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How to have a SharePoint Designer workflow to run every 24 hours to check if Title=Completed (If not then send email)?

    Question

  • Hi there

    How to have a SharePoint Designer workflow to run every 24 hours to check if Title=Completed (If not then send email)?

    Cannot use WSP/Server side code - has to be SPD.

    Thanks.




    • Edited by ran009 Thursday, February 9, 2017 8:15 PM
    Thursday, February 9, 2017 6:11 PM

Answers

  • Hi ran009,

    I have created email reminder system using SharePoint 2010 workflow in SPD which sends email to user after every 24 hours based on if Title is not equal Completed.

    For this purpose I create two lists called Primary1 and Secondary1.

    Primary1 contains three fields; Title, LastReminderTime (datetime field) and NextReminderTime (this is calculated field which adds 24 hours in LastReminderTime field)

    Secondary1 contains two fields; Title, LastReminderTime (datetime field)

    This is how it works:

    Create a "P workflow" on Primary1 runs and pauses till NextReminderTime comes at which it sends email to user and then sets LastReminderTime field in "Secondary1" list with value of "NextReminderTime" in "Primary" list.


    Create a "S workflow" on Secondary1 runs and immediately sets "LastReminderTime" in "Primary" with its own "LastReminderTime"


    Note: make the two workflow start automatically when an item is changed.

    Create an item in Primary1 list with LastReminderTime (which is a date and time is always starts at 12am, for e.g. 2017-2-1 12:00am). NextReminderTime will be set as 2017-2-2 12:00pm), create an corresponding item in Secondary1 list with the same id as the item in Primary1.

    Then start the workflow "P workflow", it will send an email to user after every 24 hours based on if Title=Completed.

    Best Regards,

    Lisa Chen


    Please remember to mark the replies as answers if they help.
    If you have feedback for TechNet Subscriber Support, contact tnmff@microsoft.com





    Friday, February 10, 2017 3:38 AM
    Moderator

All replies

  • If you are using SharePoint online then it cannot be done via SharePoint Designer, if you have onpremise then you write a PowerShell and use Task Scheduler to start the workflow or write a timer job to start the workflow.


    Thursday, February 9, 2017 6:46 PM
  • Hi ran- you could check if it equals completed, if not, send email, else pause for 24 hours, then check again.

    cameron rautmann

    Thursday, February 9, 2017 7:00 PM
  • Hi croute1

    I can check and pause again - but this needs to be a kind of a loop to check every 24 hours - any help will be appreciated on how to do this EVERY 24 hours.

    Thanks.

    Thursday, February 9, 2017 7:31 PM
  • Yes, you can use a looping workflow. See the following link for details:

    http://www.nothingbutsharepoint.com/2012/10/24/create-sharepoint-2013-workflow-loop-by-using-sharepoint-2013-designer-preview-aspx-2/


    cameron rautmann

    Thursday, February 9, 2017 7:40 PM
  • Is this possible with SharePoint Designer 2010 workflow platform?

    Thanks.

    Thursday, February 9, 2017 7:47 PM
  • No, only '13.

    cameron rautmann

    Thursday, February 9, 2017 7:48 PM
  • Any other ways to achieve this with SPD 2010 platform?

    Thanks.

    Thursday, February 9, 2017 7:49 PM
  • Not easily. The only thing I can think of is to create another workflow to update something so that the 2010 workflow keeps kicking off on item change.

    cameron rautmann

    Thursday, February 9, 2017 7:51 PM
  • Or you could use Kislay's solution.

    cameron rautmann

    Thursday, February 9, 2017 7:53 PM
  • Hi croute

    Even the other workflow will need to run every 24 hours to be able to edit - that is the million dollar question.

    Any other thoughts are welcome.

    Thanks.

    Thursday, February 9, 2017 8:16 PM
  • Use a '13 looping workflow for the second one.


    cameron rautmann

    Thursday, February 9, 2017 8:18 PM
  • Unfortunately our SPD WOrkflow platform is 2010 and we need a SP WOrkflow 2010 solution :-(

    Thanks.

    Thursday, February 9, 2017 8:22 PM
  • But you're in the SP 2013 forum. If you're in the wrong forum, then you're stuck with Kislay's solution.

    cameron rautmann

    Thursday, February 9, 2017 8:25 PM
  • Hi ran009,

    I have created email reminder system using SharePoint 2010 workflow in SPD which sends email to user after every 24 hours based on if Title is not equal Completed.

    For this purpose I create two lists called Primary1 and Secondary1.

    Primary1 contains three fields; Title, LastReminderTime (datetime field) and NextReminderTime (this is calculated field which adds 24 hours in LastReminderTime field)

    Secondary1 contains two fields; Title, LastReminderTime (datetime field)

    This is how it works:

    Create a "P workflow" on Primary1 runs and pauses till NextReminderTime comes at which it sends email to user and then sets LastReminderTime field in "Secondary1" list with value of "NextReminderTime" in "Primary" list.


    Create a "S workflow" on Secondary1 runs and immediately sets "LastReminderTime" in "Primary" with its own "LastReminderTime"


    Note: make the two workflow start automatically when an item is changed.

    Create an item in Primary1 list with LastReminderTime (which is a date and time is always starts at 12am, for e.g. 2017-2-1 12:00am). NextReminderTime will be set as 2017-2-2 12:00pm), create an corresponding item in Secondary1 list with the same id as the item in Primary1.

    Then start the workflow "P workflow", it will send an email to user after every 24 hours based on if Title=Completed.

    Best Regards,

    Lisa Chen


    Please remember to mark the replies as answers if they help.
    If you have feedback for TechNet Subscriber Support, contact tnmff@microsoft.com





    Friday, February 10, 2017 3:38 AM
    Moderator