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I'm looking to create a calender workflow in sharepoint 2010. I want the workflow to send an email to people regarding a calendar event. I would like the email to be sent 7 days before the event is due. Any help would be great, thanks

  • Are all events going to be created well in advance? Like before 1 week or 2? – Asad Refai May 11 '15 at 6:07
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With limited details in question, I am assuming few things. First all events will be created well in advance at least more than a week before, second you will be using OOB Start Time field of Calendar list.

So to create a workflow which sends an email before 7 days of an event we need to take following steps.

1. Based on the Start Time calculate the Date which is 7 days before the event and store it in a variable. We can achieve this using Add Time to Date action.

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2. Now once we get hold of a date and time which is 7 days before an event, we would want to pause the workflow till that date. And we can achieve this by using Pause Until Date action.

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3. After workflow finishes its pausing action, We can now send an email to desired person or a group using Send an Email action.

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I hope this is helpful!!

  • Thank you Asad, that worked perfectly. I was able to test this working with different times and everything is working perfectly. Thanks very much for you help – user42309 May 12 '15 at 22:26
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If you are not willing to use complex SharePoint Workflows, the possibilities are quite limited. For example, triggering a reminder email when the Active Date is approaching in X days, becouse working with approaching or overdue dates is not possible with regular SharePoint functionality. So I would recommend you to use 3rd party tool to save your time and use the solution in more other situations: http://blog.enovapoint.com/post/Reminding-HR-on-expiring-documents-in-SharePoint

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