Sharepoint incoming email doesnot process workflow emails

HI
I have set up incoming email for my sharepoint list and is working fine when I send my mails from outlook.
Now I am trying to send emails through WF from another list to this email ID.It comes to the drop folder but doesn't get processed by timer job.
We are doing this so that we can keep a track of all the emails.
Any idea why is it happening

Hi,
This is high level overview of how incoming email works:
1.Exchange routes the email to the SMTP Server (Incoming E-mail settings). Email is delivered to drop folder.
2.SharePoint timer job Microsoft SharePoint Foundation Incoming E-Mail, monitors this folder and processes mails that are delivered to this folder.
This timer job is responsible for creating items in your libraries and removing processed mails from the Drop folder.
Once the email appears in drop folder, we can eliminate the issue on Exchange side and narrow the issue down to SharePoint timer job.
There might be two possible reasons with timer job:
1.Timer job can recognize the email, but it has no permission to add it to the library.
In this scenario, timer job works on behalf of the workflow permission which runs in another site collection. To clarify this, please configure the incoming email security for the library, and allow emails from anywhere.
2.Timer job cannot recognize the email object.
In this scenario, the To address for email sent from a workflow might not be a normal format. We could troubleshoot it by programming implement the SPEmailEventReceiver class, thus, the issue can be debugged in code. Here’s an example of coding for SPEmailEventReceiver
class:
https://pholpar.wordpress.com/2010/01/13/creating-a-simple-email-receiver-for-a-document-library/
Regards,
Rebecca Tu
TechNet Community Support
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Similar Messages

Sending workflow email in HTML format

Hi Experts,
I'd like to know if it is possible to send an HTML email using the workflow email step and HOW. Sample is displaying the simple table in HTML format:
<table border="1">
<tr> <th>Header 1</th> <th>Header 2</th> </tr>
<tr>
<td>row 1, cell 1</td>
<td>row 1, cell 2</td>
</tr>
</table>
Since the hyperlink (<A HREF="http://www.google.com">Google</A>) is working, I want to know if a table will work too.
My last resort creating a separate program that uses SO_NEW_DOCUMENT_SEND_API1.
Regards,
Dexter

Hello,
Using SO_NEW_DOCUMENT_SEND_API1 is not a last resort; it's a necessity if you want to send anything but the simplest email from workflow.
regards
Rick Bakker
hanabi technology

Can a workflow email another SharePoint List/Library?

I’m working on building out some automation in SharePoint to address some gaps in a currently manual process, but I’ve run into a snag.
Right now I have a custom tracking list for a group of users to use for checking the status of their requests. Based on the status, a workflow will kick off notices to the users letting them know where their requests are at. I want to expand upon this by
building an announcement list to receive emails from users (one of the few list templates that is configurable for this) to manage the growing volume of correspondence they produce. By having a list, I can create a workflow to auto sort, tag/categorize, and
auto-respond to emails based on tags/categories in ways that Outlook can’t. For the sake of non-repudiation and as evidence that the workflows are working correctly, I want to save copies of the notices SharePoint sends to 3<sup>rd</sup> list as
an archive. My 3<sup>rd</sup> list was also configured off the announcement list but it is not receiving the emails from the workflow. Since it is using the SharePoint exchange service account, I’m wondering if this a technical limitation that
cannot be resolved, or if there is a missing configuration we need to do on our end that is preventing this from working?
Essentially I’m trying to have SharePoint email itself from one list to another. Has anyone tried this or been successful?
(I prefer lists over libraries in this case because this is going to be moderately large scale data and I won’t have to drill down into documents for info. Lists also open of the possibility for more complex workflows later on should the need arise)
Tracking List (Custom List Template) Incoming Requests (Announcement List Template)
Archive (Announcement List Template

When we consider that email is simply a communications protocol being leveraged by the workflow, it becomes clear that the problem most likely lies in the email enablement of your Archive list. If your Archive list is indeed identical to the Requests
list, then I would take a look at configuration for email on that list as it probably isn't configured correctly. Additionally, you may wish to double check the email alias you're using in the workflow. Sending email to the wrong email address
is just a slip of the keyboard but can result in many hours of debugging. Ultimately, I would recommend tracking the email through Exchange logs to see if it's received and sent correctly.
I trust that answers your question...
Thanks
C
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Change display name of workflow email address in sharepoint 2010

Hi
How I can change display name of workflow email address in sharepoint 2010. I want to configure display name (from address)of email
for each site collection separately.for example I want to change "software unit"
in below pic to another name for my software unit site collection.
How I can do this?
Thanx.

