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workflow notification lookup RRS feed

  • Question

  • Hi,

    I'm using Designer to build a simple notification to specific contacts within specific departments of the presence of a new list item to action.

    My difficulty, is that the new item may pertain to only one, or more than one, departments(up to 20).  In creating the item, the user selects the department(s) from a drop down list.  This selection populates a Department column in the list.

    In the workflow, I grab the content of that Department column, to perform a lookup for the contacts' email address in another list "Department Contacts".

    The workflow works when 1 department is selected, but does not perform the lookup when multiple departments are involved.

    Can this be achieved simply?

    Wednesday, November 12, 2014 7:37 PM

Answers

  • Hi spi_shane,

    Person or Group columns are not available to be added as additional column to show details about the lookup field. It has to be a Single line text column.

    But what you can do is, in the Department list, create a new Single Line text column. When you add a new department, run a workflow that copies email address from contact column to this single line text column. Now you can use this text column as additional info column for lookup field in main list. Hope it helps.


    Regards, Kapil ***Please mark answer as Helpful or Answered after consideration***

    • Marked as answer by Rebecca Tu Thursday, November 20, 2014 9:00 AM
    Thursday, November 13, 2014 8:39 PM

All replies

  • Hi,

    This is not available in SPD workflows. You cannot lookup multiple items in this way. You might have to look at different option like custom workflow or third party workflow tools like Nintex. hope it helps.


    Regards, Kapil ***Please mark answer as Helpful or Answered after consideration***

    Wednesday, November 12, 2014 8:45 PM
  • If you are creating the workflow in SharePoint Designer - Try this.

    Create a SharePoint List {Departments}
    Change the Title to the Department Number (or Name). Add a column (Single Line of Text) for contact e-mail addresses. Enter the departments and their associated e-mail contacts (separate them by semicolons).

    On your List/Library that you want to contact from, add a Lookup Column (select the List we just created) with the Department field.  Select 'Allow multiple values, to allow them to select as many Departments as they need.  Also select the Email/Contact under the 'Add a column to show each of these additional fields'.

    In your workflow for the e-mail To field, do a lookup to the Current Item and the Dept:Email you have selected.  Also, make sure you change the 'Return Values' to 'Lookup Values, Comma Delimited'.

    Thursday, November 13, 2014 8:27 PM
  • Hi spi_shane,

    Person or Group columns are not available to be added as additional column to show details about the lookup field. It has to be a Single line text column.

    But what you can do is, in the Department list, create a new Single Line text column. When you add a new department, run a workflow that copies email address from contact column to this single line text column. Now you can use this text column as additional info column for lookup field in main list. Hope it helps.


    Regards, Kapil ***Please mark answer as Helpful or Answered after consideration***

    • Marked as answer by Rebecca Tu Thursday, November 20, 2014 9:00 AM
    Thursday, November 13, 2014 8:39 PM