a business rule in a SharePoint list, you can let a workflow
both undo the forbidden action and send an automatic
e-mail to the user who tried to do something that was
against the rule.
In the demo below Peter Kalmström, CEO and Systems
Designer of kalmstrom.com Business Solutions, shows how
to stop users from setting a task to completed without
filling out the "Minutes worked" field in the task form.
Peter uses the default tasks list from the kalmstrom.com product
Kanban Task Manager, but the idea can of course be applied to
The Kanban Task Manager list has no "Minutes worked" field, so Peter first adds this field to the list and sets the default value to 0. Then he can create a SharePoint 2013 workflow that sends
reminder e-mails to users who have tried to complete a
task without entering a value in the "Minutes worked"
field. The e-mail contains a link to the task and
information that the field has to be filled out.
Workflow for mandatory field reminder
Open the list in SharePoint Designer.
Create a new SharePoint 2013 workflow that is run every time an item is changed.
Set the first Condition: if the Status of the task is Completed.
Set the second Condition: if "Minutes worked" is 0.
Set the first Action: update the list item so that the Status is set to In Progress.
Set the second Action: send an e-mail to the person who last modified the task.