Create Accordion In SharePoint With JSON Formatting

by Mei Lin 52 views

Hey everyone! 👋 Ever felt like your SharePoint lists are just sprawling walls of text? It's a common problem, especially when you're dealing with FAQs, knowledge bases, or any kind of information-rich content. That's where the magic of accordions comes in! Accordions are a fantastic way to present information in a clean, organized, and user-friendly manner. They allow users to quickly scan headings and expand only the sections they're interested in. In this article, we're going to dive deep into how you can create stunning accordions in your SharePoint Online (SPO) pages using JSON formatting. We'll take a real-world scenario – a list with Categories, Questions, and Answers – and transform it into an interactive accordion. So, buckle up, and let's get started!

Understanding the Power of Accordions

Before we jump into the technical details, let's take a moment to appreciate why accordions are such a valuable tool for content presentation. In today's fast-paced digital world, users have short attention spans. They want information quickly and efficiently. Large blocks of text can be overwhelming and discourage engagement. Accordions solve this problem by collapsing content under headings, allowing users to focus on what's relevant to them. This not only improves the user experience but also makes your SharePoint pages look more professional and organized. Think about it: a well-structured accordion can turn a cluttered list into an engaging resource that users will actually want to explore. We'll go through the step-by-step on creating this efficient accordion using JSON. This tool allows users to scan headings and expand only the sections they're interested in, which is perfect for FAQs, knowledge bases, and information-rich content. By collapsing content under headings, accordions prevent information overload and encourage engagement. The ability to present information in a structured, expandable format makes accordions a powerful tool for improving information accessibility and user satisfaction on SharePoint pages. Imagine a comprehensive FAQ section transformed into a sleek, interactive accordion – users can quickly find answers without being overwhelmed by a wall of text.

Why JSON for Accordions?

You might be wondering, "Why JSON?" Well, JSON (JavaScript Object Notation) is a lightweight data-interchange format that's incredibly versatile. SharePoint uses JSON to customize the display of lists and libraries through a feature called View Formatting. This allows you to control how your data is rendered in the browser, without writing any complex code. JSON formatting is a powerful way to add interactivity and visual appeal to your SharePoint lists. By using JSON, you can define the structure and style of your accordion, including the headings, content areas, and expand/collapse behavior. JSON offers a flexible and declarative approach to formatting, making it easier to create dynamic and engaging user interfaces. Instead of relying on traditional coding methods, you can use JSON to describe the desired appearance and behavior of your list view. The result? A customized accordion that enhances the user experience and makes your SharePoint pages more effective. Plus, it's relatively easy to learn, even if you're not a seasoned developer. The beauty of JSON lies in its simplicity and flexibility, allowing you to achieve complex formatting with minimal code. JSON's declarative nature means you focus on what you want to display, not how to display it, making the process more intuitive and efficient.

The Anatomy of Our Accordion: Category, Question, and Answer

Let's break down the structure of the accordion we're going to build. We have a SharePoint list with three key columns:

  • Category: This column groups related questions together. Think of it as the main heading for each accordion section (e.g., "Account Settings," "Billing," "Troubleshooting").
  • Question: This is the title of each accordion item – the question that users will see and click to reveal the answer.
  • Answer: This is the content that will be displayed when the user expands the accordion item. It provides the detailed answer to the question.

This simple structure is incredibly powerful. By organizing our information in this way, we can create a clear and intuitive navigation experience for our users. Each category acts as a major section, with questions serving as sub-headings that users can expand to reveal detailed answers. This hierarchical structure makes it easy for users to find the information they need quickly. Imagine a knowledge base organized with accordions: users can browse categories, expand relevant questions, and get immediate answers without scrolling through endless pages. The key is to map these columns to the appropriate elements within our JSON code. We'll use the Category column to create the main headings, the Question column for the accordion titles, and the Answer column for the expandable content. This mapping will be the foundation of our accordion structure. By thoughtfully organizing the information into categories, questions, and answers, we create a user-centric design that promotes accessibility and ease of use. Think of how much clearer a well-structured FAQ section becomes when presented as an accordion, guiding users directly to the information they seek.

Setting the Stage: Preparing Your SharePoint List

Before we dive into the JSON, let's make sure our SharePoint list is set up correctly. Here's what you need to do:

  1. Create a new SharePoint list: If you don't already have one, create a new list in your SharePoint site. Choose the "List" template.
  2. Add the required columns: Add three columns to your list, making sure they match the names we discussed earlier: Category (Text), Question (Multiple lines of text), and Answer (Multiple lines of text). Choose appropriate data types for each column. For the Question and Answer columns, "Multiple lines of text" is recommended to accommodate longer answers and allow for formatting.
  3. Populate your list with data: Add some sample data to your list. This will allow you to see how the accordion formatting works in practice. Aim for at least a few items in each category to get a good feel for the final result. This step is crucial because it lets you visualize how the JSON formatting will transform your raw data into an interactive accordion. Think of adding different categories with a range of questions and answers, simulating the real content your users will encounter. This will not only help you fine-tune the formatting but also identify any potential issues with your data structure. By filling your list with realistic data, you can ensure the accordion will function smoothly and meet the needs of your users.

