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SharePoint Workflow emal

  Asked By: Megha    Date: Jul 14    Category: Sharepoint    Views: 1854

I have what I hope is a simple question with a simple answer. I have a
need to modify the email that is sent out when a SharePoint workflow is
used. Specifically the Approval Workflow. The current email reads:

To complete this task:

1. Review PR20080012.xls
<http://it2/wgroups/itadmin/PRs/PR_Docs/PR_Files_2008/PR20080012.xls> .

2. Perform the specific activities required for this task.

3. Use the Edit this task button to mark the task as completed. (If
you cannot update this task, you might not have access to it. Click here
<it2/.../DispForm.aspx?ID=6> to
request access.)

I would like to be

To complete this task:

1. Open Spreadsheet and enter requested data.
(where Spreadsheet is a link to the document)

2. Save on server.

3. Click Link and approve item to be used for consolidation.



6 Answers Found

Answer #1    Answered By: Kelvin Mckinney     Answered On: Jul 14

You want the system send a email  when the task  status is changed, and the
following solution may be helpful to you, just have a try.

When any items are changed, the workflow  will be trigged to send a email
including the status change.

Answer #2    Answered By: Gaurav Ghosh     Answered On: Jul 14

does anyone know of a way to modify  the workflow  email that
is sent out by SharePoint? Any help would be greatly appreciated....

Answer #3    Answered By: Katelynn Donovan     Answered On: Jul 14

I'm pretty sure the format of that email  is hard coded in the workflow's managed
assembly. To change it you would have to write your own workflow  as a
replacement for the approval  workflow.

Answer #4    Answered By: Geraldine Slater     Answered On: Jul 14

Here's what I do to customize my SP Designer workflow  emails:

Use the Action "Build Dynamic String", and use html code with no spaces
to create exactly what you want the email  to look like, and insert
lookup fields where appropriate. Create a variable name such as

Then, when you are using the "Send Email" action, in the Body section,
click Add Lookup to body, and in the Source, choose "Workflow data" and
for Field, choose the variable name that you created.

(I learned it HERE
x> ) Part 3 specifically.

Answer #5    Answered By: Gail Richmond     Answered On: Jul 14

We gave up trying to use the OOB workflows. We now do all of our WFs with
Designer and customize eMails as necessary.

Answer #6    Answered By: Ramona Solis     Answered On: Jul 14

I think if you add the "Useful SharePoint Designer Custom Workflow
Activities" solution from codeplex that setting the "From:" for workflow  e-mails
is added.


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