Delete an alert

Delete an alert

HW05_DeleteAlert.jpg

To delete an alert, move your cursor over the alert Title, click the item drop-down arrow, and select Delete Item. The alert will be deleted.

Icon-Tip Disable you alert before deleting it. This will ensure that any custom timer jobs and event handlers are removed before the alert is deleted.

Create a new alert

Create a new alert

Overview of the Alert Plus Web Part

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.

To create a new alert, follow these steps:

Step Action
1. click new item in alert plus.pngFrom the Alert Plus toolbar, click New Item.
2. Give the new alert a title. You won’t be able to save the alert without a title.

alert title.png
3. The new alert will have a Status of Enable by default. If you don’t want this alert to run right away, choose Disable.
4. On the Event Tab, identify the source for the alert. The source can be a SharePoint list or library or a Bamboo List Rollup. For details, see Configure the Alert Plus Event Tab.
5. On the Recipient Tab, identify who will receive the alert. For details, see Configure the Alert Plus Recipient Tab for more information.
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6. On the Mail Format Tab, configure the Subject and Body of the email message that will be sent when an item meets the criteria for the alert. For details, see Configure the Alert Plus Mail Format Tab.

Copy an alert

Copy an alert

Sometimes the easiest way to create a new alert is to copy an existing one and make any required changes.

HW05_AlertCopy.jpg

To create a copy of an existing alert, move your cursor over the alert Title, click the item drop-down arrow, and select Copy Item.

A copy of the existing alert—including its entire configuration—is created and added to the list of alerts. The Title column of the new alert will be prefixed with “Copy of” and can be changed by editing the alert.

Important: The new alert job will be disabled by default, even if the original alert was enabled. This prevents duplicate alerts from being sent out before you have a chance to edit the alert configuration. To enable the new alert, edit the alert and change the Status field in the Event tab to Enable.

How to Configure the Alert Plus Subscriber Web Part

How to Configure the Alert Plus Subscriber Web Part

The Alert Plus Subscriber Web Part displays the alerts the current user is subscribed to for the SharePoint site. You are subscribed to an alert if your account, e-mail address, or a SharePoint group you belong to is configured as a recipient for any alert in the site.

For information about using the Alert Plus Subscriber Web Part, see the section Using the Alert Plus Subscriber Web Part.

To configure the Alert Plus Subscriber Web Part:

Step Action Result
1. Add the Alert Plus Subscriber Web Part to a SharePoint page using the instructions in the topic Add a Web Part to a Web Part Page.
2. As a user with permission to add and customize pages, select Edit Web Part from the menu in the upper right corner of the Web Part. HW05_2010_EditWebPartSub.jpg
3.

The tool pane for the Alert Plus Subscriber Web Part is displayed on the right side of the screen. You can configure the following properties unique to this Web Part:

Language: Select a language from the drop-down menu to translate the Web Part user interface and tool pane settings. You can also create your own translation file or modify the default files available in the drop-down menu.

HW05_2010_SubToolpane.jpg
4. Save your configuration settings by clicking Apply and then OK.

Complementary Products for Alert Plus

Complementary Products for Alert Plus

sharepointsolutions.pngYou will find many of our products complement each other quite nicely saving you the time and trouble to write custom code. With Bamboo at the heart of your SharePoint investment, you gain access to a huge catalog of enhancements, components, and accessories that add the critical functionality your business requires.

The same components can be easily used in future applications and they all come from a single, trusted vendor, ensuring an easy purchase process and support you can count on. That’s the Bamboo Way!


With List Rollup, you can aggregate items from various SharePoint lists across your portal and use the combined list as the source for an Alert Plus alert. For example, rollup all the active tasks across the portal and use the aggregated list as the source for an alert that sends an email message to the task assignee when a task is overdue. This eliminates the need to set up an alert for each list. If the rollup is configured for auto-discovery, the alert will be associated for all future tasks lists as well!

