Triggering workflow to send an email whenever a material is created

hi workflow guru's,
i am new to workflow , i am creating a workflow for matrial created whele Activity , it is asking the 1) abbr
2) name
how to created that plz tele me step by step procces.
adv thanks

Hi, Guru,
It is asking you, what ABBR = Abbreviation you wish you mention for your Work Flow activity you have created.
Along with it's transportation relevancy between clients /servers.
Regards,
Shyamal

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Prevent Sharepoint 2010 workflow to send duplicate emails

I have SharePoint 2013 as environment but am using SharePoint 2010 workflow on a list. There is a field in this list called "Order Status" which has different status such as Processing, Shipped, Cancelled, Hold. There is another list which updates
this Order Status. I have the workflow send out an email when the Order Status changes to Processing and another email when Order Status changes to Shipped.
The issue is that there are multiple emails being sent out when any of these status changes to either Processing or Shipped. There is no other workflow attached to this list
How do I prevent the workflow to send duplicate emails? I have seen that a flag could be setup to track the email sent once but that method does not work correctly and it still sends out duplicate emails. Or maybe I am not doing this correctly
Any suggestions, comments or have anyone resolved this successfully
Thanks Snehal H.Rana SharePoint Consultant

Hi Snehal
If you check the workflow history, you will probably see that every time an item is added or modified, the workflow runs twice. That’s why you’re receiving two email notifications.
The reason for this is timing. If your workflow is very short and the SharePoint server is very slow, the first instance of the workflow may finish well before the item is fully saved and committed to SharePoint. As the item is being processed, the workflow
event receiver can fire again, and start another instance of the workflow.
The solution for this problem is to add a step at the end of your workflow which will pause the workflow for a few minutes .
Another Option is to use a Flag.For Setting up flag correctly check the following link
http://www.mssharepointtips.com/tip.asp?id=1145
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as answer' if it helped
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I have a workflow triggering on List item created only. There are multiple stages in the work flow and in each stage a single task is assigned to a group of people. Currently group is only having one user i.e. my own test user with a valid email address.
Workflow was running fine for first 5 runs but now it keeps sending multiple emails for each task multiple times and runs very slow. I have only single workflow in development server with 24GB RAM.
Enabling the Workflow log in Event viewer does not show any error or warnings. The only clue I see is WorkFlowManager Database table "DebugTrace" having multiple entries showing that WF is trying to send same email multiple times with failed attempts,
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http://server/site/_vti_bin/client.svc/sp.utilities.utility.SendEmail Retry sending email in xx.xx.xx Status: HTTPRetrying
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I could not get the exact phrase as I don't have direct access to development machine at work.
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Yes, I have on-premise SP site, and here is the actual log I see in DebugTraces table.
Message              Level     Name    Category
Attempt 1 of the HTTP request to 'http://site/collection/_vti_bin/client.svc/sp.utilities.utility.SendEmail' failed with response '<Exception.
No Status Code>'.              2              HttpRequestFailed          Http
Attempt 2 of the HTTP request to 'http://site/collection/_vti_bin/client.svc/sp.utilities.utility.SendEmail' will be made in 00:00:06.
2              HttpRequestRetrying     Http
Attempt 2 of the HTTP request to 'http://site/collection/_vti_bin/client.svc/sp.utilities.utility.SendEmail' failed with response '<Exception.
No Status Code>'.              2              HttpRequestFailed          Http
Attempt 3 of the HTTP request to 'http://site/collection/_vti_bin/client.svc/sp.utilities.utility.SendEmail' will be made in 00:00:07.
2              HttpRequestRetrying     Http
Attempt 3 of the HTTP request to 'http://site/collection/_vti_bin/client.svc/sp.utilities.utility.SendEmail' failed with response '<Exception.
No Status Code>'.              2              HttpRequestFailed          Http
Attempt 4 of the HTTP request to 'http://site/collection/_vti_bin/client.svc/sp.utilities.utility.SendEmail' will be made in 00:00:09.
2              HttpRequestRetrying     Http
Attempt 4 of the HTTP request to 'http://site/collection/_vti_bin/client.svc/sp.utilities.utility.SendEmail' failed with response '<Exception.
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Attempt 5 of the HTTP request to 'http://site/collection/_vti_bin/client.svc/sp.utilities.utility.SendEmail' will be made in 00:00:13.
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Workflow Steps send automatic emails, but this is not required..??

