SharePoint 2007 Workspace...Archive Agendas

Question

Greetings, thank you for looking at my post.  Situation is I have been given until the end of the week to archive an old meeting workspace (contains 2 years of meetings but has not been used for a year).  Archiving the document libraries is OK,
it is the agendas that I can't figure out a good way to archive.  What wouold be ideal is the ability to export the agendas to a different format such as excel or pdf.  What I am hoping to avoid is going through each indivicual agenda list and
exporting...
Any suggestions that you have would be much appreciated.
-John

Answer 1

Hi h0mely,
perhaps you can try these steps for testing:
1. Created a site with the ‘Basic Meeting workspace’ template
2. Added 4 new Agenda items, two of which had the ‘Owner’ field set to ‘ariz’
3. Created a custom View ‘View Standard’ & set a filter to Owner : ariz– only two items were displayed
4. On the filtered items displayed clicked on Actions > ‘Export to Spreadsheet’
5. Opening the IQY file in Excel 2007, we got the correct result – only 2 items were exported
there is a by design issue here, for example:
1. In a Team site, clicked on the Calendar on the Quick Launch bar
2. Created a New Item and created a new meeting workspace for it using the ‘Basic Meeting workspace’ template
3. Added 4 new Agenda items, two of which had the ‘Owner’ field set to ‘ariz’
4. Created a custom View ‘My View’ & set a filter to Owner : ariz – only two items were displayed
5. Went back to the team site & created another calendar item
6. Linked it to the meeting workspace created in step #2 above
7. Added 4 new Agenda items, two of which had the ‘Owner’ field set to ‘ariz’
8. Created a custom View ‘My Second View’ & set a filter to Owner : ariz – only two items were displayed
9. On the filtered items displayed in the custom view, clicked on Actions > ‘Export to Spreadsheet’
10. Opening the IQY file in Excel 2007, we got 4 records – all the agenda items whose owner was ‘ariz’ were exported
This shows that if we have multiple agenda items on a workspace then the filter set in the custom view is not fully respected; however if there is a common parameter like Owner: ‘ariz’ then all the items corresponding to that filter would be exported.
because:
- the items in the lists (agenda or objectives) are filtered depending on the InstanceID (set in a cookie) when displayed in the site
- there is one hidden list called “Meeting Series” into object model, which will store all the meeting Instance ID, so we need to take each meeting Instance ID from hidden list
- each occurrence has a instance ID; when exporting to spreadsheet it exports the whole list without any filtering
- it is not possible to filter the data that is exported to the spreadsheet.
- we cannot create a calculated column referencing the InstaceID as this data type is not permitted in a calculated column.
Regards,
Aries
Microsoft Online Community Support
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