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Workflow to send email to contents of a people picker field RRS feed

  • Question

  • Hello all...I have installed the Call Center template on my small WSS3 envrionment.  The template has a people picker field called 'Assigned To'.  I want to create a workflow that will email the person(s) that has been selected in that field.  I've tried using SPD but couldn't find how to set this up.  I am a newbie to SPD and have only done no code workflows. I would appreciate any help/links that would guide me through this.  Thanks in advance!
    Sys Admin
    • Moved by Mike Walsh FIN Tuesday, November 10, 2009 4:41 AM wf q (From:SharePoint - Setup, Upgrade, Administration and Operation)
    Monday, November 9, 2009 10:36 PM

Answers

  • Hi billuser,

     

    I guess that the function of your SPD workflow is that when a user submits a new service request, you hope SharePoint workflow will send an email to the person who is in the “Assigned to” field automatically. If my understanding is right, you don’t need to add “Condition” which is “Compare Service Requests Fields”. Just add the action “Send an Email” and follow the steps below:

    1.     Click “this message” in the “Send an Email” action.

    2.     Click “address book” beside “To” field

    3.     Choose “workflow lookup”. Click “Add”

    4.     On the workflow lookup prompt, choose “Current Item” in “Source” filed and “Assigned to” in the “Field”

    5.     Click “OK” and define the body of the email as you like.

     

    Now when a user adds a new service request, the workflow will be triggered and send the email to the person who is in “Assigned to” field. If I misunderstood you, please explain your requirement of the workflow so I can help you.

     

    Lu Zou

    TechNet Subscriber Support in forum

    If you have any feedback on our support, please contact tngfb@microsoft.com

     

    • Marked as answer by Lu Zou-MSFT Tuesday, November 17, 2009 10:01 AM
    Wednesday, November 11, 2009 2:10 AM

All replies

  • intro to workflow http://office.microsoft.com/en-us/sharepointdesigner/HA101005871033.aspx
    Create a workflow http://office.microsoft.com/en-us/sharepointdesigner/HA101005911033.aspx
    CodeProject has some good help http://www.codeproject.com/KB/sharepoint/8StepsWorkflows.aspx
    SharePointelearning.com has great screen-casts for free as well..

    Cheers Kris
    Kris Wagner, MCITP, MCTS Twitter @sharepointkris Blog: http://sharepointkris.com
    Monday, November 9, 2009 11:06 PM
  • Thanks, Mike.  I'll use the links and they will hopefully have the info I need to get this to work.
    Sys Admin
    Tuesday, November 10, 2009 1:52 PM
  • There are some more links in my blog post here:
    http://sharepoint911.com/blogs/laura/Lists/Posts/ViewPost.aspx?ID=8

     and here's a screencast I did, showing how to do a travel request workflow:

    http://www.endusersharepoint.com/2009/06/11/sharepoint-travel-system-workflow-solution-two-alternatives/
    Laura Rogers, MCSE, MCTS
    SharePoint911: SharePoint Consulting
    Blog: http://www.sharepoint911.com/blogs/laura
    Twitter: WonderLaura
    Tuesday, November 10, 2009 3:11 PM
  • Hello Laura...
    It's good to see you here on this forum.  You have answered several of my questions on the SharePoint Yahoo list that have been spot on and have helped me tremdously.  I will bookmark your site and view as much as I can when time permits!

    Regarding this issue, my problem is somewhat more basic.  When I start a new workflow in SPD, I am stumped at a single point...Here's the steps I'm taking:
    In SPD, I click File/New/Workflow
    I name the workflow and attach it to Service Requests, and check the auto start on item creation box, then Next.
    In Conditions, I click Compare Service Requests Fields and on the Field hyperlink I select Assigned To. 
    When I click on the Value hyperlink is where I'm stuck.  Since the Assigned To field can be any SharePoint user, I'm not sure what Value to select.

    I sense that I am missing a step or steps along the way.  Hopefully you might have the time to direct me to a link that will help.  I've googled and read many articles but couldn't find anything specific to this.

    Thanks, again, Laura for taking the time to respond.
    Sys Admin
    Tuesday, November 10, 2009 4:03 PM
  • Hi billuser,

     

    I guess that the function of your SPD workflow is that when a user submits a new service request, you hope SharePoint workflow will send an email to the person who is in the “Assigned to” field automatically. If my understanding is right, you don’t need to add “Condition” which is “Compare Service Requests Fields”. Just add the action “Send an Email” and follow the steps below:

    1.     Click “this message” in the “Send an Email” action.

    2.     Click “address book” beside “To” field

    3.     Choose “workflow lookup”. Click “Add”

    4.     On the workflow lookup prompt, choose “Current Item” in “Source” filed and “Assigned to” in the “Field”

    5.     Click “OK” and define the body of the email as you like.

     

    Now when a user adds a new service request, the workflow will be triggered and send the email to the person who is in “Assigned to” field. If I misunderstood you, please explain your requirement of the workflow so I can help you.

     

    Lu Zou

    TechNet Subscriber Support in forum

    If you have any feedback on our support, please contact tngfb@microsoft.com

     

    • Marked as answer by Lu Zou-MSFT Tuesday, November 17, 2009 10:01 AM
    Wednesday, November 11, 2009 2:10 AM
  • If I want to send email to the contents in the Infopath people picker. How can i do it? I have written a workflow where in I have to send email to person selected in Infopath people picker. Please can you help me in this regard. Thanks.
    Wednesday, June 9, 2010 6:50 PM
  • Lu,

    Your post helped me but learned the hard way that one must select 'email' as the data type. Initially I left the data type to string (default) and emails dispatch did not work then I ended up changing it to email data type and now it works.Thanks.

    :-D

    Friday, January 31, 2014 4:39 PM