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Email alerts on a list

  Asked By: Aadesh    Date: Oct 31    Category: Sharepoint    Views: 11608

I tried to create e-mail alerts to be filtered on different views on a
list. I am using WSS 3.0 and the list is an Announcements list. The
reason for doing this is to set up alerts for set of users instead of
all users of that list. The issue I am having here is: When I am in
the alert set up page under the "Send alerts for these changes"
section the option "Someone changes an item that appears in the
following view:" is not available. Anyone have an idea why that option
is not being displayed?



19 Answers Found

Answer #1    Answered By: Ali Javed     Answered On: Oct 31

It's not displayed  because alerts  don't work that way. Alerts are fired based
on changes in the data. views  are simply filtered  views of the underlying data.
They are not taken into account when issuing built-in alerts. Neither are
audiences. If a user has the security to see an item  in any view  then they will
be alerted when it is changed or added.

Answer #2    Answered By: Karrie Wooten     Answered On: Oct 31

There is a plug-in for SharePoint that does allow you to set  an alert  based on a
column of metadata. I don't know if it will work for what you are trying to do
but it is worth looking into.
The link to it is here. I've only used the demo personally, but it does look

Answer #3    Answered By: Alan West     Answered On: Oct 31

Just to let you know that I found this
option is available only on "Issue Tracking lists" not on others. If there is a
way to enable that feature
on announcements  lists, please let me know. I tried to set alerts  depends on
views on issue  tracking lists and it seems to be working.

Answer #4    Answered By: Maribel Todd     Answered On: Oct 31

It also works on Tasks lists, but if you look closely it doesn't work on all
views only on certain specific selected views  like MyTasks, or Due Today.

Answer #5    Answered By: Akshara Negalur     Answered On: Oct 31

I have created lists with different views, and if anything changes in
that view, it will trigger an alert. For example:
Create a simple custom list  with three columns; Name, City, state.
View 1 will be set  to show State, and view  2 will be set to show
City. Now populate view 1 with any name, any city and, lets say,
calif. for state. Make the next entry for Texas, and the next for

In view 2 set it to show only Washington. That means that only 1
item is showing in view 2. Now set an alert  for view 2 to some
persons name by selecting "actions" then alert me, and assign the

Now, go to view 1 and change the name assigned to Washington to
another name, then click OK. View 2 has changed to reflect that new
name, and those in that view will get an alert. Change view 1's name
again in Washington and it will create  another alert from View 2 only.

Do not set up an alert for View 1.

This works for me.

I have not tried it in Documents.

I also use this technique in a list where I have a pass / fail column
based on a set of numbers that get entered in other columns. The
pass/fail column is a lookup column.

Answer #6    Answered By: Timothy Davis     Answered On: Oct 31

No matter what view  you are on when you set  the alert, if the alert  is set to
fire on changes it will fire for any change to the underlying list. In your
example if you set the alert while you are in view 2 (which only shows the
Washington entry) the alert will still fire when changes are made to the Texas
entry in view 1. Except in two specific cases that have been mentioned where
support for some views  is built-in to the alert system (tasks and issues lists)
alerts are generated at the list  level and it doesn't matter what view you are
in when you set them. At least that's been my experience.

Answer #7    Answered By: Adya Deshmane     Answered On: Oct 31

Have a look at the following site sharepoint alert  reminder, it may help.
However, have a try.http://sharepointboost.com/alertreminderboost.html

Answer #8    Answered By: Siobhan Waller     Answered On: Oct 31

Custom list  was created on
a MOSS site or on a WSS3 site? I tried on my WSS 3 and the option  "Someone
changes and item  that appears  in the following view" was not showing up. It only
available for Issue tracking and Tasks lists.

Answer #9    Answered By: Lorenzo Steele     Answered On: Oct 31

If you create  the alert  while using the view  you want
that the alert will only fire when fields in that view are changed. However, I
think he is mistaken. The option  to tie alerts  to specific views  is hard coded
in the two lists you mentioned, but is not available in any other list. To the
best of my knowledge it also can't be added to any other list.

Answer #10    Answered By: Divakar Naik     Answered On: Oct 31

I think the best solution for other type of lists is creating
a workflow.

Answer #11    Answered By: Marcus Davis     Answered On: Oct 31

Actually, since this wouldn't require any human intervention after the alert
pattern is established it would be much more efficient to do it as an Event
Receiver. But if you aren't a Developer and only have access to workflows in
SPD then it will probably have to be a workflow. But using a workflow for this
reminds me of the old adage that "if the only tool you have is a hammer every
bolt looks like a nail."

Answer #12    Answered By: Perla Vang     Answered On: Oct 31

do you have any good references to an event receiver(s) of this kind? BTW
It was fun with your old adage.

Answer #13    Answered By: Sandra Alexander     Answered On: Oct 31

Sorry, no. Here's an overview of how to create  an Event Receiver. You'll need
to write the code that would be used to send  the email, but this will give you
the basic shell.


Answer #14    Answered By: Nalin Rao     Answered On: Oct 31

I have to disagree. Workflows are the recommended way to implement
such logic, and the best way to do this is to create  a custom
workflow in the VS designer and install it using a feature.

Answer #15    Answered By: Thomas Davis     Answered On: Oct 31

I'm curious why you think a workflow is necessary for implementing this logic?
To me it appears  to be a matter of straightforward processing of Adds/Changes to
a particular list. If these fields/records change send  an alert  to these people
otherwise don't. That kind of automated processing is exactly what event
receivers are designed to do. Workflows are designed to implement logic that
either requires human responses or run for extended periods of time. Neither is
the case here.

I'm not trying to start an argument. But I would like to understand why you
think a workflow should be used.

Answer #16    Answered By: Dominic Davis     Answered On: Oct 31

For Shane, it's yes/no type decision.
Paul was right in the sense that there is no human intervetion in our
case, it's fair to implement an event receiver rather than a workflow. Logically
it's the same.

Answer #17    Answered By: Indu Raj     Answered On: Oct 31

The option  appears on both "issue tracking" and "Tasks" lists.

Answer #18    Answered By: Khushi Srivastava     Answered On: Oct 31

You can set  up ANY list  or library to send alerts  based on certain
views. This feature is not hard coded into any particular kind of list.
All you have to do is set up your views  with filters. As soon as your
library or list has ANY views that contain FILTERS in them, then when
you create  alerts on that list, there will be an option  in the "send
alerts for these changes" section, called "Someone changes an item  that
appears in the following view".

As a bonus, this even works with personal views!

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