Configure the Alert Plus Recipient(s) Tab

Configure the Alert Plus Recipient(s) Tab

Create a new alert

AlertPlus.pngOn 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.

3Tabs.gifUse 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
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.

recipient advanced.png

Specify the following parameters:

  1. What SharePoint Site stores the Alert List? Enter the URL path to the site where the Lookup List resides. The Lookup List contains a column that identifies the user or email address to receive the email message. After entering the URL, click Load to load the available lists in the Linked Lookup List selection list.

    Icon-Tip When possible, use relative URLs. For example, in the above configuration, ../ indicates the list we need to lookup to is in the parent site above the current site.

  2. Linked Lookup List Select the Lookup List, which is the list that contains the person or email address to receive the email message.

    As an example, consider that the alert list is a Task list. Another list in the same site stores information about Projects, including the Project Title and Project Manager. The Task list has a lookup column called Project that looks up to the Title column of the Projects list. To send an alert email to the Project Manager when a task is overdue, select the Projects list as the Linked Lookup list.

  3. Column to map to Alert List Indicate the column in the Lookup list to match to the column in the Alert List in order to find the item that contains the person or email value.

    Continuing the example started in Step 3 above, the column in the Linked Lookup list to map to the Alert List is the Title column.

  4. Alert List Column Indicate the column in the Alert List to match to the column in the Lookup List in order to find the item that contains the person or email value.

    Continuing the example started in Step 3 above, the column to map to the Alert List is the Project column.

  5. Set how the e-mail address is resolved from the Lookup List
    1. Linked List column that identifies the recipient This is the column in the Linked Lookup list that contains the Person or Email address.
    2. E-mail Address Source If the column in Step 5a above is a Person, choose SharePoint User Profile so the email address can be retrieved from the SharePoint User Profile. Otherwise, the column should contain the actual email address, so choose Column Value.
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.

recipient in alert list.png

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.

  1. In SharePoint User Profiles: When this option is selected, choose a Person or Group type column in the Alert List that contains the name of the person to receive the email message.
  2. The Column contains the E-mail Address When this option is selected, choose a Single Line Text type column in the Alert List that contains the email address to receive the email message.
  3. In a Contacts List This option is similar to that described in the (Advanced) recipient type earlier. To use it, there must be a lookup column in the Alerts List that looks up to the Contacts list. When it is selected, the interface changes slightly to that shown below.

    HW05_RecipientsTab_EmailAlertList_Contacts.jpg

    • What SharePoint Site stores the Alert List? Enter the URL to the site where the Contacts list resides. click Load to load the available Contacts lists from that site.
    • What Contacts List should be used? Choose the Contacts list.
    • Which user lookup column in the Alert List should be used to find the recipient?Choose the lookup column in the Alert List that looks up to the selected Contacts list.
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.
HW05_RecipientsTab_FixedUsers.jpg

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:
* You must enter a valid e-mail address.

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.

HW05_RecipientsTab_ContactsList.jpg
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.

HW05_RecipientsTab_Group.jpg
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.

Icon-WarningIMPORTANT: Only workflows that can be started manually from the alert list are listed.

Highlight a workflow in the Available Workflows list and click the single arrow to move it to the Selected Workflows list.

HW05_RecipientsTab_StartWorkflow.jpg

Icon-Tip Starting a workflow using Alert Plus can help simplify your workflow and provide an alternative to using delays or waits in the workflow.

Configure the Alert Plus Mail Format Tab

Configure the Alert Plus Mail Format Tab

Create a new alert

AlertPlus.pngThis is the third tab on the Alert Plus window. This is where you set up the email template that will be used to construct your alert messages.

3Tabs.gifUse the links to see information about the other tabs.

Tab A – Event

Tab B – Recipients

Depending on the trigger type for your alert, the tabs displayed on the Mail Format tab will vary. For example, if you are sending a notification based on an item that is created, you will use the first tab to build your template. However, if you are configuring your notification based on a modification to an item, click the next tab “On Item Modification” and so forth. And it is possible that you are using a combination of options so you can set one message for creation and a different message for modifications. The choice is up to you.

