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E-mail Alert that Opens Item in Edit Mode

A SharePoint Online tutorial by Peter Kalmström

SharePoint iconIn three earlier articles we have created a simple workflow in three different ways: as a SharePoint 2010 workflow, as a SharePoint 2013 workflow in Text-Based view and as a SharePoint 2013 workflow in Visual Designer view.

In this article we will create the same kind of high priority alert as in the earlier demos but make the link in the e-mail open the assigned item in edit mode. This way the task or ticket can be ready to edit with just one click.

In the demo below Peter Kalmström, CEO and Systems Designer of kalmstrom.com Business Solutions, creates his high prio alert workflow as a SharePoint 2013 workflow in the Text-Based view. The same workflow can of course be created in the Visual Design view or as a SharePoint 2010 workflow.

Create a SharePoint 2013 notification workflow that gives a link to the item in edit mode

  1. Open SharePoint Designer.

  2. In SharePoint Designer, open the site that has the list you want to send notifications for.

  3. Open the Summary page for the list.

  4. At Workflows, click on the New button.

  5. Give the new workflow a Name and a Description and select the Platform Type, SharePoint 2013 workflow. Click OK.

  6. Click on the Condition button in the ribbon.

  7. Set the conditions for the workflow. In this case select 'If any value equals value' and select the field Priority and the value High.

  8. Click on the Action button in the ribbon and select Send an Email.

  9. Click on the View button in the ribbon and select Visual Designer. Visio will now open inside SharePoint Designer.

  10. Under Shapes in the left panel, click on Conditions and then drag the shape 'If any value equals value' to the design surface as the first stage.

  11. Click on the gearwheel icon and select Value.

  12. Select Assigned To and then High.

  13. Click on the Action button in the ribbon and select Send an Email.

  14. Click on 'these users' and select Workflow Lookup for a User.

  15. Click on Add and select the 'Field from source' Assigned To and the 'Return field as' Email Address. Click OK

  16. In the e-mail subject, enter the text you wish to use and then click on the ellipsis to add the high priority item title into the subject text.

  17. Click on the Add or Change Lookup button and select the 'Field from source' Title. Click OK.

  18. Write the body text of the e-mail.

  19. To fetch the link to the edit form, open the Summary page for the list and click on All Files.

  20. Open the lists and select the list you want to use with the workflow.

  21. Right click on the file EditForm.aspx and select Properties. Copy the URL to the form.

  22. Paste the URL into the e-mail String Builder and add the ID of the current item. Click OK to all dialogs.

  23. In the Workflow Stages, set the transition to go to the end of the workflow.

  24. In the Workflow settings, set the start options you wish to use under Start Options .

  25. Publish the workflow.




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