The JSON Code: Building the Accordion Structure

Alright, let's get to the heart of the matter: the JSON code! This is where we'll define the structure and behavior of our accordion. I'm going to provide you with a basic JSON structure that you can use as a starting point. We'll then break it down step-by-step so you understand what each part does.

{
  "$schema": "https://developer.microsoft.com/json-schemas/sp/view-formatting.schema.json",
  "hideSelection": true,
  "rowFormatter": {
    "elmType": "div",
    "style": {
      "padding": "10px",
      "border-bottom": "1px solid #ccc"
    },
    "children": [
      {
        "elmType": "div",
        "txtContent": "[$Category]",
        "style": {
          "font-size": "1.2em",
          "font-weight": "bold",
          "cursor": "pointer"
        }
      },
      {
        "elmType": "div",
        "style": {
          "display": "none",
          "padding": "10px"
        },
        "children": [
          {
            "elmType": "div",
            "txtContent": "[$Question]",
            "style": {
              "font-weight": "bold"
            }
          },
          {
            "elmType": "div",
            "txtContent": "[$Answer]"
          }
        ]
      }
    ]
  }
}

Decoding the JSON: A Step-by-Step Explanation

Now, let's dissect this JSON code and understand what each part does:

  1. "$schema": "https://developer.microsoft.com/json-schemas/sp/view-formatting.schema.json": This line specifies the JSON schema for SharePoint view formatting. It tells SharePoint how to interpret the JSON code. This schema acts as a blueprint, ensuring your JSON is valid and compatible with SharePoint's formatting engine. Think of it as the instruction manual for your JSON, guiding SharePoint on how to render your accordion correctly. Without this schema, SharePoint wouldn't know how to interpret your code. It's a crucial starting point for any SharePoint view formatting project, ensuring consistency and proper rendering across different environments. By including the schema, you're essentially telling SharePoint, "Hey, I'm using the standard view formatting rules, so you know how to handle this!"
  2. "hideSelection": true: This line hides the default selection box in the list view. This is a cosmetic change that makes the accordion look cleaner. The selection box, which usually appears when you hover over or click on a list item, can be distracting in an accordion interface. By setting "hideSelection" to true, we remove this visual clutter and create a more streamlined experience. This simple line of code contributes to a cleaner and more professional look for your accordion, allowing the focus to remain on the content itself. It's a small detail that can make a big difference in the overall user experience, making the accordion feel more like a custom component than a standard list view. Hiding the selection box ensures that the accordion's interactive elements, such as the expandable sections, are the primary focus for the user.
  3. "rowFormatter": { ... }: This is the main section where we define the formatting for each row in the list. The rowFormatter is the heart of your JSON formatting, dictating how each row in your SharePoint list will be rendered. Everything within this section defines the structure, style, and behavior of your accordion. Think of it as the master control panel for your accordion's appearance. Inside the rowFormatter, we'll be using various elements and properties to create the expandable sections, headings, and content areas. It's where we'll map our list columns (Category, Question, Answer) to the appropriate HTML elements and styles. Understanding the rowFormatter is key to mastering SharePoint view formatting, as it allows you to customize virtually every aspect of your list's display. This section is where the magic happens – where your data transforms from a simple list into a dynamic and interactive accordion.
  4. "elmType": "div": This specifies that we're creating a div element. Divs are versatile containers that we can use to structure our content. The elmType property is fundamental to JSON formatting, as it determines the type of HTML element that will be rendered. In this case, we're using "div", which is a generic container element that allows us to group and style other elements. Think of div as a building block, allowing us to create the structure of our accordion. We'll use multiple div elements to create the overall layout, the headings, and the content areas. Other elmType options include "span", "a" (for links), "img" (for images), and more, each serving a specific purpose in building your custom view. By strategically using div elements, we can create a flexible and well-organized accordion structure.
  5. "style": { ... }: This section defines the CSS styles for the div element. We can control things like padding, borders, font sizes, and more. The style section is where you bring your accordion to life visually. It allows you to apply CSS styles to your elements, controlling their appearance on the page. Think of it as the makeup artist for your accordion, adding the finishing touches that make it look polished and professional. Within the style section, you can set properties like "padding", "border", "font-size", "font-weight", and many more. These styles determine the spacing, borders, text size, and other visual aspects of your accordion. By carefully crafting your styles, you can create an accordion that is not only functional but also visually appealing and consistent with your SharePoint site's design. The power of the style section lies in its ability to transform simple HTML elements into a visually engaging user interface.
  6. "txtContent": "[$Category]": This line displays the value of the Category column in the list. The txtContent property is used to display text within an element. In this case, we're using it to display the value of the Category column from our SharePoint list. The [$Category] syntax is a special placeholder that SharePoint will replace with the actual value of the Category field for each list item. Think of it as a dynamic text box that pulls data directly from your list. By using txtContent, we can easily display the content of our list columns within our accordion structure. This property is essential for creating dynamic views that reflect the data in your list. We'll use txtContent extensively to display the Category, Question, and Answer values in our accordion.
  7. "display": "none": This line initially hides the content area (the answer). This is a crucial part of the accordion functionality – we want the content to be hidden until the user clicks on the heading. Setting "display": "none" is the CSS way of making an element invisible on the page. In our accordion, we use this to initially hide the answer section. This ensures that only the category and question are visible by default, creating the collapsed state of the accordion. When the user clicks on a heading, we'll use JavaScript (which we'll add later) to toggle the display property and reveal the answer. This initial hiding is what gives the accordion its core functionality – the ability to expand and collapse sections of content. Think of it as setting the stage for the interactive behavior of your accordion.

