I am working on a SharePoint list to maintain the regular yearly maintenance activities in the organization.
The list contains, Activity Name, Status, Reminder Date, Next Maintenance Date, Primary Contact. (The Date variables are defined as Date and Time)
Basically what I want to do is Send an Email on the Reminder Date and Time (Ex: 05/09/2013 11:00 AM)
So I created a workflow to check for the date & Time and wait till the Time is reached to send the Email as below:
But the workflow is just sitting in In Progress state waiting for Reminder Date.
I am pretty much on the learning curve at SharePoint and I am learning as I go.Please help me with any inputs to solve the problem.
jatsjats
3 Answers
You have to use a 'Pause Until' condition in your case to send out mails on a specified date only. I would like to suggest you to create a custom Timer Job instead of a designer workflow. In your case, using a 'Pause Until' condition would be a much more resource consuming process and definitely it will have an impact on your site performance
Aniket BanerjeeAniket Banerjee
You can achieve your task by using SharePoint designer.
Follow these steps:
user1803657
I had a bit of more research after the post and found some links similar to my problem and changed the workflow as below with the help of information in my research...
So till now it worked well, I am posting this here so that if any one can find any issues in the solution you can let me know of the same.
Thank you
jatsjats
Not the answer you're looking for? Browse other questions tagged emailsharepointworkflow or ask your own question.Sending an email when a list item was added in some versions of SharePoint required many steps, which you can find detailed below. However, if you are using the most current version of SharePoint, you can add a flow directly from your list. A Microsoft Flow template to send an email when a list item is added includes the basic steps needed to get you started quickly. Sending email from workflowSend a basic e-mail message from a workflowBy using the Send an Email action in the Workflow Designer, you can set up your custom workflow to send e-mail messages to you or to any other specified user or group. The available fields for an e-mail message are To, CC, Subject, and Body. These fields can contain both static text and text that is generated dynamically from workflow lookups. You can use the Send an Email action to generate many kinds of messages, including notifications when the workflow reaches specified stages or performs specified actions (including the overall starting and stopping of the workflow) and reminders about tasks that are not complete by their due date.
Note: Outgoing e-mail settings must be configured on the server before your workflow can send e-mail messages. If you are unsure about the server's current e-mail settings, check with your server administrator. Find links to more information about outgoing e-mail settings in the See Also section.
In this example, you will set up your workflow to send you an e-mail notification each time that it starts to run on a new item. Use the version of SharePoint Designer that matches your SharePoint Server version. For example, for SharePoint Server 2010 use SharePoint Designer 2010. And, for all version after SharePoint Server 2010, including SharePoint Server 2016 and SharePoint Online, use SharePoint Designer 2013. You can download SharePoint Designer 2013 from the Microsoft Download Center and find more information about it in the See Also section. Open SharePoint Designer 2013 and connect to a SharePoint siteSharePoint Designer 2013 installs as an Office 2013 application. To open SharePoint Designer 2013 and connect to a SharePoint site follow these steps:
Create a List workflow based on the SharePoint Workflow platform
Select OK to create the workflow. Now that the workflow is created, you can add Actions, Conditions, Stages, Steps and Loops to build your workflow. These workflow components are available in the ribbon of SharePoint Designer 2013.
Note: If you do not see SharePoint 2013 Workflow as an available platform type then Workflow Manager is not configured to work with the SharePoint farm. See Configure Workflow Manger to work with the SharePoint Server 2013 Farm.
Find more information about the available list of workflow actions in the See Also Section. Create the action to send the an email
More advanced options for modifying the contents of the email are detailed in the following sections. Dynamically select users or groups to receive the messageIf you supply static addresses in the To and Cc fields of your message, then any time that you need to change the recipients, you must open the workflow in the Workflow Designer and make the changes manually. If the addresses will change frequently, it is a better practice to use workflow lookups in the To and Cc fields. Lookups can reference addresses from a field in the current item, from a field in an item in another list or library, or from workflow variables. Use a custom list to store recipient addressesIf the recipients change periodically, but not often enough that they must be specified on an initiation form each time that the workflow is started, you can create a custom Recipients list that contains one list item for each workflow that references it, and then create columns in which you can store the addresses to which each e-mail message from each workflow is to be sent. When the recipients for any workflow message change, all you have to do is change the addresses in the appropriate field in the Recipients list item for that workflow.
