Create a new alert |
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On the Recipient tab, define how the system determines to whom the alert messages will be sent. With the variety of options available to you in Alert Plus, you might be wondering which is the better one to use? The simplest option is to set an alert to send to yourself. This choice is often used when setting up a new alert. Send the message to yourself as you work through the configuration for the first time so that you see the results and can modify anything as needed. When you are ready to establish your notifications, you can define the alert recipients several different ways.
Use the links to see information about the other tabs.
Tab A – Event
Tab C – Mail Format
Use the table below to learn more about each recipient choice:
Option | Description |
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Lookup an email in another list (Advanced) |
The Advanced Lookup feature can be used to associate the Alert List with another List by mapping a common data column. A second column (other than the mapped common data column) in the linked List is then used to provide an e-mail address as the email message recipient. Specify the following parameters:
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Lookup an email address in the alert list |
This option allows you to select a column in the Alert List that contains either the alert recipient (a Person) or an email address. Configure Where are the e-mail addresses to lookup stored? You have three options to choose from; each option is described below with the associated choices that display for each.
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Send to a fixed set of Users or Email addresses | When you select a fixed set of users or email addresses, you are presented with two choices for type of recipients; depending on your choice, you can manually enter some emails, perform a search for SharePoint users, or pick from a list of users in your SharePoint site. NOTE: If you decide to type in the list of e-mail addresses to send the alerts to, you must separate each entry with a semicolon (;). If you get this warning message: The following errors were found on the Recipient(s) Tab: Remove the space after the semicolon; SharePoint does not like the spaces between each name. |
Send to a SharePoint list | Using his option, you can send alerts to users or groups stored in a SharePoint list column. You will need to type in the full site path to the SharePoint List and click the Load button. From there you can select the list, the list view, the list column that contains the user, and whether that column contains an email address, or if the email address needs to be pulled from the SharePoint user profile. |
Send to members of a SharePoint Group or AD Group | When you pick this option, you can search for users, select from a list of SharePoint groups in your site, or select from a list AD groups. After selecting a group using any of these methods, click the Add Group button to populate the Recipient Group window below. |
Send to me | This option does not open another window because there is nothing to pick; the web part will simply alert you. It finds your e-mail address in your SharePoint user profile. |
Start a workflow |
If you have active workflows associated with the list you are alerting on, they will appear in the Available Workflows window.
Highlight a workflow in the Available Workflows list and click the single arrow to move it to the Selected Workflows list.
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