Add users to workflow emails

I have an email message generated via workflow that I want to send to a specific plant. In that plant I want the message to hit a workflow mailbox that a group of users will be able to access. I would also like to add and remove the users based on what access I give them when they get hired on and given SAP access. That way I can control who gets to see what is in the mailbox based on their SAP access. Any thoughts as to how this can happen?
Thanks
Bruce

Hi Bruce,
If it's just a mail (as opposed to a work item) then you can send it to a distribution list (well, you could also do this for work items), or else most cormporate mail systems' email distribution list can be addressed via an email address. So all you do is use a good naming convention and build the email address in your WF according to plant name e.g. 'dispatch_XXXX(a)yourcompany.com' where XXXX=plant code, and maintain the distribution lists via outlook/exchange/notes.
Cheers,
Mike

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I've used the method within the SharePoint designer to add a link to the workflow context current item URL, but when the current item status changes then obviously this link will no longer work.
How can I change this link so that it will always open the item, even if someone has changed it within the list, before I clink on the link?
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Hi,
According to your post, my understanding is that add a link to an item within a workflow email.
I’ m not very clear about the status you said. Please descript more detail which URL do you want to display.
Per my knowedge, you can display the following url in your email body:
[%Workflow Context: Current Item URL%]
[%Workflow Context: Current Site URL%]
[%Workflow Context: Workflow Status URL%]
[%Current Item: Encoded Absolute URL%]
Please start the workflow automatically when an item is changed and changed.
No matter how you edit the item or update the approve status, the URLs remains the same.
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Best Regards,
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Linda Li
TechNet Community Support

User action in workflow email

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Regards,
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Hi Neerja,
I have done this long Back. Customized the program RSWUWFML2 to send the mail with Approve/Reject button with the help of HTML code.
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see my problem is user ABC doesn't get any messages in his
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Thanks can you please tell me what will be the datatype of l_user_list.
It's a VARCHAR2 list of users, separated by a space or comma.
Now before creating AdHocUser do I need to check in WF_USERS table if the user with the same email address is already there then don't create that user and just add it to a l_user_list.
Yes - you will need to have a user record first before you can add them to the role.
If adding user to l_user_list how to make sure I am adding the right user to send notification to as there may be some other user with same name but different email that I don't want to send notification to. I only want to create a AdHocUser only if name and email address both are not already in the WF_USERS. e.g. lets say if there is a user John Doe with email [email protected] who previously attended some training. Now comes another user John Doe with email id [email protected] and is attending the current training. How do I make sure notification only goes [email protected] as he registered for this training not to [email protected] who previously attended some other training.
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Now as this procedure runs every 24 hrs then everytime it runs do I need to create a new AdHocRole and what should I name it as it can't be hardcoded. As I only want to send an email to the users registered in the current training how do I make sure notification does not go to some other user with the same name with different email who is not registered in the current training.
If the job runs once every 24 hours, then you could use the same role each time, and clear out the users in the role before repopulating them. If not, when you create the new role (which is what I would do) every time the job runs, then store the name of the role in an item attribute, and then reference that in the notification so that the new role is notified each time. Don't forget to set an expiration date for your ad-hoc roles, though, and run a purge job periodically to get rid of the old roles that are no longer required.
Also wf_directory.CreateAdHocUser and create a user list should be in a loop and create an adhoc role and notification will be outside the loop.
What are drawbacks of if in a loop I just create a AdHocUser and then send notification one by one to each user rather than creating a role and in the end send one notification. Basically if there are 200 hundred users loop runs 200 times and each time notification goes.
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HTH,
Matt

MS SharePoint 2010 Designer Workflow Email - Enhanced Rich Text Field look-up values on HTML email have large spaces