Hello,
   we have a strange problem we got recently with our workflows steps we are using.
   The Workflow Steps and Workitems works all just fine, the Issue is that some times the trigerred Workflow Steps automaticly send an an external email to the User outlook with the Wokitem Text & Description, i dont remember that i have activated any thing to send email in the Workflow steps we are using...Please help and advice why this emails is sent out and how we can deactivate it.
We are using the standard SAP Performance Management Workflows, Example WF-Step: TS12300110.
Thanks and Kind Regards,
Nazih

Again, i would like to clarify some thing here:
1. The Workflow Tasks we are using in out Process are working just fine.
TS12300110
TS12300111
TS12300115
TS12300112
TS12300096
2. In this SAP Workflow Tasks, there is no step which send an email to the WF-User.
3. To send an Email to user we can use the Reports RSWUWFML mor RSWUWFML2 as you mentioned, i know this well and yes they are planned in the System with a Variant, but which does not include our Workflow Tasks in it. and also the Report RSWUWFML is planned to run once a day in the evening, but we are getting the Emails directly after triggerring the WF-Tasks...strange?
4. I have checked the Tcode SWE2 and found one entry to the WF we are using:
BOR-Objekttyp     APPR_DOC     INFO_APPRAISER_CHANGE_APPROVE     WS12300115
If i deactivate here i will shut down the Workflow ..right?
Thanks & Regards,
Nazih

Workflow changes - send reminder email on X - 1 days ... based on Molga

Hello Everyone,
       I new to workflow and I came across a workflow scenario where I am confuse, that what should I do in order to make it work. Luckily we are running only one workflow in the system which is time off request, We copied standard workflow class u201CCL_PT_REQ_WF_ATTRIBSu201D to Z version and introduced some new method to send email to employees managers as well as employee and HR .
We also have something called workflow item cancel thing . Lets say if workflow is not approved by manger within X bossiness days it got cancel and employee has to submit the new time off request again. After doing a little bit research I came to know that there is standard job which checks and calculate the X days thing. Work flow is running fine from last 1 year.
Last week, we been asked to create reminder from X-1 day and sends to employee manager saying u201C This is a reminder and one day is left u201C .
   I wanted to know how I can achieve that, I have to filter the employee by reading employeeu2019s molga as we want to do it for specific countries then I have to read employee manager which I can do using different FM and then I have to send email to employee's manager .
Like I said It should happen BEFORE x-1 business days when employee submits the time off u2026
Here what I am thinking , I can read table u201CSWWWIHEADu201D with field WI_TYPE = u2018Wu2019 . and pass work_id to FM " SWW_WI_CONTAINER_READ " and read the container like the INCLUDE MWS20000081HO01
CALL FUNCTION 'SWW_WI_CONTAINER_READ'
         EXPORTING
              wi_id                    = wi_id
            READ_FOR_UPDATE          = ' '                         *
         TABLES
              wi_container             = wi_container
         EXCEPTIONS
              container_does_not_exist = 1      "message from function
              others                   = 99.
    IF SY-SUBRC = 0.
      SWC_GET_ELEMENT WI_CONTAINER 'ACTUALSTATE' ACTUALSTATE130100.
    ELSE.
      CLEAR ACTUALSTATE130100.
    ENDIF.
    IF ACTUALSTATE130100 = 'N'.
      CALL TRANSACTION 'WS20000081M'.
      LEAVE PROGRAM.
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From container I can read employee number and approver . Get molga via pernr and can filter the employee ..who ever submits the request system date u2013 4 .. I can send out the reminder email u2026
Is there any other way around or any other efficient way of doing that u2026 I hope you understand this thing is conditional u2026 As far as I am concern I new to workflow so please bear with me ..
Waiting
Khan
FYI- I have gone through several post which task about deadlines monitoring Etc .. using fork & wait blah blah .. but It didnu2019t get any clue where to start and how to start u2026

