Tasks and Issue Tracking Alerts

A SharePoint Online tutorial by Peter Kalmström

SharePoint iconIn the previous article we showed the Alert for changes feature, present in all SharePoint lists and libraries.

In the demo below Peter Kalmström, CEO and Systems Designer of kalmstrom.com Business Solutions, shows two additional alerts that are only available in SharePoint lists that build on either the Tasks or the Issue Tracking template:
  • Alert for change in a specified view.
  • E-mail notification to the person who has been assigned a task.
The view option comes as a dropdown in the Alert settings, where the preferred view can be selected.

The Alert Settings view selection

The notification to the assignee is very easy to set, you just click a radio button, but it is not possible to customize the notification at all. And it is only sent out when a tasks has been assigned to a user, and only to that user.

Set an e-mail notification for task assignment

  1. Open the list where you want to set the assigned notification.
  2. Click o the List Settings button under the LIST tab in the ribbon.
  3. Click on Advanced settings in the General Settings group.
  4. Click Yes to 'Send e-mail when ownership is assigned'.
  5. Click OK.

To have customized notifications you need to create flow or a workflow. These give nearly endless possibilities for under what conditions the e-mail should be sent, what the e-mails should contain and who should receive them. Refer to our Tips series on workflows.

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