Unique site or list outgoing email address

Question

Can I use a unique email address to be used by a site? I want the sub sites on my Departments site to norify by a different email address (alias, not necesarily new account) for example, Sales people are notified via [e-mail] and pre sales are notified via [e-mail] I think that this will result on a much more ease of use because people will have the opportunity to create rules for each alert.

I´m thinking about using a different web application at least bye each category (Departments, Documents, News, Projects, etc.) but if there´s an easier way to achieve what I want I deffinitely will give each sub site that needs to alert it´s own email.

Thanks in advance

Mercier

Answer 1

I don't exactly understand your goal.  Making separate web apps for all those things is quite a lot of separation.  That means each would have its own URL, own app pool, own app pool identity, own content database, and own set of policies and settings.  I don't think you actually want or need a "site" to have an email address.  YOu should just create a security group for each of those sub-groups in AD and give it the associated email address that you prefer.  You then create your sub-sites with unique permissions and give rights to those AD groups at the sub-site level.

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SharePoint Architect || My Blog

Answer 2

umm... sorry, English is not my mother tongue. What I meant is that I wish to be able to send an email through a different email account for each department at least, so people can create rules on their Outlook and perhaps move Sales email to a Sales folder, and Announcements to another folder witht the same name and so on. I have been looking forward to achieve this.

This is the actual scenario

I have a list named PreSale Support, there the Account Managers can register an opportunity an request support for a PreSale. The workflows are working and they are sending emails but for me is annoying to receive the general information announcements, the IT department announcements and the PreSales Requests all bye the same email account cause I can´t create a rule that redirects for example, only the PreSales, let´s call them "alerts", to my mobile because they have a higuer priority to me; Ok, I can create a rule based on the body content and modify the workflow so it attach that thing that I will use as an ID but, what about the rest of alerts and the rest of people that don´t want to go so techie? I´m a end SharePoint user (if that makes any sense) and as far as I have read and listen, there is no OOB solution for me having a different Outgoing Email for each site so I receive General Announcements from [e-mail] and PreSales Requests from [e-mail]

I hope this can bring a little more order to my caotic way of questioning.

Thanks


Mercier

Answer 3

I don't understand the situation.  Your workflows can choose who to send the emails to, and if you use SharePoint Designer workflows or Visual Studio worfklows, those both can define who the email appears to come from (the From: address).  There is always only one outgoing email account for the farm, because that is set in Central Admin, but I don't know why that matters.  I'm not sure why you are receiving everyone's "announcements" unless you have set alerts for your account to receive them.  Your workflows should specify exactly who receives emails from each list and during each step of the process.

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SharePoint Architect || My Blog

Answer 4

Mercier,

Without going down the path of using SharePoint Designer Workflows or custom coded WF for anything that your different departments are working on in the sense of having an event fire when something was completed, there is no easy way to have each site have a different e-mail address for notifications.

Even for site collections, the outgoing e-mail address will be used at the farm level, not the web application level, with only the name of the site showing up differently in the alert of notification.  It might be possible to create a filter based on the "Name" in the alert rather than the e-mail address it's coming from...

-Dan

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http://www.spdan.com

Answer 5

Clayton, I don´t see the From:, is that on SharePoint Designer or Visual Studio? I don´t receive all the alerts, I was just testing a scenario where I want or need to receive alerts from different sites and a way to order them on Outlook by rules (and of course it´s nicer, I think, to receive emails from a significant address).

Dan, that´s a nice solution, alerts do it automatically but on workflows I got to add it to the body.

General Questions

So, there is no mmm easy way to set a different outgoing email address to each site? You don´t see this as a functionality?

I really appreciate your answers, and how fast they have come to this question.

Answer 6

Moving to the Workflow forum.

I don't see any good alternative to the method suggested in Clayton's second post in this thread.

(Let's hope no-one marks it as Helpful because then it wouldn't be the second one :) - I really hope they remove this new "feature" from the forum software)

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Answer 7

As Clayton commented, there is only one "From" address specified in Central Admin - no way around this.  I'm unclear whether you are using the out of the box Alerts or a wf.  If Alerts, there is nothing you can do - they will ALWAYS go out as the account specified in CA.  If you are using a wf, the out of the box activity will also always use the From address specified in CA.  To do somehting different for SPD Wfs, you need to use the Send EMail Extended custom activity from codeplex (http://www.codeplex.com/SPDActivities), for Vis Studio wfs, you need to use the classes in the System.Net.Mail namespace and code it yourself.

I would recommend filtering on something other than FROM in an Inbox rule in Outlook...

Answer 8

No love, Mike, no love!!  :p 

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SharePoint Architect || My Blog