Forum Discussion
SharePoint Online Alerts
Are you simply adding fields, or are you adding fields and updating the values of these new fields?
If you're just adding a field, I'm not so sure that'll trigger alerts. Alerts are triggered by actions done against items; if an item is added, if an item is deleted, if an item is modified, etc. Adding a field shouldn't constitute a modification to an item, so if that's true, alerts shouldn't be triggered.
If you are populating those fields, then yes, you're going to trigger any alerts on these items. I don't think you're going to find a way around that, and I'll be disappointed in Microsoft if you do--the whole point of an alert is to let someone know what happens to items, and if alerts could be dodged, that'd be a serious blow to the transparency of SharePoint because it's taking away a user's right to know what happened to information they might care about (regardless of how innocent the changes might be, like yours is). Alerts shouldn't care what rights users have as long as they can access the list, so I'm not sure changing the permissions of your users is going to affect anything. In my opinion, your best option might be to let your users know they might get a spike in alerts. Hopefully most of them asked for summary alerts instead of individual ones.
Thanks, Matt for your reply. I appreciate it.
Yes, I will be populating those columns and in that case alerts will be triggered. I understand the purpose of Alerts and importance of it's transparency, but it would have been great if they had an option to temporarily disable the alerts, especially when maintenance and tasks like this are critical for list optimization. Probably, you're right and I need to send a notification email to all the users before making any those changes. In that case , would User Alerts option under Site Content is the only way to verify who all have alerts setup on that list? The reason why I 'm verifying is because I know a user whom I don't see in the User Alerts list is receiving the alerts. Not sure , how? Please let me know if you know of any ways to confirm who all are receiving the alerts from the list? Thanks again
Site Settings -> User Alerts is the only way I know of within the O365 interface to check for alerts, though I have heard Powershell can be used to discover that as well (not sure if Powershell would find your mystery user, though).
If you're not sure the User Alerts information is going to show you everyone with an alert, you could just email blast everyone with read rights or higher in this list and tell them you're adding some fields. I usually don't like emailing more people than I need to (and I'm over-engineering at this point, and maybe your audience is too big for this to be feasible), but that would ensure everyone that sees this list knows there's some changes to your data architecture, which is something.
- This should still be valid: https://www.sharepointeurope.com/disable-sharepoint-alerts-on-a-specific-list/ Create a custom permission level where you don't use the create alert permissions
Thanks, Juan for taking the time to reply it!
I have looked into this article, but I'm little hesitant to make these changes as not sure if it would actually disable the alert notifications.
