How To Change The Approval Workflow Email Messages With SharePoint Designer

SharePoint Designer offers a simple yet effective way to customize the approval workflow email messages, allowing for improved communication in your SharePoint environment.

To change the approval workflow email messages with SharePoint Designer, follow these steps:

  1. Open SharePoint Designer 2010 and attach an approval workflow to a list or library.
  2. Click on “Approval” and then “Change the behavior of a single task” to modify the configuration of the approval workflow.
  3. Click on “Current Task: Assigned To” to edit the email message sent to the approver.
  4. Delete the existing text and replace it with personalized content, such as the approver’s name and the document name.
  5. Use the “Add or Change lookup” option to add dynamic information, such as the display name of the approver, the full name of the initiator, and the document name.
  6. To add a hyperlink to the online approval form, click on the “Open this task” button and insert the SharePoint URL.
  7. Save the changes and publish the workflow.
  8. Test the changes by uploading a new document and checking the email notification.

Remember that there are other email messages in the approval workflow, such as the approval email to the approvers, cancellation of the task, and completion of the task. You can modify these email messages by going through the appropriate options in the workflow settings.

Additionally, you can use SharePoint Designer to send basic email messages from a workflow. You can dynamically select users or groups to receive the message, include information about the current item, include hyperlinks, and even include images in the email.

Overall, SharePoint Designer provides flexibility in customizing approval workflow email messages and sending email notifications from workflows.

Modifying Approval Workflow Email Messages in SharePoint Designer

To change the approval workflow email messages with SharePoint Designer, follow these steps to customize the content and enhance communication within your approval process:

  1. Open SharePoint Designer 2010 and attach an approval workflow to a list or library.
  2. Click on “Approval” and then “Change the behavior of a single task” to modify the configuration of the approval workflow.
  3. Click on “Current Task: Assigned To” to edit the email message sent to the approver.
  4. Delete the existing text and replace it with personalized content, such as the approver’s name and the document name.
  5. Use the “Add or Change lookup” option to add dynamic information, such as the display name of the approver, the full name of the initiator, and the document name.
  6. To add a hyperlink to the online approval form, click on the “Open this task” button and insert the SharePoint URL.
  7. Save the changes and publish the workflow.
  8. Test the changes by uploading a new document and checking the email notification.

Remember that there are other email messages in the approval workflow, such as the approval email to the approvers, cancellation of the task, and completion of the task. You can modify these email messages by going through the appropriate options in the workflow settings.

Additionally, you can use SharePoint Designer to send basic email messages from a workflow. You can dynamically select users or groups to receive the message, include information about the current item, include hyperlinks, and even include images in the email.

Overall, SharePoint Designer provides flexibility in customizing approval workflow email messages and sending email notifications from workflows.

Summary

In summary, changing the approval workflow email messages with SharePoint Designer is a straightforward process. By following the provided steps, you can modify the content of the email messages to better suit your organization’s needs. SharePoint Designer offers additional capabilities, allowing you to include dynamic information, hyperlinks, and images in the emails. This customization enhances communication within your approval process and ensures that the email notifications convey the necessary information to the appropriate stakeholders.

Benefits Considerations
– Customizable email messages – Proper testing required
– Dynamic information inclusion – Workflow settings exploration
– Option to add hyperlinks and images – Attention to detail for accurate customization

Enhancing Workflow Communication with SharePoint Designer

SharePoint Designer not only allows you to modify approval workflow email messages but also provides a range of features to enhance overall workflow communication, including customizable notifications and the ability to send basic email messages with dynamic content.

When it comes to approval workflows, effective communication is essential. SharePoint Designer offers a straightforward solution to customize email notifications throughout the approval process. Whether you need to notify approvers, cancel a task, or inform about task completion, you can effortlessly modify these email messages to meet your organization’s specific needs.

By accessing the workflow settings in SharePoint Designer, you can easily edit the email content and personalize it with relevant details, such as the names of the approver and initiator, as well as the document name. Additionally, you can utilize dynamic information by utilizing the “Add or Change lookup” option to include display names and other item-related data.

Furthermore, SharePoint Designer empowers you to go beyond simple email notifications. You can take advantage of its capabilities to send basic email messages directly from a workflow. This means you can select recipients dynamically, include specific item information, embed hyperlinks to relevant documents or forms, and even incorporate images to enhance the communication process.

With SharePoint Designer, you have the flexibility to tailor your approval workflow email messages and create a more streamlined communication process. By leveraging its customizable options and dynamic content features, you can ensure that your workflow participants receive clear and informative notifications every step of the way.

Meet the Author

Abdul Rahim has been working in Information Technology for over two decades. Learn how Abdul got his start as a Tech Blogger , and why he decided to start this Software blog. If you want to send Abdul a quick message, then visit his contact page here.