MailFormat.gif

To include information from the item that triggered the alert, use tokens in the email template.

To see how information from multiple alerts can be combined into a summary alert, see Combine Alerts into a Summary Alert

Use the {itemlink} token to include hyperlink to the item that triggered the alert. If you are alerting on the files in a document library, you can also Include a link to the file that triggered the alert.

If your email supports HTML, you can add HTML tags to your message.

My Alert Seems to be Stuck in a Running Status

My Alert Seems to be Stuck in a Running Status

Issue

alert stuck running.pngYou have several alerts configured on a site. Everything was going OK, but people are now reporting that they aren’t getting their Overdue Task Reminders.

You check the status of your alerts and notice that while others seem be processing successfully, one has a status of Running and seems to have been running for many hours, sometimes even days. This isn’t the usual behavior.

Resolution

When you see something like this, typically something happened to the timer job that processes the alert. SharePoint manages timer jobs on the farm and starts new instances when needed. Although other timer jobs may be OK, this one may have timed out or stopped for some other reason.

Regardless of the reason the job failed, it is important to understand that while the alert has a status of Running, no other timer jobs will pick it up. You need to clear the status.

To do that, follow these steps:

Step Action
1. Note the Name of the alert in question. In the example above, its Your Task is Overdue! (ID=1).
2. site contents.pngGo to View All Site Content on the site and open the Alert+ Configuration List.
Alert config list.png
3.

change last run status.pngEdit the alert in question and change the Status column to Success and click Save. This will ensure that another timer job picks up the alert to process it.

Icon-WarningIMPORTANT: Don’t change any other values for the alert from this interface. The values stored are based on the selections made when configuring the alert through the Alert Plus Web part.

Typically, when the timer job completes, it will update the Last Run Status column. However, if the timer job times out and never finishes, the status is never updated. When the status is Running no other timer jobs will process the alert.

4. Generally, your alert will run successfully the next time it processes.

Modifying the Alert Plus List View

Modifying the Alert Plus List View

DefaultView.jpgThe content and format of the Alert Plus item list is based on the Alert+ Configuration List. The default view of this list is called Alert+ Configuration ListView.

You can modify this view to change what is displayed in Alert Plus. Changing the Alert+ Configuration ListView will change how items are displayed in all instances of Alert Plus in the site.

The default columns that display on the page where you add Alert Plus are illustrated in this image. DefaultColumnOrder.jpgAny of the following changes you may make to the list view will apply to all Alert Plus instances you have added to your site:

  • Adding columns to the view
  • Changing the order columns are displayed
  • Sort order
  • Filtering
  • Item Limit

Should you modify any of the following list view options, these changes will not be impact instance of Alert Plus that you add to your site; you will need to modify individual web parts on a page should you prefer to modify the following options:

  • Grouping
  • Removing columns included in the default view
  • Totals
  • Style

See also:

Migrating Alert Plus from SharePoint 2010 to SharePoint 2013

Migrating Alert Plus from SharePoint 2010 to SharePoint 2013

Be sure you have at least the Minimum SharePoint 2010 Product Release (shown in the table below) installed before migrating. If not, upgrade your Bamboo product release before migrating. For more information, see Upgrading your Bamboo Web Part. Also, the target SharePoint 2013 farm requires at least the Minimum SharePoint 2013 product release shown.

Icon-WarningIMPORTANT: When migrating from SharePoint 2010 to SharePoint 2013, the Database Attach Upgrade Method is the only method supported.