Mike,
        I think I am following you so for .. so here what I did ... I opened the "approve process" and slap in the same refer date/time in "Requested end date " with variables "&WFDATA.DEADLINEDATE&" "&WFDATA.DEADLINETIME&" with 1- DAY . I didnu2019t find this what it says in help " It is possible to specify a negative time interval. Negative time   intervals should only be used in connection with an expression as a   reference date/time. You then have the option of "backward deadlines"
Any way after that I changed action to "modeled" and say "outcome "reminder from UK " .
it creates a node with clock sign , now like you said , I can do many things here .. and I really need to do something for example , I need to check the employee if he/she is from UK , after that reads his/her manager and send an email to mangeru2019s outbox . UK gave us an email format which I have created in t-code SE60 - with Document Class "Dialog Text".
How to proceed further. Thanks for baby sitting me.
What I am thinking , I need to create a new activity as well as new method in my Zclass, in which I will check employee Molga i.e. U.K and I have to send out email based on my email text which I have created in SE61.
Iu2019m able to write code in existing method , being on the safe side I copied the existing workflow and made changes in to it . Now it comes to debugging part , Iu2019m able to find posts on SDN talks about workflow debugging . When I am entering time off request from ESS , and it is not stopping at external breakpoint , Also when I am looking at "PTARQ" to see submit WF items . It is showing me the old task "w90000012" which is original one and I copied it and my task is "w90000022" . What I have to do so when I submit time off request via ESS it calls my task . I created Task in PFTC . But nothing is happening . Please let me know what I am missing ..
I found the table for ESS leave request and able to see my task , Table name is "u2022     V_T554S_WEB"
But still waiting for answers the of above questions ...
Edited by: Saquib Khan on May 27, 2008 9:36 AM

Need to create a workflow that sends an email every friday, not every 7 days using sharepoint 2010

Hi Everyone,
So I need to have a workflow in sharepoint designer 2010 that sends an email out every friday, so far all the ones I have seen send it out 7 days from when the item was created, but not every (certain day of the week)
Any help at all would be great.
Thanks
Best regards, Mike

Hi,
Greetings,
Use Information Retention policy settings as below.
pls check below
http://social.technet.microsoft.com/Forums/office/en-US/7be77b5d-c686-4b33-b30c-204f7ffcd569/how-to-send-reminder-email-for-every-2-days-after-due-date-occurs-in-sharepoint-2010-workflow?forum=sharepointadminprevious
I recommend to use Information Management Policy and workflow to achieve this goal.
https://www.earley.com/blog/sharepoint-2010-using-retention-stages-manage-lifecycle-information
http://www.danielroot.info/2012/08/information-management-policy.html
You can also create custom timer job to start the workflow at a schedule time:
http://bhandariasb.wordpress.com/2013/06/03/start-workflow-from-custom-timer-job/
Please remember to click 'Mark as Answer' on the answer if it helps you

Workflow to send an email any time assigned to has changed

I have a task library where it is common for the assigned to column to be changed and i just want to be able to send an email to the assigned to anytime it changes. How can i accomplish this with eiter OOTB or designer?

Hi Kyle,
You will need 2 workflows, for this to achieve, on tasks list.
On item Created event only(WF1)
On item Updated event only(WF2)
At first create a list called “Task Tracking” with two columns (1.Title
and 2. Assigned To Field )
In WF1 just create an item in a list (Task Tracking) where
Title:                              current item
(tasks) -> ID
Assigned To Field :     current item
(tasks) -> Assigned to
This stores task ID and person’s name to whom a task is assigned.
In WF2 insert if condition (any value equals value)
IF current item (tasks) -> assigned to not equals (task tracking -> Assigned To Field
where title (task tracking) = current item (tasks) -> ID )
Then send an email
Then Update item in task tracking (Assigned To Field = current item (tasks) -> Assigned To
where title (task tracking) = current item(tasks) -> ID ).
Note: This step will store the new value of a user to whom the task is reassigned in “task tracking” list.
Then Stop the workflow
Else
Stop the workflow
Hope this helps. If you have any doubts please post them.
Regards,
Raviraj

