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Alerts based on views

  Asked By: Felicia    Date: Jul 16    Category: Sharepoint    Views: 10430

I was excited to hear that it's now possible to send alerts when
something changes in a particular view in a document library in
SharePoint 2007. However, this function seems to work only
sporadically. I just created a view on a document library (that
already had folders and documents), and then went in to create the
alert. And I don't have the option to send an alert when "someone
changes an item that appears in the following view". So I created
another document library as a test, added some documents, and created
a view. This time, when I went to sign up for an alert, the send
based on view option WAS there.

I'm pretty confused - the only thing that I can think is different is
that the first doclib had folders. But then I went into the second
doclib and added folders, and I still see the alert option. Has
anyone seen this before? How can I get the "send an alert when
someone changes an item that appears in the following view" option to
appear for the first document library?

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7 Answers Found

 
Answer #1    Answered By: Percy Beach     Answered On: Jul 16

I'm sure there are many variables in our environments, but I just
tried to duplicate your scenario and got the view  alert option every
time. Are you running the technical refresh or just beta 2? Was your
document library  upgraded from a previous version or was it a new 2007
library?

 
Answer #2    Answered By: Mary Adams     Answered On: Jul 16

It's beta 2 technical refresh - and this is a newly created library.
It's so strange. Maybe I'll just try recreating it again? I can't
think what might be causing this!

 
Answer #3    Answered By: Laura Walker     Answered On: Jul 16

I've been doing some more testing, and I've figured out at what point
the option to create an alert based  on a view  disappears. I set up a
document library, added some documents, and created a view - all was
fine. Then I started adding options. Turning on content approval and
require checkout made no difference, but it was when I changed the
view to filter based on "Approval Status" (from the content approval
option) that the option to create an alert based on a view
disappeared.

Is this a bug, or by design? We were hoping that approvers could be
alerted by email when there is something for them to review. Is there
another way to do this?

 
Answer #4    Answered By: Kalyan Pujari     Answered On: Jul 16

I duplicated your scenario. The big question is, as you stated: Is
it a bug or by design? It could be by design since you can set up a
simple workflow to send  out e-mails when items are pending for
approval or being rejected. I tried out the workflow that can be
created from the document  library settings and it is pretty slick!

 
Answer #5    Answered By: Katy Patton     Answered On: Jul 16

I'm glad to know it's not just me! I've started
looking into the workflow solution this week. I agree that it looks
pretty cool - now I just need a couple uninterrupted hours to play
around with it!

 
Answer #6    Answered By: Ana Payne     Answered On: Jul 16

This is an artifact of something else that was "by design". By default if you set up an alert on a document  library the alert will fire when the document is saved to the library, not when it is approved. So in a document library  requiring approval alerts  will be generated when the document is submitted. Adding an alert to a view  that filters based  on approval could lead to duplicate alerts. Once when the document is saved and once when it is submitted for approval.

This is usually brought up as an issue because non-approvers will be alerted when the document is submitted for approval, not when it is approved. Just set your alert on the base document library and Approvers will be alerted as soon as something is added that needs approval. No filter is needed. The problem is that regular contributors who set up an alert will also be alerted.

 
Answer #7    Answered By: Adrian Arowana     Answered On: Oct 16

Just to confirm this misbehaviour:
I created a view to filter according to the current date like '[Modified] = [Today]'.
This view was presented in the "'Send me an alert when > Someone changes an item that appears in the following view:".
But the view disappeared from the list as soon as I added a simple arithmetic like '[Modified] = [Today]-14'.
I guess this is by design since the behaviour is the same in SharePoint 2010

 
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