Important: The columns in which you store addresses for workflow e-mail messages can be either Single line of text, Multiple lines of text, or Person or Group type columns. If you use a Person or Group column, only one entry can be made in each field that the workflow will reference for e-mail addresses. When creating the column, be sure to select No under Allow multiple selections. If you want to use this type of column to specify multiple recipients, you can create a SharePoint group that includes the people that you want the workflow to address the e-mail to, and then specify the group in the field. When creating the column, be sure to select People and Groups under Allow selection of. Find a link to more information about creating lists and adding columns in the See Also section.
Note: When creating SharePoint groups, make sure that each group has at least Read permissions for the site, and that in the Group Settings area of the New Group Page, under Who can view the membership of the group, Everyone is selected.
To use a workflow lookup to a custom Recipients list:
Now, when the workflow sends this e-mail message, it sends it to the addresses listed in the To and Cc fields of the Document Review item in the custom Recipients list. To change recipients, simply make the changes you want in the list item. A single workflow may send multiple e-mail messages, and the messages may not all be sent to the same recipients. To store other addresses for additional messages sent by this workflow, you can add columns to the list to store the other addresses. In this case, you may want to name the columns 'First message To,' 'Second message To,' and so on. Alternatively, you can design the list so that you create one item for each message that the workflow sends, instead of one item for each workflow. In this case, make sure that the name used to identify each message is unique, so that the lookups that retrieve the addresses return the unique value that you want. Use the workflow initiation form to specify recipientsIf you want recipients to be specified each time that a workflow is started manually, you can customize the workflow initiation form to collect the addresses from the person who starts the workflow. The workflow can then either simply use the entered addresses directly, or copy them into fields in the current item — where they will still be available for reference after the workflow has completed its current instance. If the workflow is set up so that it also starts automatically, you can specify default addresses in the initiation form for whenever an automatic start occurs. Include information about the current itemSo far, the body text in the example message is static: Every time the workflow creates an instance of the message, the text will be exactly the same. It can be useful, however, to include text that changes in relation to the item on which the workflow is currently running. For example, it might be useful to include the title of the document needing review in the body of your message. To include this sort of dynamic information, you use a workflow lookup. Lookups retrieve data from different data sources such as lists, libraries, and workflow data. To add the title of the document to the message text:
When the workflow runs and the message is generated, the lookup is replaced by the title of the document. Including the title of the document is useful, but it might be even more useful to include a hyperlink that would take you directly to the document itself. To do this, you include a lookup in the hyperlink. Include a static hyperlinkYou can include a static hyperlink — one that always links to the same address or location — in the body of your workflow e-mail message by using the Edit Hyperlink button in the upper right corner of the formatting tool panel in Define E-mail Message dialog box.
Note: Text-based e-mail programs will not render the hyperlink.
To learn how to use a workflow lookup to create a dynamic hyperlink that points to varying addresses depending on the item on which the workflow is currently running, see the next section, Include a hyperlink to the current item. Include a hyperlink to the current itemIn the previous section, Include a static hyperlink, the address in the example hyperlink includes no variable information: Every time that the workflow sends the e-mail message, the hyperlink points to the same page. By using a workflow lookup, however, you can create a dynamic link that uses information about the current item to decide which URL to point to. If the current item is a document in a document libraryIn the workflow startup notification example, you might want to provide a link to the new document itself:
When the recipient of the message clicks the link, the document opens for viewing or editing. If the current item is a list itemWhen you create a link to a list item — for example, an announcement or a calendar event — you can choose to have the link open either the display form (DispForm.aspx) or the edit form (EditForm.aspx) of the list item. To create a link that opens the list item:
Your links will show in blue text with an underline in the email message. If you plan to use the link more than once, continue to the next section. Store a list item address as a workflow variableYou can store the URL of the display form or edit form of a list item in a workflow variable, so that you can use it in multiple locations in the same workflow.
