SharePoint 2010 Workflow for Overdue Alert to Manager
A SharePoint Online tutorial by Peter Kalmström
you want to create a workflow that sends an alert when a
task that has not been completed on time, you cannot use
the workflow options to send automatically when a task is
created or changed.
NOTE: This workflow no longer works well. It will be
removed as soon as the new edition of SharePoint Online
from Scratch has been published. By keeping the article
until then, we can reach the book readers with the
Instead you want the workflow to be sent when the task is
overdue, and that should be set in the List settings. Peter
Kalmström, CEO and Systems Designer of kalmstrom.com Business
Solutions, shows how to do it.
Peter uses SharePoint Designer 2013, which allows you to
create both SharePoint 2010 and SharePoint 2013 workflows.
For this workflow he has to use the SharePoint Designer
Create a SharePoint 2010 workflow that sends an e-mail
to a person or group when a task is overdue
For this workflow Peter uses the Sales Manager field he
created in the
- 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 Task Status.
- Select 'not equals' and then Completed.
- Click on the Action button in the ribbon.
- Click on 'these users' and select Workflow Lookup
for a User.
- Click on Add and select the Person or Group who
should receive the notification at 'Field from source'.
The 'Return field as' should be Email Address.
- Enter a subject for the e-mail to be sent. Peter
adds a lookup for the title of the overdue task.
- Add body text and a lookup for the Assigned To field.
- Check no option or only the first one at Start Options
in the Workflow settings.
- Publish the workflow.
- In the List settings of the SharePoint list, click
on the link 'Information management policy settings'.
- Click on the Task Content Type link.
- Check the box for Enable Retention.
- Click on 'Add a retention stage'.
- Select to base the retention stage on the Due date
+ 1 day.
- Select the action 'Start a workflow'.
- Select the overdue notification workflow you just
created and click OK.