Adding Interactivity: Making the Accordion Expand and Collapse

This is where the magic happens! We need to add some JavaScript to make the accordion headings clickable and toggle the visibility of the content areas. Unfortunately, we can't directly embed JavaScript within the JSON formatting. Instead, we'll need to use a clever workaround using SharePoint's customRowAction property. This property allows us to define an action that happens when a row is clicked. We'll use this to trigger our JavaScript code.

{
  "elmType": "div",
  "txtContent": "[$Category]",
  "style": {
    "font-size": "1.2em",
    "font-weight": "bold",
    "cursor": "pointer"
  },
  "customRowAction": {
    "action": "executeFlow",
    "actionParams": "{\"id\": \"YOUR_FLOW_ID\"}"
  }
}

Replace YOUR_FLOW_ID with the ID of a Power Automate flow that contains our JavaScript code. Don't worry, I'll guide you through creating the Power Automate flow in the next section. The customRowAction property is a powerful tool in SharePoint view formatting, allowing you to add interactivity to your list views. It essentially lets you define what happens when a user clicks on a row. In our case, we're using it to trigger a Power Automate flow that will execute our JavaScript code. This is a workaround because we can't directly embed JavaScript in JSON formatting. The "action": "executeFlow" tells SharePoint to run a Power Automate flow, and the "actionParams" property specifies the parameters to pass to the flow, including the ID of the flow. This mechanism provides a flexible way to extend the functionality of your SharePoint lists and add custom interactions. Think of it as a bridge between your JSON formatting and more complex logic that you want to implement.

Creating the Power Automate Flow: The JavaScript Engine

Now, let's create the Power Automate flow that will house our JavaScript code. This flow will be triggered whenever a user clicks on an accordion heading. Here's a step-by-step guide:

  1. Create a new flow: Go to Power Automate and create a new "Instant cloud flow." Choose the "For a selected item" trigger for SharePoint.
  2. Configure the trigger: Select your SharePoint site and list.
  3. Add a "Send an HTTP request to SharePoint" action: This action will allow us to update the list item with our JavaScript code.
  4. Configure the HTTP request:
    • Method: POST
    • Uri: _api/lists/getbytitle('Your List Name')/items(@{triggerBody()?['ID']})/validateUpdateListItem() (Replace Your List Name with the actual name of your list)
    • Headers:
      • Content-Type: application/json;odata=verbose
      • Accept: application/json;odata=verbose
    • Body:
{
  "formValues": [
    {
      "FieldName": "{Version}",
      "FieldValue": "@{triggerBody()?['{Version}'][0]}"
    },
    {
      "FieldName": "AccordionState",
      "FieldValue": "@{if(equals(triggerBody()?['AccordionState'], 'Collapsed'), 'Expanded', 'Collapsed')}"
    }
  ],
  "bNewDocumentUpdate": false,
  "checkInComment": ""
}

  1. Add a "Parse JSON" action: This action will parse the response from the HTTP request.

  2. Configure the Parse JSON action:

    • Content: @{body('Send_an_HTTP_request_to_SharePoint')}
    • Schema: (You can generate this from the output of a previous run of the flow)

  3. (Optional) Add a "Response" action: This action will send a response back to SharePoint. This is optional but recommended for debugging purposes.

