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How do I create a workflow in SharePoint Designer 2007 that sends an email based on a calender event?

Posted on 2010-11-26
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Last Modified: 2012-05-10
Hi,
How do I create a workflow in SharePoint Designer 2007 that sends an email based on a calender event? I've looked at the one poste that seem to have the answer and the one link that did not involve using RSS feeds in Outlook was no longer availlable. Please help me.
Thanks
Paul
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Question by:PaulEG
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Expert Comment

by:Justin Imes
ID: 34217782
are you able to use the alert me feature? You can set the alert me to send an email alert notifying a users when an item is created, edited or deleted.

RSS is also available in calendar list.

If both of those options do not work for you, you will have to create a simple workflow using sharepoint designer.   You can trigger the workflow on a new item or item is edited/deleted.  It will send an email to any specified user or whoever created the event.
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Expert Comment

by:Justin Imes
ID: 34217799
creating a workflow in designer is easy.

File > New > SharePoint Content

Workflow > Blank Workflow > OK

Name your workflow, select the appropriate calendar list in the workflow attached drop down.

select the starting option for your workflow (automatically started when an item is created, changed)

Click Next

Click Actions > Sends an Email

Configure the email message.

Create any further options.

Click Finish.

Test workflow.




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Author Comment

by:PaulEG
ID: 34217894
Hi Jimes82,
Making the workflow is not the problem. That I can do. Its the how that's the problem. From what I can see, there is no way to activate a simple workflow based on date in SharePoint or SharePoint Designer 2007. I need to "push" an email to a group of users two weeks and then another one week and finally one day before an event takes place in SharePoint. As the RSS feeds need to be set up by the user, this isn't the correct solution for me. Creating an alert sounds plausible, but I cannot find any columns in SPD that exposes this feature.
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Expert Comment

by:Justin Imes
ID: 34218052
so your looking for more of a "reminder" function.

Try this email reminder from codeplex

http://spreminders.codeplex.com/
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Author Comment

by:PaulEG
ID: 34218108
Yes. I don't know if SP2010 will have this but I'm hoping. The codeplex solution should do the job if my system admin likes it. I may end up going with an Outlook based solution.

Thanks
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Expert Comment

by:Justin Imes
ID: 34465593
were you able to install this feature? how did it work for you?
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Author Comment

by:PaulEG
ID: 34472029
Unfortunatly, no. The feature would have to be installed on three front end servers and this is not acceptable to my Sys admin. Until I can find a SharePoint only solution I'll be using Outlook.
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Accepted Solution

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Justin Imes earned 500 total points
ID: 34525575
would you be able to close this ticket and at least assign me partial credit for the work i put in, even though your IT is the one stopping this from being completely answered correctly.
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Author Closing Comment

by:PaulEG
ID: 34525607
I was not able to use the solution offered so I used Outlook as an alternat solution.
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