Minimum SharePoint 2010 Product Release 30.2.115 Minimum SharePoint 2013 Product Release 30.2.124.2013
Database Attach Upgrade Method
Issues Alert Plus does not support relative URLs. When a content database is detached and then reconnected on a new server farm, the URLs are different. Alert Plus stores URLs in Web properties, event receivers, and SharePoint lists.
It is pretty straightforward to update URL information that is stored in a SharePoint list, but the Web properties and event receiver information cannot be updated through the browser. If the URLs for Alert lists are updated but the web properties and event receiver information are not, the following error is returned:

On PreRender: The Web application at [WebAPP URL] could not be found. Verify 
that you have typed the URL correctly. If the URL should be serving existing 
content, the system administrator may need to add a new request URL mapping 
to the intended application.
Resolution Use the Bamboo.FixUpgrade tool to resolve the issue with the URLs. See Use the Bamboo.FixUpgrade utility to resolve broken links for more information.

Migrating Alert Plus from SharePoint 2007 to SharePoint 2010

Migrating Alert Plus from SharePoint 2007 to SharePoint 2010

Be sure you have at least the Minimum SharePoint 2007 Product Release (shown in the table below) installed before migrating. If not, upgrade your Bamboo product release before migrating. For more information, see Upgrading your Bamboo Web Part. Also, the target SharePoint 2010 farm requires at least the Minimum SharePoint 2010 product release shown.

Icon-Warning IMPORTANT: When migrating from SharePoint 2007 to SharePoint 2010, you MUST select the option to change existing SharePoint sites to use the new user experience. Your Bamboo products will not perform as expected with the old look and feel.

Minimum SharePoint 2007 Product Release 3.0.62 Minimum SharePoint 2010 Product Release 30.0.59
In-Place Upgrade
Issues When using the In-Place Upgrade Method, Alert Plus migrates without any errors or additional steps required. See How to Migrate a Bamboo Web Part from SharePoint 2007 to SharePoint 2010 using the In-Place Upgrade Method for more information.
Resolution N/A
Database Attach Upgrade Method
Issues Alert Plusdoes not support relative URLs. When a content database is detached and then reconnected on a new server farm, the URLs are different. Alert Plus stores URLs in Web properties, event receivers, and SharePoint lists.
It is pretty straightforward to update URL information that is stored in a SharePoint list, but the Web properties and event receiver information cannot be updated through the browser. If the URLs for Alert lists are updated but the web properties and event receiver information are not, the following error is returned:

On PreRender: The Web application at [WebAPP URL] could not be found. Verify 
that you have typed the URL correctly. If the URL should be serving existing 
content, the system administrator may need to add a new request URL mapping 
to the intended application.
Resolution See
How to Migrate a Bamboo Web Part from SharePoint 2007 to SharePoint 2010 using the Database Attach Upgrade Method
for general migration information. Then use the Bamboo.FixUpgrade tool to resolve the issue with the URLs. See Use the Bamboo.FixUpgrade utility to resolve broken links for more information.

Include a link to the file that triggered the alert

Include a link to the file that triggered the alert

Issue

Have you created an alert on one of your document libraries to let your users know when a new document is added or when an existing document is modified? This works great, but the hyperlink associated with the {itemlink} token goes to the display form for your file, not the file itself. Some users expect that the hyperlink in the e-mail message will open the file for them.

doc file prop page1.pngIn other words, when your users click on the default link they see the meta data for the document in the document library and need to click on the link there to view the file. For some, this is one too many clicks.

Resolution

Here is how to customize the item link so it opens the file rather than the form for this specific alert.

NOTE: In the example here, we are using a Document Library that has folders. This is a more complex issue, since the URL to the file will include the folder name. If the file is buried in several levels of folders, its even more complex since the URL must include the list of nested folders.

Follow these simple steps:

Step Action
Configure the alert. In the Event tab, specify the list or library to alert on. In this example, we will send an email alert when existing files are modified.

alert event tab.png
Configure who will receive the email message in the Recipient tab. The configuration on this tab will not impact the mail format.
On the Mail Format tab, compose the message that the e-mail recipient will get. Use the regular {itemlink} token; we will configure it later in the Options page of the Mail Format tab.

