Mark Abdelnour explains how to set up an alert to receive a notification when the results change for search criteria in SharePoint. Mark emphasizes search alerts with email notification. SharePoint 2013 users can be notified by email of any search results changes. Additionally, Mark clarifies that email notification search alerts occur when the seach engine picks up the change.
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- Search alerts are truly one of SharePoint 2013's most underrated features. Search alerts allow you to get an email notification when specified search results are changed or updated. In other words, if I am to search for a specific thing on SharePoint 2013, for example a sales report, and I get 25 search results, I'll get an email notification whenever those 25 results change. Like, if one of those 25 files is deleted or edited or a new file matching my search criteria is added to the list.
So here we are on the Explore California homepage, and I'm going to initiate a search and then show how you can set up a search alert based on my specific search term. So in this example, I'm going to search for marketing. So this is going to return all the documents in this site that have marketing as a key word. I'll go ahead and click on the magnifying glass and right away we can see the results. So if I scroll to the bottom of this window, it tells us how many results there are.
So there are 102 results. So 102 files on this site that have the word marketing somewhere in its document or in the title or in the metadata. So now, with that said, there's also another link here, alert me. I'm going to go ahead and click on that link. This brings up the new alert configuration window. The first option you'll see here is alert title. This is what's going to show up in the email notification's subject line. So I can customize this or I can leave it with the default, which is my keyword that I'm searching on, with search just before it.
Below that is the delivery method, so how do we want the alerts delivered. In the way my system is configured, I only have emails as an option, but depending on your configuration, you may also have the option to have them sent by text message. We also have the option here to change type. Now, what kind of changes do we want to be alerted to? And they're pretty self-explanatory where it says only send me alerts when a new item, existing items are changed, or all changes.
If we review these again, this first option, new items in the search result. So as I stated earlier, if there are 25 results today, and then tomorrow someone adds another document to the site, and if I ran the search again there may be 26, then without me having to run that search again, I would receive an email notification saying that my search results have changed and there is an additional file. Verses this option where it says existing items are changed. So this will only let me know when the 25 files themselves are changed in any way.
So if one of those 25 files are either deleted or modified, then I'll receive a notification. And last but not least, all changes. This will wrap these two together and give me a really comprehensive review of those search results and provide me with the notifications I'm looking for. So I'm going to enable this option, all changes. And then we have the last option, when to send the alerts. So we can receive a daily summary or a weekly summary. So this is really speaking to how frequently you want to be alerted.
So from here, I just go ahead and click OK, and it returns us to the search results page. Remember, alerts from searches are never instantaneous. An email is sent to you only when the change has been picked up by the search engine, which varies based on how your search is configured.