You can now insert this variable anywhere that you want it in the current workflow. Include an imageYou can include a graphic in your message by creating a variable and using the HTML image tag <img/> to link to an image that is stored as a JPEG (.jpg) file and uploaded to a picture library in your site.
When the message is sent, the image from the JPEG file appears instead of the link tag. Sharepoint Designer Workflow Reminder Email FreeIdentify options that are not supportedThe following options are not supported by the current version of the Send an Email action:
See AlsoBasic Troubleshooting TipsThe following list of questions may help determine the cause of an issue creating a workflow:
Advanced Troubleshooting TipsIf none of the basic troubleshooting tips help determine the cause of a workflow issue, follow the steps below:
Note: By default, SharePoint does not create log entries for outgoing mails. SharePoint never sends email directly. The email messages are relayed through the SMTP (Exchange) server configured in Central Administration. Follow the steps above for troubleshooting this type of workflow.
I am struggling with the solution on how the send out emails based on the list using workflows created in SharePoint Designer.
We are using SharePoint 365 within the company, I am using SharePoint Designer 2013.
I have the below list created:
The list contains around 300 items, these are basically the statuses of projects and this list is to serve as an overview to those above. The list is to be updated weekly (for green items), for items with issues on the project or the deadlines are not being met, the project may be updated daily. The project names are repeated within the list, as there are usually several people working on the same project, all of them reporting their status.
The columns: Person, Role, Client/Project, Region, Work done for the past week, Planned work for the upcoming week, Notes/Issues, Status, Satisfaction Questionnaire status, Risk and default columns: Modified, Modified by.
What I need is to be able to send the below reminder:
Every Tuesday at 4 pm CET, send out the reminder to people (based on the column Person) who have not edited the list(his/her) items in the past five days (the problem is that the same person may be assigned to several projects, so he/she may edit the list for one or two of his/her items the current week, but not for the other three as there is nothing happening on the project, then the system then should not send the reminder).
I was trying to create the Current Date column and then update it every day using Information Retention Policies, but somehow it is now working properly for me, I might be doing something wrong.
I would be really glad for your help.
Svatka
I have a sharepoint list and I want to send out a reminder to the same people once a month for them to update it. I would like this automated out of SharePoint. Is there a simple way to do this? The list of folks receiving this email will be static.
Mike
Mike T WeissMike T Weiss
4 Answers
You can create a designer workflow which will pause for 1 month before sending an email and then again pause for one month before sending it again. You can add the pause in a loop which never ends.
Taran GoelTaran Goel
Repeating Workflow
You can create a SharePoint Designer workflow that sends the email, then pauses and repeats itself.
Note that if you use this approach, you probably want it to be a site workflow rather than a list workflow, so you only have one continually running workflow.
With some third-party add-ons, such as Nintex Workflow, you can schedule a site workflow to run regularly so you wouldn't need the workflow to pause and repeat.
Custom Timer Job
Using Visual Studio you can write your own job that will be run by SharePoint's timer service (the same service that executes workflows, alerts, etc). The schedule can be set in SharePoint Central Administration.
Windows Scheduled Task
If you have access to the web server on which SharePoint is running, you can schedule a task in the Windows Server task scheduler that executes a custom executable, powershell script, batch file, or anything else that tickles your fancy.
ThriggleThriggle
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you can use Alerts feature on the custom list for this , on which you can set the time interval RegardsArjun
ArjunArjun
If you have SSRS, create a blank report and create a subscription for that report. Don't forget to uncheck Include report and Include Link. Just write your own subject and comment (which is body of the email) and mention the users in To field. Choose the schedule and you are good to go.
Sharepoint Designer 2013 Workflow
user28455user28455
Sharepoint Designer Reminder WorkflowNot the answer you're looking for? Browse other questions tagged sharepoint or ask your own question.Comments are closed.
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