Send External email only when PR's created

Hi
i need help in the following workflow scenario
I need to send the external Email (outlook,gmail etc) from workflow on a daily basis..
The body of email should contain the purchase requisitions created for a particular day
if there are no PR's Created ..we should not send an email.
Approve and Reject are not necessary for now...
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Thanks
Madhusudhan

Hi Madhu,
You need to identify the BO to be used for PR (for Overall PR its BUS2105, Item wise PR its BUS2009).
Check if you can use the existing events else, create a Z-BO, delegate it to std BO and add an event CREATED.
Trigger this event when ever the PR is created.
Use this event as the triggering event of the workflow.
In the workflow add a send mail step to send mail to the desired user email address.
You can also use Action profiles to achieve the same.
Hope this helps!
Regards,
Saumya

Create Upgrade Evaluation Site Collections Timer Job does not send notification Email when the Site is created

Hello Everyone,
My problem is:
The Create Upgrade Evaluation Site Collections job does not send a Notification Email when the Eval Site is created. I only get a notification E-Mail that mention that a Upgrade Evaluation Site Colletion is requested and then after 27 Days that the Evla
Site will be deleted in three Days.
My Enviroment:
SharePoint Foundation 2013 Sp1 on Windows Server 2012
Exchange 2010 SP3
I hope someone can help.
best regards
domschi

Hi domschi,
As I understand, you didn’t receive email generated from Create Upgrade Evaluation Site Collections timer job. While you might receive email generated from Delete Upgrade Evaluation Site Collections.
When you request an evaluation site collection, the request is added to a Timer job
which runs once a day. You will receive an e-mail message when the upgrade evaluation site is available. This might take up to 24 hours. The message includes a link to the evaluation site. Upgrade evaluation site collections are set to automatically
expire (after 30 days by default).
Please go to CA > Monitoring > Review Job Definitions, locate issue timer job and click Run Now. Then go to Job History and check if the issue job failed to run.
Also, please check if the email are received by Exchange Hub server.
Regards,
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] .
Rebecca Tu
TechNet Community Support

Issue in sending a email internet address using 'so_new_document_send_api1'

Hi ,
I am calling 'SO_NEW_DOCUMENT_SEND_API1' inside an user exit to send an email whenever the notification gets created..If the user exit is called in the same transaction IW21 then the mail is sending successfully.But if the transaction IW21 is called via another transaction say IW31 or IW32 to create a notification,then the mail is not going.instead the mail still in waitning stage in Outbox in SAP business work place.
Note:I should not use commit as 'X in 'SO_NEW_DOCUMENT_SEND_API1' because it is written inside the user exit.
Edited by: Vigneswaran S on Dec 24, 2009 10:17 AM

Hi,
One option is to call the FM using STARTING NEW TASK and then also use commit = 'X'.
Since we are using NEW TASK, it will occur in new task (and will not affect the user exit).
Also the commit will be done INSIDE the new task, and will not affect the current user exit. This will be independent and done paralelly.
Regards,
Amit Mittal.

Workflow to send email notification to the assigned person using Sharepoint Designer 2013

Hi,
The requirement is whenever the assigned to Field is changed to someone, the assigned to person should get an email notification saying that the item has been assigned to you.
I created a sharepoint designer List Workflow to send an email notification, below are the steps,
1. Log workflow to the workflow history
2. then Wait for Assigned to be not empty
3. then Email currentItem:AssignedTo
4.then stop the workflow
But the thing is whenever any field is changed in the particular item this email triggers, I want to send email only when Assigned to Field is changed and not any other field. how do i write the condition to check only if the assigned to field is changed
or not and and how i trigger the email.
Any help is much appreciated.
Thank you
Smile Always

Hi,
According to your post, my understanding is that you want to send email via workflow while the assigned to field value changed.
We can create a helper field
which will store the previous value of the Assigned To, then you can compare the current value with previous value of assigned to and send an email accordingly.
I have made a simple workflow demo below, you can refer to it.
I have created a new single line of text type field AssignedPerson in the list, then use the workflow below to achieve your scenario.
More reference:
http://officepowerups.com/2013/07/09/send-email-when-specific-field-changes-in-sharepoint/
Thanks & Regards,
Jason
Jason Guo
TechNet Community Support

