Common Scenarios - Enhanced Alerts
In this scenarios we are going to use SharePoint Reminder to give us similar
functionality to SharePoints built in 'Alerts' but with more flexibility over
who gets an alert, under what circumstances and the contents of the email alert.
The Alert Me feature allows you to subscribe to email alerts
when an item is added or modified to a SharePoint List. However the
Alerts feature has several limitations :-
- You can't setup alerts for only
items that meet certain criteria, i.e. High priority open issues or
only when a status changes to a certain value.
- You can't alter the text of the
email Alert and insert fields from the list into the message.
- You can't enforce alerts - users have to subscribe to themselves (although you can get
3rd party web parts to do this)
- You have limited choice over when the
alerts are sent out (immediately, daily, weekly)
- You can't alert users who are not
in the SharePoint user database (i.e. users who may just browse the
site anonymously or who may not even have access to the site)
This example will show you how to use SharePoint Reminder to send an
email alert when an item is added to the Announcements list, but the
principals are the same for any list.
During the the article we will give some tips on how to setup the
web part to meet some of the scenarios mentioned above.
We will assume that your site already has an Announcements
list, if not then create one now or use another list.
Reminder Web Part to the page and configure it as
Set Watch List to "Announcements"
Tip - You can limit the Reminder Emails to only certain
items in your list by
a View to filter out only those items you are interested
in and then selecting the
View rather than the List.
Enter the an email address or a distribution list into
the Email To text
Tip - There are other ways you can select who to
email, see the
FAQ for more details.
Enter a suitable Subject and Message.
we want to put the Title of the announcement in the email subject
and the body text of the announcement in the email message.
Set Send When to Always as we want the email
to be sent as soon as the Announcement is added to the list.
Tip - for other uses such as sending an email every time
an item is modified see below.
Set Resend Email
to Once - we only want to send out 1 email for each
Set Check List appropriately for your situation.
our example its not important that the emails are sent
immediately. These settings will ensure that the email is
sent a maximum of 1 hour after the item is added (average 30
Tip - You have great flexibility here - for example you
may want to set this to a small number of minutes or you may
want announcements only to be sent out on Monday mornings.
How do I setup SharePoint Reminder to send an email each
time a record is added or modified?
If you setup
Send When to field Modified is Overdue by
1 Minute then this will send an email once Modified
date is 1 minute old, or 'overdue' by 1 minute.
Leave the Resend Email at Once - if the
record is modified again then SharePoint Reminder recognises
that the date has changed and resets the count of how many
email have been sent - so another 1 email is sent each time
the record is modified.
Be sure to set the Check List appropriately - if
you want an email to be sent out timely then set the Check
List to a short number of minutes. If you want a daily
reminder then set it to Check Daily At HH:MM and so on.