SharePoint Alert Reminder Boost Business Scenario - BoostSolutions

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SharePoint Alert is a great feature which enables users to keep track of the changes of task, project or events. Users can use alerts to receive an email notification when changes happen to those task, project or events.

SharePoint Reminder sends email notification to users when due date approaches and can be trigged by a due date or a condition.

The following scenarios will simply demonstrate the Alert Reminder Boost functionalities.

Send email notification when tasks status is changed

The team records and monitors the tasks’ progress using the Task list. Team members and manager will receive email notifications when task’s status changes. Here let’s setup one alert as an example.

Create an alert item in Alert Reminder Settings page, and select E-Mail in Delivery Method section.

In When to Send Alerts, select Send notification immediately.

Under Which Items Generate Notifications section, in Advanced Condition Type specify the condition as “IsChanged([Status])”. This condition means that the alert email will be sent only when [Status] field is changed.

In E-Mail Header section, set To… to Assigned to. The email will be sent to the person who is assigned to finish the task. Set CC… to Manager. The email will be cc to the manager who is in charge of this task.

Set the Subject… as Task [Title]’s state is update.

In E-Mail Body section, set the format as HTML. And select Include item information in the notification e-mail.

After all is set and saved, once task’s status is changed, team members and manager will receive an alert email as following:

 

Send reminder email when tasks is overdue

Team members and their managers need to be informed when the tasks that they are managing is approaching or overdue.

We will setup 2 reminders; the first will remind team members 7 days before the task is due. And second warn the team members and CC the manager when task becomes overdue.

Create first reminder item in Alert Reminder Settings page, and select E-Mail in Delivery Method section.

In Recurrence section, specify the reminder emails to be sent Daily between 9am and 6 pm.

Under Which Items Generate Notifications section, in Advanced Condition Type specify the condition as “DiffDays([Due Date],[Today])==7”. This condition means that reminder email will be sent 7 days before the task is due.

In E-Mail Header section, set To… to Assigned to. The email will be sent to the person who is assigned to finish the task.

Set the Subject… as Task [Title] comes due.

In E-Mail Body section, set the format as HTML. And select Include item information in the notification e-mail.

After all is set and saved, team members will receive a reminder email as following:

And then let’s create the second reminder item. Select E-Mail in Delivery Method section.

In Recurrence section, specify the reminder emails sent Daily between 9am and 6 pm.

Under Which Items Generate Notifications section, in Advanced Condition Type specify the condition as “[Status] != "Completed" && GetDate([Due Date]) >= [Today]”. This condition means that reminder email will be sent when status is not completed and task is overdue.

In E-Mail Header section, set To… to Assigned to. The email will be sent to the person who is assigned to finish the task. Set CC… to Manager. The email will be cc to the manager who is in charge of this task.

Set the Subject… as Task [Title] is overdue.

In E-Mail Body section, set the format as HTML. And select Include item information in the notification e-mail.

After all is set and saved, team members and manager will receive a reminder email as following:

 

Send weekly summary

Daily or weekly alert summarizes the changes of tasks in a period and send one alert email. It’s a great feature for a manager to supervise the tasks or projects’ progress.

Let’s create one alert item that will send weekly summary.

Create an alert item in Alert Reminder Settings page, and select E-Mail in Delivery Method section.

In When to Send Alerts section, select Send a weekly summary and specify the time as Friday 10:00 am, which means that weekly summary alert will be sent at that time.

In E-mail Header section, set To… to the manager Henry.

Set the Subject… as Tasks weekly summary.

In E-Mail Body section, set the format as HTML. And select Include item information in the notification e-mail.

After all is set and saved, manager Henry will receive a weekly summary alert as following:

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