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Stephanie Grima C#, ASP.NET and my life.
Department Manager is e-mailed when a new document under his department is issued or modified.
Scope:
Imagine that there is an employee, in our case a manager, which needs to know when a document / list item / file has been either modified or created. Through SharePoint Designer, this kind of workflow can be created. Follow these steps:
1.       In SPD, go to File > New > Workflow.
2.       Name it “Email to Department Manager” and attach it to your SharePoint Library… In our case “Department Documents”.
3.       Check the box for Automatically start this workflow when a new item is created & Automatically start this workflow whenever an item is changed.
4.       Click Next > to Continue.
5.       Name the first step as “Get Department from Document”.
6.       No conditions.
7.       Actions > Set Workflow Variable
a.       Click on workflow variable.
b.      Choose create a new variable… a new window is displayed.
                                                               i.      Name: docDep.
                                                             ii.      Type: String.
                                                            iii.      Click OK.
c.       Click on Value and choose FX. A new window is displayed.
                                                               i.      On Lookup Details choose:
1.       Source: Current Item
2.       Field: DepName
                                                             ii.      Click OK
The first workflow step has been complete. Click on Add a workflow step to add the next step in our workflow.
1.       Name the second step as “Get Manager of Department”.
2.       Conditions > Compare any data source.
3.       Click on value then click on FX. A new window is displayed.
a.       Source: Workflow Data
b.      Field: Variable: docDep
c.       Click OK.
4.       Click on the other value and then click on FX. A new window is displayed.
a.       On Lookup Details choose:
                                                               i.      Source: Departments
                                                             ii.      Field: DepName
b.      On Find the list item choose:
                                                               i.      Field: Departments: DepName
                                                             ii.      Value: Variable: docDep
c.       Click OK
 
5.       Actions > Set workflow variable.
a.       Click on workflow variable.
b.      Choose create a new variable… a new window is displayed.
                                                               i.      Name: Manager.
                                                             ii.      Type: String.
                                                            iii.      Click OK.
c.       Click on Value and choose FX. A new window is displayed.
                                                               i.      On Lookup Details choose:
1.       Source: Departments
2.       Field: Manager
                                                             ii.      On Find the list item choose:
1.       Field: Departments: DepName
2.       Value: Variable: docDep
                                                            iii.      Click OK
The second workflow step has been complete. Click on Add a workflow step to add the last step in our workflow.
6.       Name the third step as “Proceed according to Reviewer's Choice”.
7.       No conditions
8.       Actions > Build Dynamic String
a.       Click on Dynamic String
                                                               i.      Write the data which you want to store which may be a mixture of writing and variables. In our case:
 
DocumentL [%Department Documents:Name%] for Department: [%Department Documents:DepName%]
 
b.      Click on Variable
                                                               i.      Choose create a new variable… a new window is displayed.
o   Name: document.
o   Type: String.
o   Click OK.
9.       Actions > Send an Email
a.       Click on this message and a new window is displayed.
b.      Fill in To: click the button adjacent to it, choose Workflow LookUp and then a new window is displayed. As source choose Workflow data and as field Variable: manager.
c.       Click the FX button near the subject textbox. Choose Workflow data and then Variable: document.
d.      Write the body of the email for the manager in which one should say that a document has been created or updated.
e.      Click OK.
The workflow is now finished. Click on the Check Workflow button to make sure that there are no errors and then click on Finish. Every time a new document is created or modified in the document library ‘Department Documents’, this workflow is automatically called.
Posted on Wednesday, September 10, 2008 4:41 AM Office SharePoint Designer | Back to top


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