ListRollup

Use Alert Plus with Workflow Conductor to minimize the complexity of the workflow. For example, if you want a workflow to start when a specific column of a list changes to a certain value, use an alert to trigger the workflow rather than putting the start logic in the workflow. Because the workflow need not start every time the item changes, it will minimize the number of times a workflow will run as well as minimize the complexity of the workflow.
WFconductor
List Rollup
Workflow Conductor

Register today for our Workplace Collaboration Webinar and see several Bamboo products in action!

Improve Workplace Collaboration with SharePoint – 1 Hour Webinar

Combine Alerts into a Summary Alert

Combine Alerts into a Summary Alert

When you configure an alert that sends a notification immediately, receiving one message per item is usually the expected outcome. However, when you schedule an alert to be sent once per hour, once per day, once per week, once per month, or on a custom schedule, you usually want just one email containing information about all the items that met the alert criteria during the timeframe. For example, if you have three tasks coming due in four days, you may want information about all three tasks in one email message rather than receiving three separate emails.

Follow these simple steps to configure an alert that combines information from multiple alert items into one message:

Step Action
1. how often are email sent with checkbox and choice.jpgOn the Event Tab, specify the frequency of the alert.

2. Check the Combine multiple alerts into summary notification.
3.

On the Mail Format Tab, configure the mail message. Consider these tips when formatting your message:

  • The Subject line appears only once in the message, so don’t include any tokens there unless the value displayed will be the same for all items included in the message.
  • By default, the Body will be repeated for each alert item that meets the alert criteria during the timeframe, so include something that will visually separate one item from the next.

Consider the two Summary Alert examples below:

sumary example1.jpg 1. This format…

summary ex1 email.jpgGenerates an email that looks like this.

sumary example2a.jpg 2. This format…

summary ex2 email.jpg…generates an email message like this:

4.

In Alert Plus 4.0 and later versions, you can break email content into separate sections for header, body, and footer.

To do this, simply add the email content in the desired layout, then use the HTML editor button a the bottom of the message window. Add the flowing tags to break the email into the desired sections.

Icon-Warning IMPORTANT: The tags described below are case sensitive. If you do not use the correct case in the header and footer tag, the content located inside these tags will be repeated rather than appearing just once.

  • Add “<#Header>” to mark the beginning of the header section, and “</#Header>” to mark the end of the section. Any content located inside these brackets will appear at the beginning of the alert, and will not be repeated for each item.
  • Add “<#Body>” to mark the beginning of the body section, and “</#Body>” to mark the end of the section. Any content located inside these brackets will appear in the middle of the alert, and will be repeated for each item in the summary.
  • Add “<#Footer>” to mark the beginning of the footer section, and “</#Footer>” to mark the end of the section. Any content located inside these brackets will appear at the end of the alert, and will not be repeated for each item.

    Icon-Tip The header, body, and footer tags can also be used to break up other HTML content to handle activities such as creating a single table that contains multiple alert items. For this example, simply place the <table> tag in the header section, the <tr> and <td> tags in the body, and the </table> tag in the footer.

CAML Criteria Builder

CAML Criteria Builder

Overview of Alert Plus Event Tab

When configuring the Event tab in Alert Plus, you have a choice regarding which items in the List will generate an alert for you. That choice gives you a variety of options to choose:

  • Everything in the list generates an alert
  • Items in a particular view will generate an alert
  • Some Items (Advanced) allows you full control over the set of items in the Alert List that generate alerts. In order to specify which items to alert on, you will build a CAML Query that will be used to filter the list.

The easiest way to build a CAML Query is to use the Criteria Builder Tool on the Alert Plus Event tab. This tool provides a simple user interface to construct filter criteria and save it to the CAML Query field. This filtering capability allows you to specifically target your alert on items with specific List field values. Once you get familiar with it, the CAML Query builder is fairly simple and straightforward. The Criteria Builder resides at the bottom of the page. You simply pick the criteria based on content in a field.

