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Create a Sharepoint Workflow to auto-notify when a due date is approaching RRS feed

  • Question

  • I'm trying to create a workflow that automatically sends an email to a person in a named field [auditor] when a due date is approaching, but only if a [completed date] has not been entered. 

    I created a calculated list column that inserts a date two weeks prior to the due date [notify date].

    Basically I need to write a workflow that follows this logic:
    When [notify date] occurs;
    if [completed date] is Null
    Then send an email to [auditor]
    end workflow.

    This would need to start at the time a list item is created or changed.

    Anyone assistance would be greatly appreciated.

    Thanks in advance!!!


    Friday, October 9, 2009 8:37 PM

Answers

  • Sounds like you're on the right track.  The 'Pause Until Date' or 'Pause for Duration' workflow actions might be your ticket.

    Sounds like your workflow needs one more step, either a 'Pause for Duration' or a 'Pause Until Date' action.  You can find a good list of available actions here: http://itfootprint.wordpress.com/2008/04/09/sharepoint-designer-default-workflow-actions/.

    I used this approach and created a workflow that always starts when an item is Created or Updated, 'Pauses until' [notify date], and sends an email to [auditor] if a [complete] flag field isn't set.

    Good luck!

    Steven



    • Marked as answer by Mike Walsh FIN Saturday, December 18, 2010 8:53 AM
    Saturday, October 10, 2009 4:43 AM
  • Another way to do this would be to use a custom timer job as described here

    http://www.andrewconnell.com/blog/articles/CreatingCustomSharePointTimerJobs.aspx

    You can have the timer job execute every night at midnight, and it would scan the list and check to see if any due dates are approaching and the corressponding completed date has not been entered and send out an email to each person as necessary.

    I feel this would be a more efficent use of resources since the timer job would run at a time not many people are logged into the server and provide virtually no impact on performance of the server.
    Kevin
    • Marked as answer by Mike Walsh FIN Saturday, December 18, 2010 8:53 AM
    Tuesday, October 13, 2009 8:46 PM

All replies

  • Sounds like you're on the right track.  The 'Pause Until Date' or 'Pause for Duration' workflow actions might be your ticket.

    Sounds like your workflow needs one more step, either a 'Pause for Duration' or a 'Pause Until Date' action.  You can find a good list of available actions here: http://itfootprint.wordpress.com/2008/04/09/sharepoint-designer-default-workflow-actions/.

    I used this approach and created a workflow that always starts when an item is Created or Updated, 'Pauses until' [notify date], and sends an email to [auditor] if a [complete] flag field isn't set.

    Good luck!

    Steven



    • Marked as answer by Mike Walsh FIN Saturday, December 18, 2010 8:53 AM
    Saturday, October 10, 2009 4:43 AM
  • Another way to do this would be to use a custom timer job as described here

    http://www.andrewconnell.com/blog/articles/CreatingCustomSharePointTimerJobs.aspx

    You can have the timer job execute every night at midnight, and it would scan the list and check to see if any due dates are approaching and the corressponding completed date has not been entered and send out an email to each person as necessary.

    I feel this would be a more efficent use of resources since the timer job would run at a time not many people are logged into the server and provide virtually no impact on performance of the server.
    Kevin
    • Marked as answer by Mike Walsh FIN Saturday, December 18, 2010 8:53 AM
    Tuesday, October 13, 2009 8:46 PM