richell
    Commented May 27, 2011 at 20:05
  • Yes, you'd want to make it require information so that you can maintain the relationship. If you want to utilize the Project lists internal ID column, point it to the ID column. If you want your own maintainable ProjectID column, you'll need to create that in the Project list first, then use that in the task list lookup column.
    – Eric Alexander
    Commented May 27, 2011 at 20:11
  • Ok, I had done that and when I went to the site to add a new Project (Parent) I am given an ID6, then when I go to Action (Child) and create a new item then ID5 is created, but when I go to view or edit...it shows it's linked with ID6. Wouldn't that be confusing to an end user? Is it normal to have two columns (ProjectID; ProjectID:ID)? When I select the first ProjectID column, it shows that I can delete it, the other does not have that option.
    – Richell
    Commented May 27, 2011 at 20:22
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Rather than configuring your own ID and trying to sync the lists, it would be better to use a lookup column in your Task List to the Project List.

From your description, though it sounds like you want to allow the user to update a field in the Project list from the Task list. Instead, you could create the new Comment field on the task list and then create a DataView web part with a linked data source to join your lists together.

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http://www.youtube.com/watch?v=MiI-EJYTEp8

there are 6 videos. you will get to know how to create a parent child relationship. its awesome. you can create new child item from parent list.

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