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Workflow Question: User Editable Email Message

  Asked By: Imran    Date: Feb 24    Category: Sharepoint    Views: 3194

In "Send an Email" action, I can customize the message with lookups.
However, user is requesting that the message can be modified by the
user who initiate the workflow to ensure the message make sense since
the message uses lookups. I don't see how this can be done OOTB but I
want to confirm with the experts here and look for suggestions.



4 Answers Found

Answer #1    Answered By: Ella Sargent     Answered On: Feb 24

Since you can do a lookup in the body of the email  and include any
variable from the workflow, I would create a variable to hold the text
of the email message. Put that on a task form for the user  to edit, and
then use it as the body of the email when it is sent. Other than that
there is no way that I know of to make that message editable  within the
Send an Email action.

The other possibility would be to create your own Send an Email message
action in Visual Studio with that capability and add it into SPD.

Answer #2    Answered By: Ahmad Johns     Answered On: Feb 24

One thing I am not clear. what do you mean by "Put that on a task form"?

In SPD, while working with workflow, I can use Initiation to collect
data from user, but it won't allow me to customize  the message  per
list item. Also there is "Collect Data from a User" action, but it
seems it won't allow me to use a variable for the message text.

I must have missed something. Could you please clarify?

Answer #3    Answered By: Roxanna Hendricks     Answered On: Feb 24

When you Collect Data from a user  it creates a Task to use as the method
for collecting the data. You can take the of the Task and store it in a
variable. Then use that variable to retrieve fields from the task where
the user edited the email  body and insert those fields into the body of
he message.

Answer #4    Answered By: Randall Williams     Answered On: Feb 23

I realize I am late to the party on this one, but I thought I would offer up the very simple solution that I use. We had this exact same issue and found a super easy solution in SharePoint Designer 2010. In SPD 2010, go to your workflow that is building and sending the email in question. Once in the workflow, click on Initiation Form Parameters located in the Variables group on the ribbon. Add as many new variables as you wish to capture (these will be available as local variables in the workflow). In the email message, add the parameter variables where desired to create or supplement the body text and/or subject line.

After publishing the modified workflow, workflow initiators will see the input fields for all of the parameter variables created on the initiation form (the form that pops up with Start and Cancel as the final step in kicking off a workflow).

Note that this solution only works for manually started workflows. Automatic start workflows will use the default value for the parameter variables.

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