SharePoint 2010 Workflow for E-mail to High Prio Assigned
A SharePoint Online tutorial by Peter Kalmström
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
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
Open SharePoint Designer.
In SharePoint Designer, open the site that has the
list you want to send notifications for.
Open the Summary page for the list.
At Workflows, click on the New button.
Give the new workflow a Name and a Description and
select the Platform Type, SharePoint 2010 workflow.
Click on the Condition button in the ribbon.
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.
Click on the Action button in the ribbon and select
Send an Email.
Click on 'these users' and select Workflow Lookup
for a User.
Click on Add and select the 'Field from source'
Assigned To and the 'Return field as' Email Address.
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.
Set the start options you wish to use under Start
Options in the Workflow settings.
Publish the workflow.
At the end of the demo Peter also shows how to check the
next demo Peter will show how to create the same kind
of workflow in a SharePoint 2013 workflow.