As an example, consider an alert sent when the Author field is equal Mark Twain:

Step Action Result
1. Choose from a drop down list of all the columns in the list; in our case, we selected Author Equals.png

Some content may not be labeled in identical ways; some may enter “Twain, Mark” or some may use “Mark Twain” so in this instance, we prefer to use the comparison “Contains” and eliminate extraneous values so that the query finds anything in the author column that contains “Twain”.
Contains.png

2. Choose the Comparison operation.
3. Type in the Value; in this example, Mark Twain.
But we want to set an alert on multiple values; for example, whenever a document contains one value or another.
4. In our example, we want to pick on the Author column again, but in this instance choose Twain or Dickens. AndOr.png
When selecting the Or option, a second level on the Criteria Builder becomes available so we can further define our selection criteria.
5. Once we have built our criteria, we use the button at the bottom of the web part to copy our criteria into the CAML Query box. Copy2.png
CAMLQuery.png
When you look closely at that string inside the CAML Query box, you can make out some of the choices we made in the criteria builder. Notice the statement is referencing the Author column, the value is Text and the words that we typed into the Value box are spelled out “Twain” “Dickens.”

The above example is a very simple way of explaining the Alert Plus Criteria Builder. Developers and power users can become very proficient in writing CAML Queries and Bamboo provides this option to give you quite a lot of control over setting alert criteria.

Also see Additional Tips for using the CAML Criteria Builder

Alert Plus Email Configured Correctly?

Alert Plus Email Configured Correctly?

HW05_TestSendEmail.jpg Alert Plus uses the e-mail configuration for the SharePoint server. If Emails are not sent when Alert Plus events are fired, and Bamboo logs (c:windowstempbamboosolutions) show this error:

“5.7.1 Client does not have permissions to send as this sender”

This issue is most likely due to the account running the SharePoint Timer service in Admin Tools > Services (OWSTIMER.svc) does not have permission to send email.

To resolve this, check the following:

  • The farm account running the SharePoint Timer service in Admin Tools > Services (OWSTIMER.svc) must have a mail box in the Exchange server.
  • The From email address configured in Central Administration needs to use this mailbox address.
  • If you do not wish to monitor this farm account mailbox address, then you can forward replies to a mailing list that includes all SharePoint administrators.

To test that e-mails can be sent by Alert Plus, enter a destination e-mail address and click the Send E-mail button. The results of the test will be shown in the Test Result window.

Alert Plus Features

Alert Plus Features

Alert Plus Highlights

AlertPlus This product provides the following features:

Within all SharePoint Lists and Libraries, users have the ability to subscribe to Alerts based on simple trigger options including when items are Created, Modified or Deleted. Based on this subscription to a list or library, an e-mail notification is sent when the trigger occurs on any item in the selected SharePoint List or Library.

Bamboo Alert Plus takes e-mail alerts to a new level by providing a supplemental alert mechanism providing users ultimate flexibility in how alerts are generated, the look and feel and who they are sent. Below is a comparison chart between Bamboo Alert Plus and SharePoint Alerts:

Key Feature Bamboo Alert Plus SharePoint Alerts
Ability to select specific list to be alerted on
Icon-Checkmark
Define look and feel of alerts without requiring developer coding
Icon-Checkmark
Alert on item creation, modification and deletion
Icon-Checkmark
Icon-Checkmark
Alert if item exists
Icon-Checkmark
Alert if a column value of an item changes
Icon-Checkmark
Filter alert list to alert on relevant items
Icon-Checkmark
Send Alerts to individual SharePoint users
Icon-Checkmark
Icon-Checkmark
Send alerts to a distribution list, such as Contacts list
Icon-Checkmark
Send alerts to an e-mail defined in an associated lookup list
Icon-Checkmark
Send alerts to individual e-mail addresses
Icon-Checkmark
Merge multiple alerts into a single e-mail
Icon-Checkmark
Icon-Checkmark
View alerts the logged in user is subscribed to
Icon-Checkmark
Icon-Checkmark
Manage alerts in a central location
Icon-Checkmark
Edit existing alerts
Icon-Checkmark
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Create a single alert for multiple SharePoint lists using List Rollup Web Part
Icon-Checkmark

Alert Plus Limitations

Alert Plus Limitations

AlertPlus The following are limitations of Alert Plus:

  • Alert Plus 3.0 and higher provides support for alerting on recurring items in a Calendar list. However, if the series is modified, the users will get e-mails for each recurrence item in the series if the alert is set to send an e-mail on the following triggers: An item in the list is modified, An item in the list is created or modified, A specific column in the list changes (if the column is related to recurrence).
  • Outlook clients cannot view images included in an Alert Plus e-mail body using Image Manager or the tag if viewing the image link requires authentication.
  • After upgrading to Alert Plus 3.0 or higher, you must view the page where the Alert Plus Web Part resides in order to register it properly with the master timer job. Alternatively, use the Alert Plus Utilities to register multiple sites from one location.
  • Some custom schedules from previous Alert Plus versions are not fully supported in Alert Plus 3.1. See Upgrading Alert Plus in the Online Documentation for more information.

Alert Plus Highlights

Alert Plus Highlights

HW05animated.gif Alerts in SharePoint are frequently underused. One of the main reasons is that users are often inundated with an unnecessary amount of alerts whenever a list is touched – diminishing their significance. Alert Plus provides the ability to specifically configure alerts so unnecessary alerts are minimized. With Alert Plus, it is also possible to configure the specific subject line and message body for each alert, so end users quickly understand why they are receiving the alert.

Alert Plus includes a special trigger that allows you to send reminder messages. Unlike SharePoint alerts, which are triggered when data is created or changed, this alert is triggered because time has passed and an item now meets the alert criteria.

Release Notes for Alert Plus

Release Notes for Alert Plus

NOTE: Release Notes will open in a new browser tab

WSSv3/MOSS SharePoint 2010 SharePoint 2013 SharePoint 2016
Release Notes Release Notes Release Notes Release Notes
Microsoft ended mainstream support for SharePoint 2007 in October 2012. See Microsoft’s Lifecycle Support Policy.
At that time, Bamboo stopped enhancements to our SharePoint 2007 product line, but continues to provide support and bug fixes to customers with active support contracts until October 2017. Previously purchased licenses will continue to function after October 2017, but support for these products will end, and no additional bug fixes will be provided beyond that time. Bamboo plans to cease selling new licenses and annual support contacts for its SharePoint 2007 products in October 2016 to ensure customers will be eligible to receive support for at least one year after purchase.
Microsoft plans to end mainstream support for SharePoint 2010 in October 2015. See Microsoft’s Lifecycle Support Policy. At that time, we will stop any enhancements for our SharePoint 2010 product line but will continue to provide support and bug fixes for our SharePoint 2010 products to customers with active support contracts until October 2020. Previously purchased licenses will continue to function after October 2020, but support for these products will end, and no additional bug fixes will be provided beyond that time. Bamboo plans to cease selling new licenses and annual support contacts for its SharePoint 2010 products in October 2019 to ensure customers will be eligible to receive support for at least one year after purchase.

Visit our website where you can get the latest info about each of our products for SharePoint 2013.

A separate installation package and license key is required for SharePoint 2013 deployment. For additional details, review the following knowledge base articles:

Bamboo Solutions has also begun releasing products for SharePoint 2016. For additional details, check the product release notes in the link above, or contact us.

For details on migration, see the Knowledge Base Article “Migrate Bamboo Products from SharePoint 2013 to SharePoint 2016”

Understanding Bamboo Releases:

  • Bamboo offers Trial, Basic and Premium support.
    • Free Trial support expires after 30 days.
    • For more information about Basic and Premium support, please see the Support Plans page.
    • There may be a fee to upgrade from a major version to another.

See Also:

Alert Plus Utility

Alert Plus Utility

Summary

This article describes how to use the Alert PlusUtilities to automate configuration updates that must be performed when upgrading from Release 3.0 or earlier.

NOTE: The Alert Plus Utilities (no version number) for Alert Plus 3.1 will only work correctly with Alert Plus 3.1.
The Alert Plus Utilities (no version number) for Alert Plus version 3.2.38 will only work correctly with Alert Plus 3.2.38.
The Alert Plus Utilities v3.2.2.0 for Alert Plus version 3.2.52 only work correctly with Alert Plus version 3.2.52 and above.

