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Trigger SharePoint Alert via SP Designer Workflow? RRS feed

  • Question

  • Is it possible to trigger one of SharePoint's built-in email Alerts via SharePoint Designer workflow? I have a group using a custom SharePoint list to ping users when a notification date is approaching using 3 columns: a Deadline (Date and Time) column, a Weeks (Number) column that specifies the number of weeks advanced notice required, and a Notification Date (Calculated Date and Time) column that adds the first two columns together. Users set Alerts on an item to be notified if their Deadline is changed, and I'd like to leverage these Alerts to notify the same users when their Notification date has arrived. Since users set their own Alerts, there isn't a pre-defined group available to use as the email group in a standard SharePoint Designer workflow.

    Cheers!
    Thursday, June 9, 2011 6:34 PM

Answers

  • Hi arloswak,

    From your description, you wanted to send an email notification via SharePoint Designer when the day arrived, which is the date in the column “Notification Date”. It is impossible to trigger a workflow based on a specified day only via Designer.

    But you can do this through the Expiration Policy in SharePoint, it will not trigger a workflow in a specified date until some days/moths/years later, there are 2 articles talking about this policy, you can read it.
    http://blogs.msdn.com/b/recman/archive/2006/06/29/651347.aspx
    http://blogs.msdn.com/b/recman/archive/2006/06/16/633393.aspx

    You can follow these steps:

    1. You can create an additional column (e.g. MyDate) stored the date which is 1 day earlier than the column “Notification date”. It’s used as the base date in the Expiration Policy.
    2. You can create a workflow sending the email notification with SharePoint Designer.
    3. You can set the Expiration Policy via List -> Settings -> Information management policy settings -> Define a policy ->Expiration, and set the value as “MyDate+1days” (It’s the Notification date) then start your workflow email notification.
    4. You can test it via Central Administration ->Operations -> Information management policy configuration -> Expiration ->Process Expired Items Now. You can also set the schedule process time above this button.

    Thanks & Regards,
    Daniel


    Microsoft Contingent Staff
    • Marked as answer by KeFang Chen Friday, June 17, 2011 3:13 AM
    Tuesday, June 14, 2011 1:30 PM
    Moderator