How To Create A Calendar Workflow In SharePoint 2013 Send Email To Attendees

SharePoint 2013 offers a powerful feature to create calendar workflows that can send email notifications to attendees, ensuring effective communication and coordination for meetings.

To create a calendar workflow in SharePoint 2013, you can utilize the “Send an Email” action in the Workflow Designer. This action allows you to set up custom workflows to send emails to specific users or groups. The available fields for the email include “To,” “CC,” “Subject,” and “Body,” which can contain static text or dynamically generated text from workflow lookups.

Before your workflow can send emails, it is important to configure the outgoing email settings on the server. This can be done by checking with your server administrator. Once the settings are configured, you can follow these steps:

  1. Open SharePoint Designer 2013 and connect to a SharePoint site.
  2. Create a list workflow based on the SharePoint Workflow platform.
  3. Add actions, conditions, stages, steps, and loops to build your workflow.
  4. To send an email, select “Actions” and then “Send an Email”.
  5. In the action, select the users or groups to receive the email.
  6. In the “Define Email Message” dialog, enter the necessary information such as the email address in the “To” field, subject, and body text.
  7. Select “OK” to save the email action.
  8. Continue building the workflow as needed, adding stages and steps.
  9. When the workflow is complete, publish it.

To dynamically select users or groups to receive the email, you can use workflow lookups. Instead of using static addresses, you can use lookups to reference addresses from fields in the current item, fields in other items, or workflow variables. If the recipients’ addresses change frequently, you can create a custom recipients list with columns to store the addresses. Then, in the workflow lookup, you can reference the custom recipients list to dynamically select the recipients.

It is important to follow best practices when working with calendar workflows in SharePoint. These include using preferred clients such as Outlook, Outlook on the web, and the Outlook mobile app, keeping all versions of Outlook up to date with the latest service packs and updates, and not forwarding meeting requests. Additionally, it is recommended to respond to meeting requests in the Inbox, not delete meeting requests before they are processed, and always send updates when canceling or deleting a meeting.

By following these guidelines and using SharePoint Designer 2013, you can create a calendar workflow in SharePoint 2013 to send email notifications to attendees.

Can a Calendar Workflow in SharePoint 2013 Send Email Notifications to Attendees?

Yes, a calendar workflow in SharePoint 2013 can indeed send email notifications to attendees. By creating workflow in SharePoint, you can automate the process of sending emails to keep attendees informed about event details, changes, and reminders. This feature enhances communication and ensures all participants are well-informed, avoiding any chances of missing important events.

Configuring the Email Workflow and Dynamic Recipients in SharePoint 2013

To create an efficient email workflow in SharePoint 2013, it is crucial to configure the necessary email settings and utilize dynamic recipients for personalized email notifications. By following these steps, you can streamline your communication process and enhance productivity within your SharePoint environment.

Configuring Outgoing Email Settings

Before you can start sending email notifications, you need to configure the outgoing email settings on the server. It is recommended to consult with your server administrator to ensure the correct configuration. Once the settings are in place, you can proceed with the email workflow setup.

Setting Up the Workflow in SharePoint Designer 2013

Open SharePoint Designer 2013 and connect to your SharePoint site. Create a list workflow based on the SharePoint Workflow platform. Customize the workflow by adding actions, conditions, stages, steps, and loops to meet your specific requirements.

To send an email, navigate to the “Actions” tab and select “Send an Email.” Choose the users or groups who will receive the email. In the “Define Email Message” dialog, provide the necessary information such as the email address in the “To” field, subject, and body text. Save the email action by selecting “OK.”

Continue building the workflow by adding additional stages and steps as needed. Once the workflow is complete, publish it to make it accessible to all relevant users.

Using Workflow Lookups for Dynamic Recipients

To dynamically select recipients for your email notifications, you can utilize workflow lookups. Instead of using static addresses, you can reference fields in the current item, other items, or workflow variables. This allows you to automate the selection process, ensuring the right individuals receive the notifications based on specific criteria.

If the recipients’ addresses change frequently, consider creating a custom recipients list with columns to store the addresses. In the email action, reference the custom recipients list through the workflow lookup to dynamically select the recipients based on the desired criteria.

It is essential to follow best practices when working with calendar workflows in SharePoint 2013. Use preferred clients such as Outlook, Outlook on the web, and the Outlook mobile app. Keep your Outlook version up to date with the latest service packs and updates. Avoid forwarding meeting requests and respond to them directly in your Inbox. Remember to send updates when canceling or deleting a meeting to keep all attendees informed.

By configuring the necessary email settings and utilizing dynamic recipients, you can establish a highly effective calendar workflow in SharePoint 2013. Streamline your processes, enhance collaboration, and improve productivity within your organization.

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