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SharePoint 2010 Workflow for E-mail to High Prio Assigned

A SharePoint Online tutorial by Peter Kalmström

SharePoint iconSharePoint gives various possibilites to have e-mail notifications sent out automatically. In earlier articles we have showed the Alert for changes feature, present in all SharePoint lists and libraries, and the assigned notification that is only avaliable in lists based on the Tasks or Issue Tracking templates.

In the demo below Peter Kalmström, CEO and Systems Designer of kalmstrom.com Business Solutions, shows another possibility to create a notification: the workflow. With a workflow you can customize the notification more than in the other options, but it is a bit more complicated to create it as you have to use SharePoint Designer.

Peter uses SharePoint Designer 2013, which allows you to create both SharePoint 2010 and SharePoint 2013 workflows. In the demo below Peter creates a SharePoint Designer 2010 workflow.

The method Peter shows will work for all kinds of SharePoint lists, also SharePoint libraries.

Create a SharePoint 2010 workflow that sends an e-mail about a new high priority task to the assignee

  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 2010 workflow. Click OK.

  6. Click on the Condition button in the ribbon.

  7. Set the conditions for the workflow. In this case select 'If current value field 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 'these users' and select Workflow Lookup for a User.

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

  11. Enter a subject for the e-mail to be sent and add the body text you wish to use. Peter just adds a link to the list. Click OK.

  12. Set the start options you wish to use under Start Options in the Workflow settings.

  13. Publish the workflow.
At the end of the demo Peter also shows how to check the workflow.

In the next demo Peter will show how to create the same kind of workflow in a SharePoint 2013 workflow.

Learn more


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