Icon-Tip Note the token {FolderName} in the email subject. This token will tell the e-mail recipient the folder the modified file was in.

mail format tab1.png

Using the above mail format with the default {itemlink}, an email from this alert will look like that shown below.

example email with default itemlink.png

Icon-Warning IMPORTANT: Note the URL for the item. We will use it when configuring the custom URL.

Because we don’t want the default behavior of the {itemlink} token, we need to adjust it on the Options page of the Mail Format tab.

custom item link on options page.png

Add a Custom Item Link by entering a URL in the box provided. The default link from the email example above looks like this:

http://hvbs20134/sites/Bamboo/IT/IT20Contracts/Forms/DispForm.aspx?ID=10

In order to link to the file, we need to change the URL to include the folder name (if one exists) and the name of the file, which is stored in the Name column of the library.

The new link is:

http://hvbs20134/{FolderPathName}/{Name}

This Custom Item Link applies only to this alert. Notice that we used a token {FolderPathName}. This is different than the token {FolderName} we used in the subject line of the email. {FolderPathName} is usually the best choice to use unless you are sure that no subfolders will ever be created.

  • {FolderName} includes just the name of the specific folder where the file resides.
  • {FolderPathName} includes the site (or sites if the library is in a subsite; the server or web app name is NOT included in this token), library name, and list of nested folders with slashes appropriate for a path. For example, if my file is in a folder call Folder A1 which itself is in a folder called Folder A, I need to use the {FolderPathName} to get the name of the nested folders where the file resides.

Icon-WarningIMPORTANT: Token names are case sensitive! If you use a token {foldername}, you won’t see any data. You must use {FolderName}.

How to remove an employee from alert processing

How to remove an employee from alert processing

The best way to begin is to login as that user and use the Alert Plus Subscriber Web Part to get the list of alerts the employee is subscribed to. Check the recipient type options for these alerts and delete all alerts that the user created selecting “Send to Me”. If they are part of a “Send to a Fixed Set of Users or E-Mail Addresses”, then edit those alerts and remove them from the recipient list. Alerts that are based on a Contacts list, site group, or cross-site group can remain, but the departing employee should be removed from the source group. Alerts with a lookup recipient type will need to have the source column for the e-mail address reset to another user.

Use the ‘A specific column in the list changes’ Trigger Type

Use the ‘A specific column in the list changes’ Trigger Type

The following outlines how to quickly configure an alert when the status of a task changes. This alert uses the trigger type A specific column in the list changes.

Go to the page in your Portal, where the Alert Plus Web Part exists. If it hasn’t been added to a page yet, see How to add a web part to a SharePoint wiki page.

Icon-Tip It is not necessary to add an Alert Plus Web Part to a page in each site. Because you specify the URL for the site where the alert items reside, you can consolidate your alerts in one web part on a single page in your site collection.

Step Action
1. From the Alert Plus toolbar, click New Item.

click new item in alert plus.png
2. Give the new alert a title. You won’t be able to save the alert without a title.

alert title.png
3.

Identify the site where the items that will trigger an alert reside. First choose whether they are in a SharePoint List or Library or a Bamboo List Rollup. For our current example, we choose SharePoint List or Library.

Icon-WarningIMPORTANT: There are a few trigger types that are NOT available if you choose to alert on a Bamboo List Rollup. They are:

  • A specific column in the list changes
  • An item in the list is deleted.

Next, enter the URL for the site of the List/Library. After entering the URL, click the Load button to load the available lists/libraries into the What List contains the items to alert on? box.

tell us where alert items reside.png

Icon-Tip When possible, use relative URLs. For example, if the alert items reside in a list on the current site, enter ./ in the What SharePoint site stores the Alert List? box.

4. Select the list from the What List contains the items to alert on? box. For this example, we choose the Tasks list.
5. Choose a What triggers the alert? option. For an alert that is sent when the Task Status column changes to “Waiting on someone else”, we choose A specific column in the list changes.

what triggers the alert.png
6. Choose How often are e-mails sent? For this example, choose As Soon As Possible so the email recipient receives the message as soon after the change as possible.

how often are emails sent.png

For information about the other options, including Combining multiple alerts into summary notification, see How often should E-mails be Sent.
7.

