Options For Color Coding Sharepoint List Rows By Status
Why Color Code Rows
Color coding list rows by status provides visual organization for SharePoint lists and enables users to quickly identify the status represented by each row. Appropriate use of color contrasts, status icons, and descriptive text can enhance the user experience and enable users to parse information more efficiently.
Improve Visual Organization
Color coding organizes list rows visually by drawing the user’s attention to the status indicator. This improves scanning and visual processing of the list. The color contrasts create visual delineation between rows that would otherwise appear monotonous. The color coded rows also aid in grouping by status type.
Quickly Identify Status
The colors, icons, and text provide information scent for the status that would otherwise need to be deduced from reading multiple columns. This enables rapid identification of the status without excessive cognitive load. Users can grasp the meaning at a glance before choosing to read additional details.
Enhance User Experience
Appropriate use of color coding has been shown to improve user satisfaction and efficiency with list interfaces. Color contrasts guide the visual focus, while status indicators set information scent and expectations. This results in a smoother user experience with lower cognitive load.
Methods for Color Coding
SharePoint provides several methods for color coding list rows by status values. Each has advantages and limitations.
Conditional Formatting
Conditional formatting allows rules to be set that apply color, icons, and text formatting based on column values. This method is simple to configure through the UI.
Column Formatting
Column formatting uses JSON syntax to define custom formatting rules. The JSON snippets can be more complex than conditional formatting and applied to single or multiple columns.
Client-Side Rendering
For full control over markup and styling, client-side rendering with JSLink can customize how rows render based on status. This requires JavaScript and CSS skills.
Conditional Formatting
Conditional formatting in SharePoint lists allows rules to be created that automatically apply color, icons, and text formatting to rows based on column values.
Set Rules Based on Column Values
In the conditional formatting UI, rules can be configured with “If” statements based on column values. For example, choose a Status column, set the condition as “If Status equals Approved”, then pick the color, icon, and text formatting to apply.
Apply Color, Icon, and Text Formats
The formats applied can include background and text colors, icons like check marks or exclamation points, and text labels like “Approved” or “Pending”. These make the status readily identifiable at a glance.
Simple to Configure
Setting up the rules is straightforward with the intuitive conditional formatting UI in SharePoint lists. No coding or schema changes are required, making this a simple way to achieve color coded status indicators.
Column Formatting
SharePoint column formatting allows customized rules to be defined using JSON syntax snippets. These can be complex formulas and applied to single or multiple columns.
JSON Syntax for Custom Formats
JSON formatting uses key-value pairs to specify conditions and formats. Background colors, text, icons, tooltips and more can be defined. JSON enables complex expressions and multiple rule sets.
More Complex Rules Than Conditional Formatting
While conditional formatting is limited to simple value-based rules, JSON expressions in column formatting contain formulas, operators, and rich capabilities. Complex visual indicators can be built with multiple stacked rules.
Apply to Single or Multiple Columns
A key advantage over conditional formatting is that JSON snippets can be applied to a single column or reused across multiple columns. The same rule set can consistently color code status in all relevant columns.
Client-Side Rendering
For the highest level of customization over SharePoint list rows, client-side rendering with JSLink overrides how rows markup is output to the page. This enables complete control over styling.
Use JSLink to Customize Rendering
JSLink injects JavaScript that taps into the client-side rendering pipeline. That code can check values then explicitly output styled markup for each status per your own scripts.
Full Control Over Markup and Styling
By overriding the entire cell or row rendering process with JavaScript, complete control is available. Custom HTML and CSS can style the output based on column values. The sky’s the limit for visual effects.
Requires JavaScript and CSS Skills
Coding is required for custom rendering solutions with JSLink. This includes wiring up JavaScript for templating and outputting CSS styles. Skills in web development are needed to fully leverage this option.
Code Examples
The following samples demonstrate implementation code for the various color coding methods.
JSON for Conditional Formatting
{
"elmType": "div",
"style": {
"padding": "5px",
"background-color": "=#ff0000"
},
"attributes": {
"iconName": "Cancel"
}
}
Column Formatting JSON Snippets
{
"columnName": "Status",
"formatter": {
"elmType": "div",
"style": {
"color": "@currentField == 'Approved' ? 'green' : 'red'"
},
"attributes": {
"title": "@currentField"
}
}
}
Basic JSLink Script for Color Coding
(function () {
var overrideCtx = {};
overrideCtx.Templates = {};
overrideCtx.Templates.Fields = {
"Status": { "View": colorCodeStatus }
};
SPClientTemplates.TemplateManager.RegisterTemplateOverrides(overrideCtx);
})();
function colorCodeStatus(ctx) {
var status = ctx.CurrentItem.Status;
return "" + status + "";
}
Considerations and Limitations
When architecting solutions for color coded status rows, keep the following considerations around performance, browser support, and branding in mind.
Performance with Large Lists
Conditional formatting and column formatting may degrade performance with lists exceeding several thousand items, as rules are evaluated per row. Cache when possible.
Cross-Browser Compatibility
Support differs across browser versions. Test color coding implementations across desktop and mobile to ensure the desired visual treatment.
Custom Branding and Theming
If applying extensive SharePoint branding and custom themes, ensure that introduced CSS doesn’t conflict with color coded styling of list views.
Summary
SharePoint provides flexible options to tailor the color coding of list rows based on status values. Consider the complexity, performance needs, and development skills required for robust implementations.
Multiple Options for Color Coding by Status
From simple conditional formatting rules to complex JSON snippets and custom client-side rendering, there are multiple ways to achieve color coded status indicators in list views.
Balance Complexity, Performance, and Skills
Plan status color coding approaches based on available skills, performance needs, and requirements around logic complexity. Combine several methods for optimal results.
