Forum Discussion
Trigger email based on columns of a list
Hello,
Welcome to SharePoint, glad to hear you are new. To start up lets find out if you have permissions to accomplish this. Do you know if you have Full Control permissions to the site you are working on?
SharePoint workflows can be built if you have the proper permissions and you can use this Development tool that is free to download called SharePoint Designer. http://www.microsoft.com/en-us/download/details.aspx?id=35491 - If you haven't used SharePoint designer I would recomend finding some training informaiton related to it before you begin.
Here is some technical documentation on SharePoint Designer 2013 https://msdn.microsoft.com/en-us/library/office/jj163986.aspx
Anyway here is a sample list I created to do this
List Columns: (type) (noted an asterisk * = required columns)
- Item Title (default single line of text)
- *Manager (people picker)
- *Due Date (Date column) ... Bonus! use the column validation section to make this date greater than or equal to today so it must be in the future.
- Formula: =[Due Date]>=TODAY()
- User Message: Due Date must be greater than or equal to today.
Open Designer > Open your site > Open your list & Create a new workflow that is associated with it.
workflow Logic:
IF Current Item: Due Date Greater than or equal to Today
Pause until Current Item: Due Date
Email Current Item: Manager
(end)
This is just a basic concept and you can always do more :-)
As I am very new to SharePoint, are you able to provide details / sample code on the how-to ?
Thank you.
Hello,
Welcome to SharePoint, glad to hear you are new. To start up lets find out if you have permissions to accomplish this. Do you know if you have Full Control permissions to the site you are working on?
SharePoint workflows can be built if you have the proper permissions and you can use this Development tool that is free to download called SharePoint Designer. http://www.microsoft.com/en-us/download/details.aspx?id=35491 - If you haven't used SharePoint designer I would recomend finding some training informaiton related to it before you begin.
Here is some technical documentation on SharePoint Designer 2013 https://msdn.microsoft.com/en-us/library/office/jj163986.aspx
Anyway here is a sample list I created to do this
List Columns: (type) (noted an asterisk * = required columns)
- Item Title (default single line of text)
- *Manager (people picker)
- *Due Date (Date column) ... Bonus! use the column validation section to make this date greater than or equal to today so it must be in the future.
- Formula: =[Due Date]>=TODAY()
- User Message: Due Date must be greater than or equal to today.
Open Designer > Open your site > Open your list & Create a new workflow that is associated with it.
workflow Logic:
IF Current Item: Due Date Greater than or equal to Today
Pause until Current Item: Due Date
Email Current Item: Manager
(end)
This is just a basic concept and you can always do more :-)
Hi Chris,
I am new to Microsoft flows. Could you please share a screenshot for this flow.
Thank you.
Hellosdkhundmir I used a SharePoint Designer workflow for this, not a Flow or PowerAutomate set up for this.
Hi,
Is this for manual start to workflow or when item is added please? I have a list with 2,400 items and I will need every item to behave in the way described. Manual will be a pain!
- manual will work along with automatic biased on Created or Modified. However if you design this on an existing list that didn't previously have a workflow, the emails only go out if you modify each item again to kick things off.
- Thank you, Chris. It works !