What column values should generate an alert? For the A specific column in the list changes trigger type, you are required to enter some criteria to indicate which column you want to watch. Notice that the radio button options for Which items in the List generate an alert? change so the only option displayed is Build Criteria Below.

altered column list.pngWhen you choose this trigger type, the contents of the Field Name lists in the Criteria Builder change. Two entries appear for each column in the list or library. One entry is the normal column name and the other is the normal name with /Old at the end.

Use the Criteria Builder to build the query. For this example, we want to be sure that the old value of Task Status doesn’t equal the new value. We also want to be sure that the new value of Task Status is Waiting on someone else. Our query looks like this in the builder:

criteria builder cropped.png

NOTE: The Field Name drop down selection lists only field names; you need to enter in the text Waiting on someone else in order for it to appear. You can enter it in the Field Name or update it after copying the criteria to the CAML Query.

Click Copy Criteria to CAML Query Field to generate the CAML. The text that appears in the CAML Query box is:

<Query><Where>
<And>
<Neq><FieldRef Name="Status/Old" /><FieldRef Name="Status" /></Neq>
<Eq><FieldRef Name="Status" /><Value Type="Choice">Waiting on someone else</Value></Eq>
</And>
</Where></Query>
8. Click the Recipient(s) tab and choose the recipient of the email alert. See Overview of Alert Plus Recipient Tab for more information.
9.

Click the Mail Format tab and compose your message. To include columns values from or a link to the alert item, use tokens. For more information about tokens, see Using Tokens in your Alert Plus Email Message.

mail format tab2.png

Icon-Tip Tokens are case-sensitive! When using a token for a column from the list/library, be sure to use the exact display name for the column.

10. Click the Save and Close button on the toolbar to save the new alert.

How to Configure the Alert Plus Web Part

How to Configure the Alert Plus Web Part

Create a new alert, modify an existing alert, or monitor the status of the existing alerts from the web part interface. See the Overview of the Alert Plus Web Part for more information.

Icon-WarningIMPORTANT: It is not necessary to add an Alert Plus Web Part to a page in each site. In fact, it is easier to manage your alerts if you minimize the number of sites where you put the web part. Because you specify the URL for the site where the alert items reside, you can consolidate your alerts in one web part on a single page in your site collection.

To configure the web part, follow these steps:

Step Action
1. Add the Alert Plus Web Part to a SharePoint page using the instructions in the topic Add a Web Part to a Web Part Page.
2. edit web part.jpgIn the upper right corner of the web part, select Edit Web Part (or if you are using SharePoint 2007, select Modify Shared Web Part). The Tool Pane for the web part will open on the right side of the page.
2. Tab Strip Skin
SkinAlertPlus.jpgIn the Tool Pane for the web part, configure the available options. You can choose one of three options for the skin; the default color is Light Blue.

If you choose Classic, the tab strips become tan.
SkinAlertPlus2.jpg

And if you choose Bamboo, the tab strips on the web part turn green.
SkinAlertPlus1.jpg

3. Select a Language
Follow the instructions here to choose the language.
4. Click Apply your changes and then OK to save them. If desired, click Cancel to close the Tool Pane without saving any changes.

What is a Custom Item Link

What is a Custom Item Link

options tab-custom item link.pngConfigure a Custom Item Link on the Options page of the Mail Format tab.

You may consider configuring it if the default {itemlink} token doesn’t fit your needs. See Using Tokens in your Alert Plus Email Message for more information about tokens in Email messages.

By default, the {itemlink} token provides a link to the display form for the item that triggered the alert message. This is the SharePoint standard item link.

However, when alerting on a document library, you may want the hyperlink to go to the file itself, rather than the display form. If so, see Include a link to the file that triggered the alert.

How to access Bamboo’s Web License Manager Troubleshooting page

How to access Bamboo’s Web License Manager Troubleshooting page

The Bamboo Web License Manager installs with embedded tools which can assist in troubleshooting license problems. The support team may request the ‘troubleshooting.aspx’ page when investigating licensing errors.

