Design Workflow that Emails People in Assigned To (Except for Created By)

Question

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.

Answer 1

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

Answer 2

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

Answer 3

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:

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

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

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Then in the new popup, select as below:

Data source : current Item

Field From source : AssignedTo

Return as field : Email Address

Answer 4

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)