SharePoint 2013 document library workflow to send emails when document changes

Hi All,
Need a email alerts to setup when documents get change in a SharePoint 2013 document library. Mail should go to all the members in a SharePoint Security group.
Many Thanks
sudesh withanage

Out of the box , You cannot set alerts for SharePoint group. You may try -
1- Create a group in active directory, add users to the ADgroup. Add that ADgroup in Sharepoint and configure alert.
2- You can set up a new user and change their email to that of a distribution list, and then assign the alerts to this user.
3- You can create a custom workflow/action or event receiver that will send an email to a distibution list or programmatically traverse the SPGroup's members and send them the notification email, whenever an item is added or changed.
4- You can try this , this was for WSS3 -
http://advancedalert.codeplex.com/
5- you can to use SharePoint Designer and create a workflow that send an email to SharePoint group.
Thanks
Ganesh Jat [My Blog |
LinkedIn | Twitter ]
Please click 'Mark As Answer' if a post solves your problem or 'Vote As Helpful' if it was useful.

Sharepoint Designer Workflow - Send an Email that displays Item Changes

Hi,
I have set up a Sharepoint Designer Workflow that sends an email to the Owner of an item (designated by a column in my list) whenver that item is changed by another user. The workflow looks like this:
If Current Item:Modified by not equals Current Item:Primary Owner
Email Primary Owner
This is set to occur whenever an item is modified.
I would like the email to show what changes were made to the item, similar to how Sharepoint's notifications work. It should show what the field that was changed to trigger the notification contains currently and what it contained previous to the change.
Any help is much appreciated.

hi,
out of box there is no option available. But you can implement a solution.
Create a hidden field as multiple line of text. Make it a hidden field so that user cannot enter into this field.
When ever a workflow start check if this field is empty that means item is create now using string manipulation in workflow concatenate the meta data in one workflow variable and save it in this hidden field.
whenevre a workflow is start if hidden field is not empty it means this is an update item scenerio and than you
can have read old values from this field and you have new values in item metadat. format email to get diff.
send email upadte the hidden field again with new meta data.
Whenever you see a reply and if you think is helpful,Vote As Helpful! And whenever you see a reply being an answer to the question of the thread, click Mark As Answer

A workflow is sending the same email notification twice

A workflow is sending the same email notification twice. Not every notification, but this happening only a few times randomly. The double sent emails are arriving together , have the same date and time.
I've checked the workflow and found that there is no double sending command in the workflow, and the workflow history also shows just 1 run and 1 email sending.
Can somebody help me on this.

Hi Neel,
For troubleshooting your issue, you can take steps as below:
1.Increasing the UserDefinedWorkflowMaximumComplexity to 30000 setting using Powershell script
2.IISRESET
3.Adding <httpRuntime maxRequestLength="51200" executionTimeout="3600" /> in web.config. Yes, that is "3600" unlike "300" suggested. Please note that there are multiple lines in web.config with <httpRuntime maxRequestLength="51200">.
I made this change only in the very first one.
4.IISRESET
5.Removed everything from C:\Users\<userName>\AppData\Local\Microsoft\WebsiteCache from my laptop
6.Removed everything from C:\Users\<userName>\AppData\Roaming\Microsoft\Web Server Extensions\Cache from my laptop
7.Removed everything from C:\Users\USER\AppData\Roaming\Microsoft\SharePoint Designer\ProxyAssemblyCache\ from my laptop
8.IISRESET
9.Restart SharePoint 2013 Designer
Reference:
https://social.msdn.microsoft.com/Forums/en-US/69b184bf-09ed-4e00-815a-4e40a975c4bf/prevent-sharepoint-2010-workflow-to-send-duplicate-emails?forum=sharepointcustomization
Best Regards,
Eric
Eric Tao
TechNet Community Support

Triggering workflow to send an email whenever a material is created

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