[ERROR FIX]: Active Directory Account display name not automatically updated in Sharepoint 2010

PROBLEM
For my today’s task, I ran into an issue in sharepoint when my manager wanted me to modify the display name of one of our client account. Despite changing the display name information in the Active Directory, sharepoint was still showing the old display name in the ribbon toolbar and in the people picker when granting the user rights in the site.
Correct me if I am wrong, but I do think that there is no way to edit the information using the browser.

Because when you click on the user’s name, there you will see additional properties of the user. It delighted me because i thought that this is the fix seeing that there is an ‘Edit Item’ on top. 

However, the edit dialog is just a read-only display of the username. You cannot even edit any of the fields!

 

SOLUTION

Although some would suggest to do this via a Powershell script that would forcefully update the data, I have researched a way to do this via the browser.

Sharepoint maintains a User Information List that contains all the users that updated any item within the site or if the users have been granted access on the site.  However this list is hidden and is located at http://<SiteCollectionUrl>/_catalogs/users/detail.aspx.

So if the display name was indeed modified on the Active Directory and if sharepoint can’t seem to update its display, then do the following steps:

1.  Access the User Information List
2.  Look for the User Account and click on the link
3.  Delete the User on the User Information list.
4.  Login the User Account.

On the next User login, the User information list is automatically updated with the new AD information.

Display name label seems to be sourcing its data into this list. It will not update its display unless the User Information list has been modified.

That’s all! Mwah mwah tsup tsup!

HOW TO CREATE A WORKFLOW USING SHAREPOINT DESIGNER. Send an email when an item has been modified and created on a list.

I. INTRODUCTION
My task for today is to create a workflow that sends an email every time a data has been added or modified in a list. I will accomplish this by using the Sharepoint designer to build the workflow.

I will also detail out in this post how to compose an email body that will include a link that will redirect the user to the modified/created list item.

II. SCOPE
This post would assume that there is already an existing custom list in place. It will not detail out how to create a site and custom list in sharepoint.

III. REQUIREMENTS
- Sharepoint 2010
- Sharepoint Designer 2010

IV. IMPLEMENTATION

1. Navigate to http://<your site collection>/ in your browser.
2. Go to your list and click on List Settings on the Ribbon tab.
3. On the top bar menu, Click on the Workflow Settings.
4. On the dropdown menu, Click ‘Select a Workflow in Sharepoint Designer’.

           

 5. Sharepoint Designer should load and will prompt you with the Create List Workflow window.

               

6. Type a name and description on the textbox and click OK.
7. Your designer view should look like the one below. Click on the Condition button on the toolbar and select ‘If any value equals value’.

 

8. A condition will be shown on the Step 1 box showing the ‘If value equals value’ condition. Click on the Value link and click on the ‘Define workflow lookup’ button.
9. The ‘Define Workflow Lookup’ should show up. On the Data source field, select ‘Current Item’. On the field from Source field, select ‘Created’. Click OK.

 

 

10. Click on the other Value link and click on the ‘Define workflow lookup’ button. On the Data source field, select ‘Current Item’. On the Field from source field, select ‘Modified’. Click OK. Step 1 box should now look like the one below.

 

11. This condition will determine if the current item was created or recently modified. If the current item’s created field is equal to the current item’s modified field, it would mean that the item is a newly created one. Else, the current action has been modified.  Send an email when the condition is true and would mean that a new item was created. Click on the blinking line and click on the Action button in the toolbar. Select ‘Send an email’.

 

12. Click on the ‘these users’ link and the Define E-mail Message window should show up.
13. Type in the recipient of the email and its subject.
14. Create an email body that would include a link back to the recently modified/created item on the list. Click on the Body area and type in ‘Click here to view the newly created item.’
15. Create a hyperlink that would connect it to the newly created item. Highlight the word ‘here’ and click on the Edit hyperlink button.

 

16. On the Edit Hyperlink dialog, click on the address bar and a string builder dialog box should show up. Type in the url of your custom list and append the location of the displayifs page.
For Example: http://<Site Collection Url>/Lists/<List Name>/Item/displayifs.aspx?ID=
17. Click on the ‘Add or Change Lookup’ button on the String Builder window. On the Lookup for String dialog, Select ‘Current Item’ as a data source. And select ‘ID’ on the Field from source. Click on Ok. The link address should now look like the one below:
http://<Site Collection URL>/Lists/<List Name>/Item/displayifs.aspx?ID=[%CurrentItem:ID%].
18. The Define e-mail message should now look like the one below. Click on OK.

 

 

19. Add an else branch to the workflow to add an action if the item has been modified.
20.  Click on the blinking line and click on the Action button in the toolbar. Select ‘Send an email’.
21. Repeat Steps 12-18 to send an email whenever an item has been modified on the list.
22. The workflow should now look something like the one below.


23. Make sure that the start options for this workflow has been setup correctly. Make sure that the ‘Start workflow automatically when an item is created’ and ‘Start workflow automatically when an item is modified’ are checked. This setting is available on the Start Options section found in the workflow settings page.



24. That’s it we are done. Try creating or modifying an item on the list and you should receive an email whenever you do these activities.