Use the Alert Plus Utilities that come with the installer for your version of Alert Plus, or contact the Bamboo Support Team. We now have tools and instructions to run either a console application (for SP2007) or a PowerShell script (for SP2010 and SP2013) in order to upgrade or maintain single sites, all sites in a site collection, or all sites in a web application.

Before using the Alert Plus Utilities application, upgrade Alert Plus using the instructions that apply to your situation.

The Alert Plus Utilities application includes the following tools, each on a separate tab. Click the name of the utility in the list below for instructions about when and how to use it:

  • Upgrade Alert Plus: For use when upgrading any version of Alert Plus. See Upgrading Alert Plus from Release 3.0 to 3.1 for more information.
  • Register Site: For use when upgrading from Alert Plus 2.8 or earlier.
  • Event Registration Info: For use when prompted by Bamboo Support.
  • Update Event Receivers: For use only when prompted by Bamboo Support.

Running the Alert Plus Utlities

The Alert PlusUtilities application is included with the Setup program for Alert Plus Release 3.1 and higher.

Starting Alert Plus Utilities from Setup

Click the Alert Plus Utilities link in the Components list on the left, read the information provided, and then click the Install button to launch the Alert Plus Utilities application.

Starting Alert Plus Utilities from the executable

The Alert Plus Utilities application is also attached as a zip file to this Knowledge Base article. Download the correct file for your SharePoint version and extract the file to a directory on one of the SharePoint front-end Web servers in the farm and run the Bamboo.AlertPlusUtilities.exe application.

Requirements for running the Alert Plus Utilities application

Where to run it:

  • SharePoint 2007: Run the Alert Plus Utilities on one of the servers in the SharePoint farm running the Windows SharePoint Services Web Application service. Refer to Topology and Services in SharePoint Central Administration for a list of servers running this service.
  • SharePoint 2010 and 2013: Run the Alert Plus Utilities on one of the servers in the SharePoint farm running the Microsoft SharePoint Foundation Web Application service. Refer to System Settings in SharePoint Central Administration for a list of servers running this service.

Required permissions. The account running the Alert Plus Utilities application must have the same permissions as the application pool identity account for the Web application where Alert Plus is installed. Refer to the Internet Information Services (IIS) Manager to identify the application pool identity account for each Web application.

Alert on a Tasks List and send alerts for every task to the assigned person

Alert on a Tasks List and send alerts for every task to the assigned person

As a project manager, you have set up a Tasks List for the team to work on their assignments. Every time a Tasks List item is created or updated, you want to send an alert message to the person to whom the task is assigned. This use case uses the standard SharePoint Tasks List with the Assigned To field defined as a lookup field to the SharePoint User Profile where the e-mail address is stored.

Alert List – What list contains the items to alert on? Tasks List
Event Type – What triggers the alert? An item is created or modified
E-mail Frequency – How often are e-mails sent? As Soon As Possible
Item Criteria – What items in the list generate an alert? All Items
Who should the alert e-mails be sent to? Lookup an E-mail Address in the Alert List
Where is the e-mail address to lookup stored? In SharePoint User Profiles
Which user lookup column in the Alert List should be used to find the recipient? Assigned To

hw05076.jpg

hw05078.jpg

Step 1 – Create Alert Event

  • Select the Tasks List from the drop-down list.
  • Select the trigger action for when the item is either created or modified.
  • Select mail frequency for when you want the alert e-mails to go out.
  • For filter criteria, select All Items in the list.

Step 2 – Create Recipients

The Assigned To column in the Tasks list is a lookup field into SharePoint’s User Profile Information. We will set Alert Plus to use this field to resolve the recipient e-mail address. That way each e-mail alert will go to the individual that is assigned the task.

hw05080.jpg

  • Select “Lookup an E-Mail Address in the Alert List” from the first drop-down list.
  • Select the “Assigned to” column which is the index field to the user profile information.
  • Select “in SharePoint User Profiles” as the source of e-mail addresses.

