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SharePoint "Changed" Alerts In Three Ways

A SharePoint tutorial by Peter Kalmstrom

SharePoint logoWhen you share lists or documents in SharePoint, it is convenient to get an alert when items have been changed.

In the demo below Peter Kalmstrom, CEO of kalmstrom.com Business Solutions and Microsoft certified SharePoint specialist and trainer, shows three different ways of setting these alerts in SharePoint 2013.

The first two methods are very quick. but they give a standard message that cannot be customized. When you for example need to add metadata to the alert, you must use the third option, a workflow.

These are the steps for all three methods:
  1. SharePoint "Alert Me" button for a list or document library

     SharePoint Alert
    • Open the list or library you want to set the alert for.
    • Press the "Alert Me" button under the List or Library tab.
    • Define the conditions in the dialog that opens and click OK.

  2. SharePoint "Alert Me" button for a list item or document
    • Open the list item or document you want to set the alert for.
    • Press the "Alert Me" button under the Items or Files tab.
    • Define the conditions in the dialog that opens and click OK.

  3. SharePoint workflow for a list or document library
    • SharePoint logoOpen the list or document library you want to set the alert for in SharePoint Designer.
    • Create a new List Workflow.
    • Press E-mailNotifications and set the workflow to start automatically when an item is changed or created.
    • Press Edit workflow.
    • Set the Transition to stage to "End of Workflow".
    • Set the Action to "Send an E-mail".
    • Press "these users" and define to whom the alert should be sent.
    • Add a lookup for the e-mail subject.
    • Add a lookup for any metadata to the e-mail body.
    • Publish the workflow.




Also refer to
the kalmstrom.com Blog post about SharePoint Change Alerts