Create SharePoint map topics

You can add SharePoint map parts to your map from the Ribbon's SharePoint tab, or from the Task Pane's Map Parts tab.

When you add a SharePoint map part to your map, a wizard appears automatically to help you choose one or more SharePoint sites and define a filter. You can create a Dashboard map that contains pre-defined map parts for your issues, tasks and calendar items from the site(s) you choose.

MindManager contacts the SharePoint sites you specified and uses the filter to find matching items. A subtopic is created for each SharePoint item found. These topics are linked to the SharePoint items, and are re-synced when they are refreshed.

Add a SharePoint map part to your map

You can choose from the following types of map parts: Tasks, Documents, Pictures, Calendar Items, Site Explorer, Content Search, List Items and Custom List Items. See descriptions of these topic types.

When you have finished using the wizard, the topic appears on your map, displaying results subtopics that match the filter properties you defined. (You'll see a "Loading..." icon

while MindManager queries the server.)

The results topics are synced to their associated SharePoint items, and updated whenever the topic is refreshed.

Each results topic has two icons that connect it to its associated SharePoint item: a hyperlink (shown as a browser icon, for example

) and a SharePoint connection icon

. You can click the hyperlink icon to view and edit the item.

You can also edit and move or copy SharePoint topics within the current map, or to a different map.

SharePoint map parts Wizards

When you add a SharePoint map part to your map, a wizard guides you through the steps for defining the topic's filter properties including the source and filter criteria (if needed). These properties control which SharePoint items are displayed as results.

You will also use the wizards when you modify the SharePoint map part's filter properties.

First step - Select Sites

The first step in every wizard prompts you to choose one or more SharePoint site connections.

Next steps

Most of the wizard prompts are self-explanatory, but here are some specifics for each wizard:

Select all the item types you want to include in the results.

If your site(s) contains a large volume of content, selecting multiple item types can slow the search.

You can select only a single list type.

MindManager then checks the site(s) and displays all lists of that type. Select which lists you want to search.

The filter criteria selections are based on the type of list you selected.

MindManager checks the site(s) you have selected and displays all the Custom lists on the site(s).

Select which lists you want to search. You can select more than one list.

You can choose up to 4 fields to filter by. Choose the field name, an operator, and a value for each field.

Matching items are items that meet all the filter criteria. In other words, the filter criteria are joined by "and".

Enter any combination of filter criteria.

The Title field only searches titles. Enter one or more terms you want to search the titles for. Separate terms by commas.

You can specify dates when documents were created or modified.
You can also choose to see only documents created by or checked out to a specific person.

Choose any combination of criteria.

To searchfor pictures by keyword, enter the words in the keywords field, separated by commas.

Specify any combination of filter criteria:

Who created the item (the name or email address must be an exact match)

Created By – This can be you, Anyone or a user name you provide. If you provide a user name, make sure it is First Name, Last Name (John Doe) so that it can be found in SharePoint. You can also use an email address for this field, which will match the corresponding SharePoint member with the same email address.
Start Date – The start of the event. Select the date field and choose a date from the calendar, or select a pre-defined timeframe from the drop-down list.
End Date – Similar to Start Date.
Keyword filter – Enter a word or words to search for in all text-based fields of Calendar Items. Separate terms by commas.

Enter any combination of filter criteria.

Select whether to return tasks Assigned to yourself (Me), all users (Anyone) or another user identified by their name (First Name and Last Name together) or email address.

Note that selecting Anyone may slow down performance due to the possibility of an extremely large result set.

Filter tasks based on SharePoint task due date
Filter tasks based on SharePoint priority (SharePoint has only three priorities)
Filter tasks based on a word (or words) contained in the Title, Description, or any text field in the task. Separate keywords by commas.
Filter tasks based on the SharePoint task status field by (Any or Not Started or Completed), or select Range Between and enter the range for the SharePoint % Complete field.

The Issues map part has filter criteria identical to the Tasks map part, except that it uses the "Status" field as the last criteria.

Enter any combination of filter criteria:

Enter a search term for the item title and choose a search type: Equals, Starts With, Like, or Doesn’t Equal.
Include or exclude keywords to further refine search. Separate keywords by commas, and enclose phrases in quotes.
The keyword search works just like the SharePoint keyword search with one exception: direct links to documents are not included in the results.

You can only enter terms in the Excludes field if the Includes field is not blank.

The results for this part will include matching items, as well as the lists that contain them.

For example, if you searched for "Create" using a Starts With search:

A matching task "Create project plan" is included in the results.
The list that contains this task, "Beta project tasks" is also included in the results.

This map part supports full-text search of the contents of documents only if it is enabled on your SharePoint server. Check with your SharePoint administrator to see which type of documents are available for content search.

Create a SharePoint dashboard map

The SharePoint Dashboard creates a new map with all your issues, tasks and calendar items from the site(s) you choose. You can create a new dashboard at any time, or you can save the dashboard map and have it open automatically each time you start MindManager.

You can also create multiple dashboards. For example, you could create dashboards for each project you are working on by specifying a different SharePoint site for each project dashboard.

A new map opens containing map parts that display tasks and issues assigned to you, and calendar items for this week and this month.

You can modify the site connection and filter criteria for these map parts just as you would for other SharePoint map parts. You can further customize your dashboard by adding other topics to the map. These can include"normal" map topics, as well as other smart map parts from the SharePoint tab or from the Map Parts task pane. For example, you could include a Google search map part to show you the latest information about a topic or product.