Hi,
According to your post, my understanding is that you want to change display name of workflow email address in sharepoint 2010.
In my environment, if I assign a task to a user, the email is as below:
The “test” is the site name, the [email protected] is the “From” user.
Do you want to change the “From” field in the workflow?
If so, you can have a look at the "Send email extended" custom SPD workflow activity (http://www.codeplex.com/SPDActivities
) which allow you to specify the sender.
Here are some similar threads for your reference:
https://social.technet.microsoft.com/Forums/en-US/22d95510-95b7-4882-b988-4038e59fb031/how-to-change-the-display-name-for-sharepoint-emails-sent-using-workflows?forum=sharepointgeneralprevious
http://sharepoint.stackexchange.com/questions/19186/changing-from-email-address-in-sharepoint-designer-2010-workflows
http://sharepoint.stackexchange.com/questions/61964/how-to-change-the-from-address-in-feedback-workflow-email
Best Regards,
Linda Li
Linda Li
TechNet Community Support

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
We use a HTML table to make the email look like the InfoPath form, so when the users fill out the form and they get the email notification everything looks the same.
Our problem is the EXTRA LINE SPACE in the RTF look up values
We want to remove any leading spaces, and line spaces between HTML table cells
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
valign="top" the email should align at the top of the cell, all field types do except the RTF look up values they make the email look bad and they contain a lot of white space.
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.

SharePoint 2010 Workflow: Email alert when item is due to expire

Hi Guys,
I have a library which contains a number of customer records. In this library I have a custom date column called End Date which is used to hold a date when the record is due to expire. I would like to create a solution which would send an email alert to someone
when the record is 30days away from expiring a sort of warning, and another email once the expiry date had been lapsed and the record had expired. Can you please advise how best to create this solution, I should imagine that this would be easily achieved in
designer however, I've really not got much experience with using designer 2010.
If someone could help me out with what code to use, or some useful how to's it would be much appreciated.
Many thanks

Hello,
Create designer workflow to send reminder email before 30 days. Please look at below link for your ref:
http://mysharepointchronicles.wordpress.com/2012/11/05/sharepoint-list-with-workflow-email-reminder-set-to-send-30-days-from-created-date/
http://social.technet.microsoft.com/forums/en-US/sharepointcustomizationprevious/thread/9c728338-b0fe-45a0-9377-a774e551d529
Hope it could help
Hemendra: "Yesterday is just a memory,Tomorrow we may never see"
Whenever you see a reply and if you think is helpful, click "Vote As Helpful"! And whenever
you see a reply being an answer to the question of the thread, click "Mark As Answer
Please feel free to unmark answer if does not resolves your problem.

Bug? - SharePoint Designer workflow email to a person field - combines two emails to create an invalid email

Hi there,
In my SharePoint 2010 Custom List - I have a SharePoint Designer workflow that sends emails to a Person Type column called "Notify". However when I type several users here in NewForm.aspx in Notify field - two of the users do NOT get email. On
checking logs it so turns out that email is being sent to: [email protected]; [email protected]@c.com; [email protected]; [email protected];
Now the bold text above is an invalid email address (without the semi colon between two users) and user2 and user3 do NOT get any email.
The way it is implemented in SharePoint Designer workflow is pretty straightforward - see Notify field below.
Any help will be appreciated on how to fix this? This seems to be an SPD bug?
Thanks.

Hi,
According to your post, my understanding is that you wanted to send email to a person field.
I try to reproduce the issue, however, I can send email to five people correctly.
I recommend to create workflow as below:
Then when you open the email, you can find that it cc to five users.
Best Regards,
Linda Li
Linda Li
TechNet Community Support

SharePoint Incoming Emails - Bouncing mails

We have SharePoint Incoming Email Setup as @sps.xyz.com for our SharePoint 2010 Environment, some users send mails through automated scripts to [email protected] and also addressed to themselves which is [email protected] We have the setup to receive mails from
external sources also.
When a user sends mail, it is accepted and attachment appears in the doc library of [email protected] While [email protected] gets a mail delivered to him and also gets a message that
Generating server: mail1.xyz.org
[email protected]
[xxx.xx.xx.xxx] #<[xxx.xx.xx.xxx] #5.0.0 smtp; 5.1.0 - Unknown address error 550-'5.7.1 Unable to relay for [email protected]' (delivery attempts: 0)> #SMTP#
while xxx.xx.xx.xxx is the IP address of SharePoint server (SMTP).
There are are different servers that @xyz.com.
Vasudev S.

When the user submits the mail, what is the flow of that email? Client -> Exchange -> IIS SMTP (SharePoint)?
Trevor Seward
Follow or contact me at...
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This post is my own opinion and does not necessarily reflect the opinion or view of Microsoft, its employees, or other MVPs.