To access the page:

Step Action Result
1. Navigate to Central Administration > Bamboo Solutions > Manage My License Keys. 13047-WLMLink.png
2. Click on the hyperlinked title Bamboo Web License Manager to browse to the Products.aspx page: WLM.png
When you click on the hyperlink, notice the URL in the browser address bar.
3. Manually modify the URL to access the ‘troubleshooting.aspx’ page:

Change the address in your browser address bar

from this:
http://[serverName:Port]/_admin/Bamboo.License/Products.aspx

to this:
http://[serverName:Port]/_admin/Bamboo.License/troubleshooting.aspx
*
Tblshoot.png

4. From the browser’s File menu, Save As menu option, save the page as a Web Archive file type and label it: “troubleshooting.mht”.

SaveAs.pngThis will create an interactive log file which can be used by the support engineer to confirm the state of registered web parts along with the status of their respective licenses in your farm environment.

NOTE: Forward/attach the “troubleshooting.mht” file for the support engineer’s review when requested.

How Often Should E-mails be Sent?

How Often Should E-mails be Sent?

how often are emails sent with combine box.pngChoose how often emails are sent and whether to combine alerts for multiple items in a single message.

Alerts are processed with a SharePoint Timer Job. Timer jobs are monitored in SharePoint Central Administration. If desired, the schedules for the default jobs can be modified in Central Admin.

There are five available choices when configuring an alert. Four of them are associated with a default timer job that come with the Alert Plus Web Part out-of-the-box and the fifth choice causes a custom timer job to be created. Learn more about each choice in the table below.

Choice Why choose this? Timer Job Info
As Soon As Possible Choose this option if you want the email message to be sent as soon as possible after an item is found to meet the alert criteria.

The timer job that processes alerts with this setting is called Bamboo As Soon As Possible Timer Job.

By default, it is configured to run to run every two minutes.

Every Hour

Choose this option if you want to check for items that meet the alert criteria every hour. A message will be sent for each item that meets the criteria, unless the Combine multiple alerts into summary notification box is checked. If it is checked, a single message containing information for all items that meet the criteria will be sent to each recipient.

Icon-Tip Typically, when this frequency is picked, the Combine multiple alerts into summary notification box is checked to minimize the number of Email messages sent. See Combine Alerts into a Summary Alert for more information.

The timer job that processes alerts with this setting is called Bamboo Every Hour Timer Job.

By default, it is configured to run hourly, starting at 0 minutes past the hour.

Every Day

Choose this option if you want to check for items that meet the alert criteria once a day. A message will be sent for each item that meets the criteria. If the Combine multiple alerts into summary notification box is checked, a single message containing information for all items that meet the criteria will be sent to each recipient.

Icon-Tip Typically, when this frequency is picked, the Combine multiple alerts into summary notification box is checked to minimize the number of Email messages sent. See Combine Alerts into a Summary Alert for more information.

The timer job that processes alerts with this setting is called Bamboo Every Day Timer Job.

By default, it is configured to run daily, starting at 12:00AM.

Every Week

Choose this option if you want to check for items that meet the alert criteria once a week. A message will be sent for each item that meets the criteria. If the Combine multiple alerts into summary notification box is checked, a single message containing information for all items that meet the criteria will be sent to each recipient.

Icon-Tip Typically, when this frequency is picked, the Combine multiple alerts into summary notification box is checked to minimize the number of Email messages sent. See Combine Alerts into a Summary Alert for more information.

The timer job that processes alerts with this setting is called Bamboo Every Week Timer Job.

By default, it is configured to run weekly, starting on Monday at 12:00AM.

Every Month

Choose this option if you want to check for items that meet the alert criteria once a month. A message will be sent for each item that meets the criteria. If the Combine multiple alerts into summary notification box is checked, a single message containing information for all items that meet the criteria will be sent to each recipient.

