I have a list that tracks the number of devices based on status by using a lookup "count" column. To this end, I know how many units I have left in inventory by the number of units with the "unassigned" status.

I would like to set up an alert that sends an email when the number of unassigned units is below a certain point, so that I know to reorder more.

I'm fairly new to SharePoint, so the farthest I got is:

Step 1

If CurrentItem:Status equals Unassigned

Calculate CurrentItem:Number of Units divided by 2 (Output to Variable: availableUnits )

(Units are paired, so I'm really interested in half of the value here.)

Step 2

If Variable:availableUnits is less than 10

Email users

This appears to work great when I start the workflow manually, but I don't know how to make it start on its own. I have the "when an item is created" and "changed" options selected in addition to allowing the workflow to be manually started, but if I try changing device statuses in order to change that number, no email is sent.

I need this workflow to either run weekly, or to run every time the number of unassigned devices changes.


if "Number of Units" is your lookup "count" column (via count related), then you don't get a number but a SPFieldLookupValue, so the comparsion step 2 doesn't work.

Also check if your other mails work on the server, had this happen to me.

  • Is there any way I can reference that number in my workflow? I know there's an easier way around this with 2013, but I don't expect we'll be upgrading any time soon. – Rebecca Dec 5 '14 at 16:22
  • I tried different steps; now I can get the workflow to work if I start it manually, but I can't get it to go automatically. – Rebecca Dec 5 '14 at 17:20

Got it:

I created a second workflow that starts when an item on my master list is changed, wherein if the status is not unassigned (in which I've likely just assigned one somehow), it updates a column on my availability list. That in turn prompts my "low stock" alert workflow.

There are probably ways to refine the process, but for now, it works.

Your Answer

By clicking “Post Your Answer”, you agree to our terms of service, privacy policy and cookie policy

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