Approval workflow - email notification

Hi,
I was run out of idea how to complete my assigned job, need oracle expert to help on email notification workflow.
Currently I am working on workflow enhancement with oracle application E-Business Suite for our company.
My job is to add in new approval process to approve Bank Details transaction through AME.
For this Bank Details transaction, the existing approval process is will only route to HR.
Now my job is to add Admin & Manager approval, which mean once the transaction is submitted and the approval processes are as below:
Admin --> Manager --> HR
But this approval process will fall into 2 scenarios as below criteria.
Scenario1: If the selected Bank Name from List Of View (LOV) not "Other Bank" then the approval process is Manager --> HR
Scenario2: If the selected Bank Name from LOV is "Other Bank" (once Other Bank selected, user will need to enter the new Bank Name) then the approval process is Admin --> Manager --> HR
Once Admin approve, Admin will add the new Bank Name into LOV.
Both scenarios will auto trigger email notification to the approver once there is pending for Admin and Manager approval.
For scenario1, our email process package able to send out email notification to the manager.
But for scenario2, email notification not send to Admin. FYI, our Admin is a group of persons assigned to Admin group.
My doubt here is how to let this email notification able to send out to Admin group?
Hopefully anyone of oracle workflow expert could help me as soon as possible.
Thanks.

Hi Mike,
According to your post, my understanding is that you wanted to use workflow to send emails to the approvers when a task process completed in SharePoint Designer 2010.
First, when you add the “Start Approval Process” action to create the workflow in SharePoint Designer 2010, you can click on “these users” to set the task process participants and you can choose “One at
a time (serial)” or “All at once (parallel)” to set how the tasks will
be created.
Then, if you want to send an email to the approver when a single task process completed, you can click on “Approval” in the
“Start Approval Process” step to edit the task process and click on “Change the behavior of a single task” in the “Customization”
to add the “Send a Task Notification Email” action in “When a Task Completes” section as below:
And if you want to send emails to the all approvers when all tasks are completed, you can click on “Approval” in
the “Start Approval Process” step to edit the task process and click on “Change the behavior of the overall task process” in
the “Customization” to add the “Send an Email” action in “When the Task Process Completes” section as below:
If you want to use the approval workflow to update the content approval status, then you can add the “Set Workflow Variable” action to set “Variable: EnableContentApproval” to “Yes” after you add the “Start
Approval Process” action in the workflow, and it should be added above the step “Start Approval Process”.
Please refer to the link below to add the “Set Workflow Variable” step in the workflow:
http://social.msdn.microsoft.com/Forums/sharepoint/en-US/b5bebacf-4bb9-4e43-84d7-6eb2714f071d/is-there-an-option-to-set-content-approval-status-according-to-approval-process-workflow?forum=sharepointcustomizationprevious
Best Regards,
Victoria
Victoria Xia
TechNet Community Support

EPM Workflow Email Notifications

I have inherited an EPM implementation that has EPM Workflow Email Notifications. The email text is not very informative and I want to customize this text to something more meaningful. I have been told this cannot be done, but find this very hard to believe.
Does anyone know if this can be done? Many thanks, in advance.

Hi,
I am assuming these email notifications are sent when the project moves between workflow stages, approval etc.? The short answer is: yes, the text of the email notifications can be updated. However, it depends on how your workflows have been built, which
tools have been used (e.g. SharePoint Designer, Visual Studio, 3rd party tool etc.) and the project server version - 2010/2013.
If you are using project server 2013, check if the workflows have been built using SharePoint Designed (open the PWA in SharePoint designer and check the site workflows)
Hope this helps
Paul

How can I add a link to an item within a workflow email - which will always find the item - even if it's status has changed?

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?
This is an important one as over 300 people will use the list and many of these will be emails about items on the list will be in different time zones. I don't want to have lots of mails from people saying "this list doesn't work" as it's
critical they keep using it.
Please help.
P.S. I don't know if the <href> method will work, so if someone can confirm to me then that would be great.

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.
Thank you for your understanding.
Best Regards,
Linda Li
Linda Li
TechNet Community Support

Is it possible to change the "From Email Address in workflow"

I have a created a task list and set a workflow for the list.
Workflow Actions:
1. Send a Email to the "Assigned To" user whenever a task is created.
2. If the Task is due, send an reminder Email and even if its not completed, send a Email to the higher Management.
Workflow is working fine.
Issue:
The Email from address is the Email Address that has been entered in the SharePoint central admin Outgoing Email address.
I would need the from address to be of whomever has assigned the task to the particular person.
Let me know if its possible?