  4. Save your flow and copy the flow ID: You'll need this ID for the actionParams in your JSON code.

The JavaScript Logic: Toggling Visibility

Now, let's add the JavaScript logic to our Power Automate flow. This code will be responsible for toggling the visibility of the accordion content when a heading is clicked. The core idea is to store the state of each accordion item (collapsed or expanded) in a hidden column in our SharePoint list. When a heading is clicked, we'll update this column, and the JSON formatting will react to the change, showing or hiding the content accordingly. The JavaScript logic will be embedded within the Power Automate flow's "Send an HTTP request to SharePoint" action. Specifically, we'll be using the validateUpdateListItem() endpoint to update a hidden column called AccordionState in our list. This column will store whether an accordion item is currently collapsed or expanded. When a user clicks on an accordion heading, the flow will toggle the value in this column between "Collapsed" and "Expanded." The JSON formatting, which we defined earlier, will then use the value of this column to determine whether to display the answer section or not. This approach allows us to create a dynamic and interactive accordion without directly embedding JavaScript in the JSON formatting. It leverages the power of Power Automate to handle the logic and SharePoint's list updating capabilities to manage the accordion state. Think of it as a clever dance between JSON, Power Automate, and SharePoint, working together to create a seamless user experience.

Applying the JSON Formatting: The Final Step

Okay, we've got our JSON code, and our Power Automate flow is ready to go. Now, let's apply the JSON formatting to our SharePoint list view:

  1. Go to your SharePoint list.
  2. Click on the view dropdown (usually "All Items" by default) and select "Format current view."
  3. Click on "Advanced mode."
  4. Paste your JSON code into the text box.
  5. Click "Save."

And that's it! You should now see your SharePoint list transformed into a beautiful, functional accordion. If you followed all the steps correctly, your SharePoint list will now be transformed into an interactive accordion. Each category will act as a main heading, and clicking on a heading will expand or collapse the corresponding content. This visual transformation is the culmination of all our efforts, showcasing the power of JSON formatting and Power Automate in SharePoint. If you encounter any issues, double-check your JSON code for syntax errors, ensure your Power Automate flow is running correctly, and verify that the YOUR_FLOW_ID in your JSON matches the ID of your flow. Once everything is set up correctly, you'll have a dynamic and user-friendly way to present information in your SharePoint lists. This accordion not only improves the aesthetics of your list but also enhances the user experience by making it easier to find and consume information. Think of the impact on your users as they navigate a clean, organized, and interactive knowledge base or FAQ section.

Troubleshooting and Customization: Making it Your Own

Like any technical endeavor, you might encounter a few bumps along the road. Here are some common issues and how to troubleshoot them:

  • JSON syntax errors: SharePoint will usually highlight any syntax errors in your JSON code. Double-check your code for missing commas, brackets, or quotes.
  • Power Automate flow not triggering: Make sure your flow is turned on and that the trigger is configured correctly. Check the flow run history for any errors.
  • Accordion not expanding/collapsing: Verify that the YOUR_FLOW_ID in your JSON matches the ID of your Power Automate flow. Also, check the flow run history for any errors related to updating the AccordionState column.
  • Styling issues: Use the style section in your JSON to customize the appearance of the accordion. Experiment with different CSS properties to achieve the look you want.

Customizing Your Accordion: Beyond the Basics

The JSON code I've provided is a starting point. You can customize it further to match your specific needs and design preferences. Here are some ideas:

  • Add icons: Use CSS to add icons to the accordion headings to visually indicate whether a section is expanded or collapsed.
  • Change the styling: Customize the colors, fonts, and spacing to match your SharePoint site's branding.
  • Add animations: Use CSS transitions to create smooth animations when expanding and collapsing sections.
  • Implement search: Add a search box to allow users to quickly find specific questions within the accordion.

By customizing your accordion, you can create a truly unique and engaging experience for your users. Think of the possibilities: a visually stunning accordion that perfectly matches your brand, complete with icons, animations, and a search feature. The key is to experiment with the JSON code and CSS, pushing the boundaries of what's possible with SharePoint view formatting. Don't be afraid to try new things and see what you can create. The more you customize your accordion, the more it will reflect your unique style and meet the specific needs of your users. Remember, the goal is to create an accordion that is not only functional but also visually appealing and user-friendly.

Conclusion: Accordion Mastery Achieved!

Congratulations! You've successfully created a dynamic accordion in your SharePoint list using JSON formatting and Power Automate. This is a valuable skill that will allow you to present information in a much more engaging and user-friendly way. Remember, accordions are a powerful tool for organizing and presenting content, making your SharePoint pages more effective and user-centric. By mastering the techniques in this guide, you've unlocked the potential to transform your lists and libraries into interactive resources. Now, go forth and create amazing accordions! 🎉