Take the 2-minute tour ×
SharePoint Stack Exchange is a question and answer site for SharePoint enthusiasts. It's 100% free, no registration required.

We have a custom list that tracks work tasks in our department; we track our own work and use it to assign work/tasks to other colleagues.

I have a people/groups column called AssignedTo and need a workflow that will only send an email to the AssignedTo addresses when the person assigned is not the person who created it.

For example:

  • if I create a task and assign it to myself then no email is sent to me.
  • if my colleague creates a task and assigns it to me, then I will get an email (but she would not)
  • if I create a task and assign myself plus three other people, the three other people would get an email (but I would not)

I've successfully created other workflows with emails but they were all generic; looking at my options I don't see how to make this happen and am hoping someone else has some experience that can guide me. Thanks.

I am using SharePoint Designer and on version 2007 of Sharepoint.

share|improve this question
    
Is this a custom workflow in VS2010 or are you limited to SharePoint Designer? –  JuanTrev Mar 5 '13 at 21:58
    
SharePoint Designer for 2007 (although I heard they will upgrade to 2010 at some point). –  thornomad Mar 6 '13 at 2:13
add comment

4 Answers

enter image description here

Before That i suggest one condition, Trim Assigned to Column (Group having Current User or Created by User).

share|improve this answer
    
Thanks for your suggestion, but I am having trouble following the logic/approach. Where do you get "Workflow Context" optoin? I don't see that one ... are you on SPD 2007? –  thornomad Mar 7 '13 at 15:23
    
That was exactly the issue I was trying to figure out. This was very helpful. Thanks, –  Brian Cook Jan 15 at 18:40
add comment

Firstly, add a Wait step that sets the condition to:
Wait until Assigned To is not null Then add a step for email:
Email Current Item:Assigned To message

The trick is to make the workflow lookup the Assigned To value in the CURRENT ITEM.

http://social.technet.microsoft.com/Forums/en/sharepointgeneral/thread/c8c34a45-b51f-42d9-a5c9-6b654e703c87

share|improve this answer
    
So - with this, I am able to email the folks who are in the AssignedTo column. However, my questions is, that I want to email those folks in AssignedTo who are not the Current Item:Created By. That is, I don't want to email myself when I assign myself a task. I only want to email the other people I may have assigned. –  thornomad Mar 8 '13 at 17:53
add comment

Assuming you are using SP Designer, below is you solution:

In designer:

Create a LIST WORKFLOW based on the required list. From the ribbon, expand the drop down "Add Condition". Select the option "If current item field equals value".

You will now have 3 clickable link

field

click this link & select your "AssignedTo" column

Equals

click this link & select "does not contain"

Value

click this link & select "user who created current item"

Finally put your Send email code which will be as below:


Add the ACTION "Send an Email" inside the above if block.


click the "These User" link & then select the "Workflow Lookup for a user" option.


Then in the new popup, select as below:

Data source : current Item

Field From source : AssignedTo

Return as field : Email Address

share|improve this answer
    
Hi and thanks! This gets me close to the answer but not the last part: if I create a task and assign myself plus three other people, the three other people would get an email (but I would not) ... I am beginning to think it may not be possible to do in SPD2007. –  thornomad Mar 11 '13 at 14:04
add comment

Thornomad.... In case you did not solve the answer to the last part of your post... "if I create a task and assign myself plus three other people, the three other people would get an email (but I would not) ... " What I would do is take the AssignTo and using the string splitting actions in the SPD split them up so that I could test the email addresses. Too bad we don't have looping in SPD 2010. But you can manipulate strings. Hope this helps... (and others too if they are stuck on the same issue)

share|improve this answer
add comment

Your Answer

 
discard

By posting your answer, you agree to the privacy policy and terms of service.

Not the answer you're looking for? Browse other questions tagged or ask your own question.