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Thursday, September 8, 2011

SharePoint Designer workflow to send weekly reminder email.


Send Weekly (timely) Email Notifications using two Share Point Designer 2010 Workflows.

This method is useful for creating recurring action (like looping) in SPD workflows and it is easy to configure and understand. It can be attached to task list or any custom list like project milestones tracker where there might be requirement to send weekly report on milestones statuses to PM.

Step 1:

a.       Create a choice column “Schedule Weekly Email” with three options- Yes, wait and No, set default to Yes. Make this column set to hidden by setting "Allow management of content type" for this list.

b.      Create another choice column to set till when the e-mail notification should be sent. “Execution: Commissioning Status” in this example.


Step 2:

Create First List Workflow ( Weekly Notifier Workflow)

Save and Publish.


Step 3:

Create Second List Workflow (Weekly Notifier Trigger Workflow)


Save and Publish.

Test your workflows, using 5 minutes pause instead of 7 days.


37 comments:

  1. How can I get this to populate another list? Right now, my business partners see not only their tasks, but all the workflows, too. I'd like to have the workflows populate a second (hidden) task list.

    ReplyDelete
  2. It works fine but it locked the main workflow. What shall I do?

    ReplyDelete
  3. Nice idea! But I can also recommend our freeware HarePoint Workflow Scheduler: http://www.harepoint.com/Products/HarePointWorkflowScheduler/Default.aspx

    It may be a bit easy ;)

    ReplyDelete
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  4. What are the choices for the 2nd field (Execution: Commissioning Status), besides Completed?

    ReplyDelete
  5. Hello, I have used this example on my environment but I keep getting emails every 5 minutes even after I set the pause to 1 minute for test purposes. Please help.

    ReplyDelete
    Replies
    1. Pretty sure SharePoint checks/does a refresh to check for workflows conditions every 5 minutes so that's probably why it happens every 5 even tho you have it set to 1.

      Delete
    2. That's correct. The SharePoint timerjob that handles this kicks off every 5 mins

      Delete
    3. Hi @Bamidele, did you get to figure this out?

      Delete
  6. What are the choices for the 2nd field (Execution: Commissioning Status), besides Completed?

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  14. This worked great in a SharePoint 2010 library that Infopath forms are submitted to. I used it to send a reminder to the chosen manager every 7 days to complete their bit of the form. I didn't need the 'Commisioning status' column, as I used my existing 'manager complete' column instead, which has 'Yes' or 'No' set as choices and populated (bound) to a radio button in the InfoPath form. A great solution. Thank you

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