Notifications are a must have and drive communication. In SharePoint Designer, implement email automation that responds to a form entry with a quick email.
We created this library, Mentor Reports, by creating a form InfoPath, and now we'd like to create a workflow. I can start in SharePoint Designer, but I can also decide that I'm in my library right now. Why don't I just go to create a workflow in SharePoint Designer, right here. And I'll be prompted three times to allow an application to open SharePoint Designer. Sending down data, here we go. So what's the name for our workflow? Well, right now we're just going to create a workflow.
We're going to email the submitter and the mentee. We'll start with emailing the submitter. And again, we would add a description on this, okay. And the first thing we're going to do here is we're going to email, submitter and the mentee. We might be doing some other things later with this workflow but this is what we're doing right now. So, what I'd like to do is take an action, and the action here is to send an email. And we've done Send Email before, we're not at all new at this.
And it asks who we'd like to send it to. User who created current item is the submitter. So, when I choose User Who Created The Current Item, Add, that's going to take care of it. Whoever the created by person is, it doesn't matter who modifies it later, it was created at one time by one person and we're going to launch this workflow and send them an email. And then, of course, I'll want to create a good subject that says that we received this information. And you might wonder why would we do this? The person came up here and they filled out a form. Don't they know that they submitted it? Yes.
But they'd like to have some kind of information. When you go to Amazon.com and order something or to the Microsoft site to buy a new Surface Pro 2, you always get an email back that says we got your order and here's some information about it. So people are used to this. We want to make sure then, when people are dropping forms in our libraries, that we are sending them some information to say, yep, we got it, thank you very much. So, we'll click the Build button. And say Mentor Report Received. Very simply.
And then we'll put more information here. Most of us aren't going to be filling out 500 mentor reports because we don't have the bandwidth to have that many mentees. But, we can say, your mentor report, and now we can do the look up. And, from the current item, well, we've got a couple of choices. But, probably the easiest thing to take is either the name or the title. The name is going to have the mentor and the mentee in it.
And we could say, was successfully submitted. Because it if wasn't, we'll never get to this point where we're running a workflow. Their item has to be submitted in order to be a new item sitting there in our library. So your mentor report, by name, was successfully submitted. Use this link to view or modify your report. And at this point you should know that what we're going to be putting here is our encoded absolute URL.
There we go. And if we want to be doing something special with URLs, there's no reason why we can't. We could make them a different color, for example, could turn them blue always. We could, you know, underline them if we wish. It doesn't really matter. And, if we want, when we're all done, we can say, this email was generated by SharePoint. Please do not reply to this email. Now, if you were going to do that, which is always a good thing to do, it's often helpful to tell people who they could reply to.
For more information on the mentoring program dot, dot, dot, email and we can put a link in right here without a problem. So there we go. That is how we send an email back to the submitter of a form, including someone who submits a new item on a list, or a new document in a library. This is how we email the submitter.
- Automating workflows
- Documenting workflows with Sticky Notes, Excel, and Visio
- Driving workflow interactions with forms
- Using workflow actions
- Making choices and controlling flow with conditions
- Creating a simple form
- Using email notifications
- Pausing and stopping workflows with core actions
- Building a dictionary
- Creating a site workflow
- Deploying workflows
- Creating workflows visually
Skill Level Intermediate
Q: In the video "Creating a workflow with conditions," the email workflow generates the email and successfully changes the value in AreaCalc but the workflow does not complete, and raises no errors. How can I fix this?
Q: Where do I get InfoPath Designer 2013 (mentioned in the "What you need to know" video)?
- If you have Office 2013 Pro, you may already have InfoPath Designer 2013, but it may not have been installed. Try reinstalling Office and choose to install InfoPath Designer.
- Sign up for a free 30-day trial of one of the Office 365 plans that include InfoPath Designer—for example, Office 365 Enterprise (E3) Edition, which also includes SharePoint, or Office 365 ProPlus, which does not include SharePoint. After the 30-day trial you will need to pay a monthly fee for Office 365.