MS InfoPath 2010 form with RTF (Rich Text Fields)
MS SharePoint 2010 Custom Library
MS SharePoint 2010 Designer Workflow Send Email
http://office.microsoft.com/en-us/sharepoint-designer-help/send-e-mail-in-a-workflow-HA010239042.aspx
https://www.nothingbutsharepoint.com/sites/eusp/pages/creating-html-emails-with-spd-workflows.aspx
Hi all of the above work, our question is how to control the RTF (Rich Text Field) look up values to the InfoPath 2010 form in the HTML email?
How to FORMAT the RTF look up value? in the HTML email
EXAMPLE
we have a InfoPath 2010 form published in the SharePoint 2010 custom list library there are 5 RTF fields (Notes1, Notes2, Notes3, Notes4, Notes5) there are other plain text fields, date fields, and other field types in the form
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Our Workflow has the HTML in a Workflow variable, as you know it does not support remote CSS it has to be in-line style for any formatting we want all cells to have
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Please test this in your enviroment
<table>
<tr><td>Title:</td><td>[%Current Item:Title%]</td><td>[%Current Item:Notes1%]</td></tr>
<tr><td>Created by:</td><td>[%Current Item:CreatedBy%]</td><td>[%Current Item:Notes2%]</td></tr>
<tr><td>Date Created:</td><td>[%Current Item:Created%]</td><td>[%Current Item:Notes3%]</td></tr>
<tr><td>Modified by:</td><td>[%Current Item:ModifiedBy%]</td><td>[%Current Item:Notes4%]</td></tr>
<tr><td>Date Modified:</td><td>[%Current Item:Modified%]</td><td>[%Current Item:Notes5%]</td></tr>
</table>
I could not update the question below to the proper forum section. that is why i am asking again.
http://social.technet.microsoft.com/Forums/en-US/a7918bfb-9166-4bdb-828c-132a0c7611e3/ms-sharepoint-2010-designer-workflow-emails-huge-lines-paces-in-rich-text-fields-values-from-ms?forum=sharepointcustomization
-Isaack

Hi IssackB,
perhaps you may try this article:
http://social.msdn.microsoft.com/Forums/sharepoint/en-US/f8fa2a11-9f74-4dd2-b277-21ce872fdcb2/can-we-add-rich-text-editor-to-the-sharepoint-designer-2010-workflow?forum=sharepointcustomizationprevious
there are some notes that perhaps you may check:
Use the same font for all the controls to ensure consistent spacing between rows.
Choose Size from the Format menu, and then choose To Fit from the menu that appears. This adjusts the size of each control, depending on the font set for the data that appears
in the control.
NOTE: The Print Preview and Output To commands use different algorithms for calculating text width; therefore, the text may occupy more or less
space in the RTF file.
Reduce the amount of blank space above and below the report controls. Any vertical
space between the controls is converted to whole lines
in the RTF file. For example, a
space of .02 inches can increase to .1667 inches in the
RTF file.
Make sure controls on the same output row are not too close to each other or overlapping. This can cause the Output To command to omit the controls or to align the columns incorrectly
in the RTF file.
Use the Align command from the Format menu to ensure that a row of controls is aligned properly on the report. If a row of controls is not aligned properly, the Output To command may place the controls
in different rows, causing extra blank
spacein the RTF file.
and please have a check there are updates for exchange 2013 and will be available with the upcoming release of CU4 for Exchange 2013, that stated the format rtf was saved instead HTML. http://support.microsoft.com/kb/2862739/en-us
Regards,
Aries
Microsoft Online Community Support
Please remember to click “Mark as Answer” on the post that helps you, and to click “Unmark as Answer” if a marked post does not actually answer your question. This can be beneficial to other community members reading the thread.

URl link of record in workflow email

Hi,
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This is a link to an Opty record on the DSA pod:
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https://secure-ausomxdsa.crmondemand.com/OnDemand/user/ServiceRequestDetail?ServiceRequestDetailForm.Id=HU15-XXXXX&OMTGT=ServiceRequestDetailForm&OMTHD=ServiceRequestDetailNav&OMRET0=ServiceRequestHomepage&OCTYPE=Other&ocTitleField=Abstract&ocTitle=Send+copy+of+Annual+Report&ocEdit=Y
As you can see the URL starts the same except it references ServiceRequestDetail instead of Opty detail.
From the OnDemand screen copy everything from http:// to ServiceRequestDetail? ServiceRequestDetailFormID= and paste it into your workflow email.
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Add users to workflow emails

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