Icon-Tip Typically, when this frequency is picked, the Combine multiple alerts into summary notification box is checked to minimize the number of Email messages sent. See Combine Alerts into a Summary Alert for more information.

The timer job that processes alerts with this setting is called Bamboo Every Week Timer Job.

By default, it is configured to run monthly, starting on the 1st of the month at 12:00AM.

Custom Schedule

Choose this option if you need something different than the other available options. Depending on the type of schedule picked, the interface will change to ask for the relevant information. See below for the required information to create a custom weekly schedule.

custom schedule weekly.png

NOTE: The Time of day to send alerts is the time of day the timer job will process. Alerts are not necessarily sent every time the job processes; they are sent when the job processes and find items that meet the alert criteria.

Icon-Tip If your alert needs to process lots of items, it may be best to create a custom schedule for it even if one of the default schedules would work just as well. Custom Timer Jobs are created for and process only one specific alert, where the default timer jobs process all alerts configured for the default frequency.

A new timer job is created each time an alert with a custom schedule is created. The job is specific for that alert. The name of the timer job includes the URL for site where the alert was configured and the alert ID. For example:

Bamboo Alert Plus Custom 
Timer Job - Weekly at 
thu 17:45:00 - site url 
[http://hvbs20134
/sites/Bamboo/TTM] 
- alert ID [11]

Highlights of Alert Plus

Highlights of Alert Plus

AlertPlus.pngThe SharePoint alerting functions are limited and missing some key components that are required of a comprehensive collaborative solution. Alert Plus fills these gaps and provides alerting improvements to the SharePoint platform.

Alert Plus takes e-mail alerts to a new level by providing a supplemental alert mechanism that provides users ultimate flexibility in:

  • how alerts are triggered (Alert Plus can send Reminder emails),
  • who they are sent to, and
  • the alert e-mail look and feel.

Alert Plus includes such features as centralized alert management, rich text e-mail formatting, and customizable alert item filtering.

Edit an existing alert

Edit an existing alert

HW05_EditMenu.jpg To edit an existing alert in Alert Plus, click the Title of the alert or select Edit Item from the drop-down menu for the alert Title.

The alert configuration page is displayed with the current settings.

Icon-WarningIMPORTANT: Changes will take effect the next time the alert is scheduled to run.

AlertPlus.jpgMake your changes and then click the Save and Close button in the Alert Plus toolbar to save the updated alert configuration.

For information about possible changes, see:

Duplicate an Alert setting to another list.

Duplicate an Alert setting to another list.

You can use the Alert Plus Web Part copy function to duplicate existing alerts. AlertCopy.png Use the item drop-down menu to select the Copy Item menu item. This will create a duplicate of the selected alert with the text “Copied” prefixed to the Alert Title.

All other alert configuration settings will be copied from the original alert. The new alert will be set to a status of Disabled.

NOTE: While the copy function works if you are working within the same Alert Plus Web Part, Alert Plus does not provide built-in support for moving or copying alert items across Alert+ Configuration Lists.
Since all alert information is contained in items in the Alert Plus Configuration List, you can use SharePoint data migration tools or custom coding to move alert items between lists that exist in different sites. The Bamboo List Bulk Import product is one such custom tool that can do this.

How to use the Bamboo List Bulk Import product to copy alerts to another site.

Determine Which Alerts You Are Subscribed To

Determine Which Alerts You Are Subscribed To

This capability is part of the Alert Plus Subscriber Web Part. Place this Web Part onto the desired page, and when users visit that page a list of the alerts they are subscribed to will be displayed. The list is limited to providing results from a single Alert Plus Configuration List whose path is specified in the Web Part Tool Pane. It will also only display the alert subscription list for the currently logged on user.

Disable (or Enable) an alert

Disable (or Enable) an alert

HW05_DisableAlert.jpg

To disable an alert so that the alert job no longer runs or sends alert notification e-mails, edit the alert and change the Status of the alert to Disable.

When you want to enable the alert again, edit the alert and change the Status to Enable.