I think this can be done but not sure. I have list full of names that are assigned tasks. Each item has a task already assigned but at time there could be a chance that the name of the assigned person will change. If it changes I want an email to go only to the new person responsible of that task and no one else on the list. I can't figure out where to start. Can someone help me?
I've posted a question on this myself, I subsequently posted a detailed answer that you'll find here.
In a nutshell, you can use Sharepoint Designer to write a simple workflow using an IF statement. What you need is to write the value (name) of the current
Assigned To to a simple text field, let's call it
A workflow similar to this would do it:
AssignedTo not equal to
AssignedToTextField, send email to
The 'SET' part of the workflow is responsible for ensuring the email notification can work more than once. It checks to see if the name is different between the two fields, if it is different it sends an email "Hey, you have a new task" then the SET command copies the name of the person emailed and pastes it in the
AssignedToTextField. Set the workflow to run when an item is modified.
21/06/2018 - Additional note in response to comment:
- Following the email being sent the workflow updates
Text Nameto make it match with
Assigned To. For my purposes, I wanted the
Assigned Toto be emailed upon item creation & when modified. If this isn't the behaviour you want for triggering your email, you'd need to change the workflow start options - choose only 'when item changed', deselect 'when item created'.
- "...field copying over the AD name..."
I've made a mistake in the field type definition. The
Assigned To and
Text Field should both be set to Display Names, Semicolon Delimited and not String.
I checked this by using the "Log" command in the workflow, to log the value that Sharepoint finds in the
Assigned To field.
The item workflow history shows the values (the LOG command causes this info to be logged here):
So when the field types do not match, different values are returned. Sorry about misadvising you. I'll update my linked Answer.
If you're using the built-in "Task" list type, it has the ability to "Send Email When Ownership is Assigned". And it emails whoever is in the "Assigned To" box. I don't believe it emails the "old" person when an update occurs if the assignment changes as part of the update.
If you're not using the built-in Task list, you'll need to create a workflow that checks the field containing the person and send them an email that way. Set it to run on add and update.