Step 3 – Create E-Mail Message

Create your notification e-mail message.

Alert Plus Overview

Alert Plus Overview

Alert Plus Highlights

AlertPlus

Alert Plus Components

The Bamboo Alert Plus system contains four major components. They are:

HW05_SystemArch.jpg
This diagram shows how each of these components fit together as part of the solution.

Top

Alert Plus Web Part

The purpose of the Alert Plus Web Part is to provide a way to set up alerts with specific messages to notify users when things happen (or don’t happen) in SharePoint. You don’t need to rely on your end users subscribing to alerts themselves. You also can get creative with the email subject and body; all alerts don’t have to look the same!

The Alert Plus Web Part is targeted for use by a power user or sophisticated SharePoint. Once the Web Part is installed, deployed to a web application, and activated on a site collection, it can be added to pages as needed at the site level. Typically, there is one Alert Plus Web Part per site or even per site collection, since you can manage alerts for multiple sites from one web part. Using the web part, create alerts that send specific email messages, to specific people, under specific conditions.

Top

Alert Plus Lists

When you add an Alert Plus Web Part to a page on a SharePoint site, two lists are automatically created on that site. They are:

  • Alert+ Configuration List
    The Alert+ Configuration List stores configuration information for each alert instance configured in the web part. As you create or modify an alert through the Alert Plus Web Part interface, the changes are stored in this SharePoint list.

  • Alert+ AlertChangeList
    This list is used only for alerts that trigger when: an item is deleted or a specific column in the list changes. These type of alerts add event handlers to the alert list (the list where the items that trigger the alert reside) so information can be added to the Alert+ AlertChangeList when items are deleted or changed. When the alerts process, the entries in this list are removed.

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Alert Plus Master Timer Jobs

Bamboo Alerts are processed using SharePoint timer jobs. Timer jobs can run on any SharePoint WFE server. There are four default timer jobs that are installed when you install Alert Plus. They are:

  • As Soon As Possible Timer Job
  • Every Day Timer Job
  • Every Hours Timer Job
  • Every Week Timer Job

how often are email sent.jpgThey correspond with the first four selections available in the How often are e-mails sent? selection on the Event tab of the alert configuration.

If you create an alert with a Custom Schedule, an additional timer job will be created to process that specific alert. The screen shot below from SharePoint Central Administration > Job Definitions shows the four default timer jobs and one custom timer job.

alert plus timer jobs.jpg
The Alert Plus timer jobs read information from the Site Collection Properties to know what sites have alerts to process.
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Alert Plus Subscriber Web Part

This Web Part displays all the Bamboo alerts the logged in user is subscribed to. It references the Alert+ Configuration List to determine which alerts to display.

NOTE: This web part does NOT display SharePoint alerts the logged in user may be subscribed to, just Bamboo alerts.

The Alert Plus Subscriber Web Part is an optional web part. It is not required for Bamboo alerts to process; install it only if you want end users to know what Bamboo Alerts they are subscribed to.

Add a Hyperlink Tag in the Email Message

Add a Hyperlink Tag in the Email Message

email example with long URL.pngWhen you use the {itemlink} token in the body of your email message, the URL to the item that triggered the alert is displayed in the message, as shown here.

If your URL is really long, you may prefer to have the link associated with a word or an image.

Using the format for the email shown above as an example, follow these steps to use a short hyperlink to the email message body.

Step Action
Edit the alert.
edit alert.png
On the Mail Format tab, modify the email body in HTML view.
edit email body to add hyperlink.png
In the HTML view, add a hyperlink tag.

add a tag to html view.png

The tag added has this syntax:

<a href="{ItemURL}">HERE</a>

Icon-WarningIMPORTANT: Use the {ItemURL} token in the tag, not the {itemlink} token! Be careful, tokens that refer to list columns are case-sensitive, but other tokens are not.

When finished, click back to the Design view to make sure you like your change.
go back to design mode.png
The new email should look like this:

example of email with short url.png