Hi Alex,
According to your description, my understanding is that you want to change the From email address in workflows.
The from address is set in the outgoing e-mail settings in Central Administration.
There is no OOB way to change it in workflows.
As a workaround, I suggest you develop your own workflow activity to do it.
Or, there is a CodePlex solution, it contains a Send Email Extended action which allows you to specify the sender, you can take a look at:
http://spdactivities.codeplex.com/
Best Regards,
Wendy
Forum Support
Please remember to mark the replies as answers if they help and unmark them if they provide no help. If you have feedback for TechNet Subscriber Support, contact
[email protected]
Wendy Li
TechNet Community Support

How to include time in [Today] in workflow email variable

I want to add the date/time that an item was added to a library in the email body of a workflow email. I created a variable and set the date value to Current date. When the email comes though the date is correct, but the time is 12:00:00 a.m. Why is that, and is there a way to get the time in the date/time stamp?

Hi,
This is one drawback in SharePoint. Whenever you write a field of type "Date and Time" in the workflow email, it will always show the time 12:00:00 AM no matter if you have selected "Date Only" option also. This not only happens in SharePoint Designer's "Send an Email" activity but also happens in Visual studio workflow. There is no inbuilt solution for this and if you are using SharePoint Designer then you cannot get rid of this.
I was using Visual studio workflows and in order to remove this "12:00:00" part from date, i followed some logic. First i converted my date to a string variable and then used "Trim()" function to trim the "12:00:00 AM" part. Like this i made this working.
Regards
Ginni

Email attachments from SSRS email subscription are not being uploaded to an email enabled SharePoint 2013 document library

Email attachments from SSRS email subscription are not being uploaded to an email enabled SharePoint 2013 document library.
I have tested the library using a standard email (with attachment) to the library and this works fine.
I have monitored the drop folder on the server and I can see both emails being picked up in drop and processed by SharePoint. The email sent from a regular email account is uploaded with the attachment, whereas the email sent via SSRS subscription
email is uploaded and the attachment (report) is missing.

An update on this. The email when sending from SSRS subscription is received in the library and the attachment is contained within the .EML file uploaded.
The behaviour that I would like from SSRS subscription emails are to just have the document and not the email.
Below is a snippet of the .EML files I quick copied from the Drop folder.
Email attachment snippet sent from SSRS Subscrption:
----boundary_2477_75fa3d73-56de-4948-ad82-6588f3a35b95
Content-Type: application/octet-stream; name="Toilet Usage by Month.docx"
Content-Transfer-Encoding: base64
Content-Dis;
filename="=?utf-8?B?VG9pbGV0IFVzYWdlIGJ5IE1vbnRoLmRvY3g=?="
Content-ID: <10722c0f-749e-4ecb-ac3f-206317bae734>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 attachment snippet sent from Outlook:
--_004_A4C6DCEDE4346446A79AFF493D278530FB87FA07MELABCDEXA1airp_
Content-Type: application/vnd.openxmlformats-officedocument.wordprocessingml.document;
name="Toilet Usage by Month.docx"
Content-Description: Toilet Usage by Month.docx
Content-Dis; filename="Toilet Usage by Month.docx";
size=76574; creation-date="Thu, 12 Mar 2015 00:41:14 GMT";
modification-date="Thu, 12 Mar 2015 00:41:14 GMT"
Content-Transfer-Encoding: base64
UEsDBBQAAAAIAMJcbEY4Xh4a5nsAAPJtMQARABwAd29yZC9kb2N1bWVudC54bWwgohgAKKAUAAAA
AAAAAAAAAAAAAAAAAAAAAAAA7N1rr1/XcSforyL4VRooR3vd9to76Kihjto9I8T2TDvAzFuaPrE1
kUiCouxWPv38DyX50nHSniCdyS96bIAUL+d/LnxO7Vq11qr6j//pv3/x+Qe/fnr75WevX/3lD9qf
Hz/44OnVy9e/+OzVL//yB1+9+9sfXj/44Mt3L1794sXnr189/eUPvn768gcf/KeP/uNv/uIXr19+
9cXTq3cfPF7h1Zd/8evHH/7q3bs3f/Hhh1++/NXTFy++/PPXb55ePf7wb1+//eLFu8cv3/7ywy9e
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Cannot process INBOX email

Hi All.
We have setup the IC WebClient Agent Inbox through the WS14000164 workflow, and we can see the email in the IC Inbox.
However, when we click in the link in the column 'Main Category', the following error is shown: "Cannot process INBOX email; profile uses email with Agent Inbox the email provider"
Somebody knows the reason of the error?
Thanks in advance!

Hello Guys,
I am a solution manager consultant configuring ERMS for a customer.
I am facing the same error when i click in the link in the column 'Main Category'
"Cannot process INBOX e-mail; use e-mail profile with Agent Inbox as e-mail provider" .
Could you please help me fix this as there is no resolution provided on this.
Awaiting your response.
Cheers,
Ritesh Mam

Sharepoint incoming email doesnot process workflow emails

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