E-mail Alert that Opens Item in Edit Mode
A SharePoint Online tutorial by Peter Kalmström
earlier articles we have created a workflow for a high priority
task alert in three different ways: as a
SharePoint 2010 workflow, as a
SharePoint 2013 workflow in Text-Based view and as a
SharePoint 2013 workflow in Visual Designer view.
In this article we will create the same kind of notification
as in the earlier demos but make the link in the e-mail
open the assigned item in edit mode. This way the task or
ticket can be ready to edit with just one click.
In the demo below Peter Kalmström, CEO and Systems Designer
of kalmstrom.com Business Solutions, creates his high prio
alert workflow as a SharePoint 2013 workflow in the Text-Based
view. The same workflow can of course be created in the
Visual Design view or as a SharePoint 2010 workflow.
Create a SharePoint 2013 notification workflow that
gives a link to the item in edit mode
- Open SharePoint Designer.
- In SharePoint Designer, open the site that has the
list you want to send notifications for.
- Open the Summary page for the list.
- At Workflows, click on the New button.
- Give the new workflow a Name and a Description and
select the Platform Type, SharePoint 2013 workflow.
- Click on the Condition button in the ribbon.
- Set the conditions for the workflow. In this case
select 'If any value equals value' and select the field
Priority and the value High.
- Click on the Action button in the ribbon and select
Send an Email.
- Click on 'these users' and select Workflow Lookup
for a User.
- Click on Add and select the 'Field from source'
Assigned To and the 'Return field as' Email Address.
- In the e-mail subject, enter the text you wish to
use and then click on the ellipsis to add the high priority
item title into the subject text.
- Click on the Add or Change Lookup button and select
the 'Field from source' Title. Click OK.
- Write the body text of the e-mail.
- To fetch the link to the edit form, open the Summary
page for the list and click on All Files.
- Open the lists and select the list you want to use
with the workflow.
- Right click on the file EditForm.aspx and select
Properties. Copy the URL to the form.
- Paste the URL into the e-mail String Builder and
add the ID of the current item. Click OK to all dialogs.
- In the Workflow Stages, set the transition to go
to the end of the workflow.
- In the Workflow settings, set the start options
you wish to use under Start Options .
- Publish the workflow.