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How To Change Sharepoint Workflow Default Email Format

Changing the default email format in a SharePoint workflow allows you to tailor the content and recipients of the notifications to suit your specific needs. By customizing the email fields, you can ensure that the notifications sent from your workflow align with your business requirements and provide relevant information to the recipients.

To change the SharePoint workflow default email format, you can use the “Send an Email” action in the Workflow Designer. This allows you to send emails to specific users or groups and customize the fields such as To, CC, Subject, and Body. Emails can include static text or dynamically generated text from workflow lookups.

To dynamically select users or groups to receive the message, you can use workflow lookups in the To and CC fields instead of static addresses. This allows you to reference addresses from fields in the current item, fields in other lists or libraries, or workflow variables.

You can also customize email notifications in lifecycle workflows. This includes adding additional recipients, changing the sender domain, adding organizational branding, customizing the subject and message body, and selecting the email language.

Before configuring outgoing email, you need to install and configure the SMTP service. This can be done either on a server in the SharePoint farm or on a separate server outside the farm. You can configure the SMTP service to allow anonymous SMTP email submissions or require authentication.

To configure outgoing email for a farm or specific web application, you can use the SharePoint Central Administration website. In the Central Administration, go to System Settings and click on Configure outgoing e-mail settings. Here, you can enter the SMTP server name, port number, from address, reply-to address, character set, and SMTP server authentication settings.

Make sure to set the application credential key on each server in the farm if you’re using the SMTP authentication feature on SharePoint Server 2019.

By following these steps, you can change the SharePoint workflow default email format and customize outgoing email settings.

Customizing Email Fields in SharePoint Workflow

To customize the email fields in a SharePoint workflow, you can utilize the “Send an Email” action in the Workflow Designer and specify the recipients, subject, body, and other details. This allows you to send targeted and informative emails to the intended users or groups.

When using the “Send an Email” action, you can include static text in the email body or dynamically generate text using workflow lookups. Workflow lookups allow you to reference addresses from fields in the current item, fields in other lists or libraries, or workflow variables.

In addition to the email body, you can customize other email fields such as the To and CC fields. Instead of using static addresses, you can use workflow lookups to dynamically select users or groups to receive the message. This provides flexibility and ensures that the right people are notified at the right time.

Customizing Email Fields in SharePoint Workflow Example:

Let’s say you have a SharePoint workflow for a purchase approval process. When a purchase request is submitted, the workflow sends an email to the manager for approval. In this scenario, you can customize the email fields as follows:

Field Value
To Manager’s Email Address (retrieved using workflow lookup)
CC Purchasing Team Email Group (retrieved using workflow lookup)
Subject Purchase Request Approval Required
Body Dear Manager,
Please review the attached purchase request and provide your approval.
Thank you,
Your Name

By customizing the email fields in the SharePoint workflow, you can ensure that the notifications sent align with your business requirements and provide relevant information to the recipients.

Configuring Outgoing Email Settings in SharePoint

Before you can send outgoing emails from SharePoint, it is essential to install and configure the SMTP service and configure the necessary settings such as the SMTP server, sender address, and port number. The SMTP service is responsible for handling the transmission of emails from SharePoint to the intended recipients.

To configure outgoing email for your SharePoint environment, you can use the SharePoint Central Administration website. Within the Central Administration, navigate to System Settings and click on “Configure outgoing e-mail settings.” Here, you can enter the SMTP server name, port number, sender address, reply-to address, character set, and SMTP server authentication settings.

It is important to ensure that the SMTP service is installed either on a server within the SharePoint farm or on a separate server outside the farm. Additionally, you can choose to allow anonymous SMTP email submissions or require authentication, depending on your security requirements.

If you are using SharePoint Server 2019, make sure to set the application credential key on each server in the farm when using the SMTP authentication feature.

By following these steps to configure the outgoing email settings in SharePoint, you can ensure that your SharePoint environment is ready to send outgoing emails and notifications to the intended recipients. This is crucial for effective communication and collaboration within your organization.