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How to check if column "Assigned To" group was changed in SharePoint 2010?

Posted on 2016-10-10
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Last Modified: 2016-10-11
I have a SharePoint list with the column "Assigned To". Can I set up a workflow and receive an email when someone changes a value of SharePoint group (see image attached) ? Or any code free solution?
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Question by:Olga Barannik
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Expert Comment

by:Walter Curtis
ID: 41837536
You can set up an alert that will notify you anytime there is a change to the list. You can find those settings under list settings. Reply if you are not sure how to do that and I can add information.

Hope that helps...
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Author Comment

by:Olga Barannik
ID: 41837636
I don't want to be notify if other field values change just  Assigned To. Is it possible?
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Expert Comment

by:Walter Curtis
ID: 41837765
Yes, in that case you can use a workflow. The workflow would actually trigger whenever the item changed, but one of the first steps would be to have a condition that say this basically -

If "assigned to" field changes send mail, else stop workflow.

Hope that helps...
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Author Comment

by:Olga Barannik
ID: 41838390
Well I actually need to know if someone changes a Sharepoint Group in "Assigned To" column. You mentioned an alert  setup in list setting?  How can I do it?
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LVL 21

Expert Comment

by:Walter Curtis
ID: 41838458
When you are at the list, make the ribbon visible and under one of the tabs is a button named "Alert Me". Click on that and you will be able to set alerts with various options.

Good luck...
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Author Comment

by:Olga Barannik
ID: 41838468
Is this "settings from a list settings" from you first reply?
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Expert Comment

by:Walter Curtis
ID: 41838501
It is actually in the ribbon, not list settings. Here is a good link to detailed information;

http://www.dummies.com/software/microsoft-office/sharepoint/use-alerts-in-sharepoint-2010/
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Author Comment

by:Olga Barannik
ID: 41838540
I know that. I thought you might suggest something else from the list settings. I have 300 lists and I need just email notification on the column property changes.
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Expert Comment

by:Walter Curtis
ID: 41838590
We seem to be going back and forth on what is wanted, and  honestly I am not sure what is desired. Here are a few final points from me;

If you have 300 lists, and you want to get notified when a column value changes, you should be able to create a reusable workflow via SharePoint designer that notifies if the value of a column changes. Then you could associate that workflow with each one of the 300 lists. (If you do mean when a property changes, that is something a workflow would not catch.)

An alert could be set on each of the 300 lists, that will notify you when the list is modified. It may be possible to set up alerts on each list via Powershell or via other developer methods.

Good luck...
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Author Comment

by:Olga Barannik
ID: 41838613
Thank you. I wish you read my original question and look at the image I attached. I did mean a property changes.
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Expert Comment

by:Walter Curtis
ID: 41838626
Your original post does not mention 300 lists. It mentions a "value", but later you change to "property", there is a difference, and the attachment was not attached, therefore no image to see. :-)

Good luck..
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Author Comment

by:Olga Barannik
ID: 41838627
And set up alert does not work when I change sharepoint group in "Assigned To" column. Have you test it ?
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Author Comment

by:Olga Barannik
ID: 41838630
And set up alert does not work when I change sharepoint group in "Assigned To" column. Have you test it ? I also attached image. Thank you.
assigned.JPG
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Accepted Solution

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Walter Curtis earned 1500 total points
ID: 41838656
Thanks for the screenshot -

The screenshot shows the setting or "properties" of a person/group column named "Assigned To". The circled property setting defines what container the column selects users from, that means that if "All Users" is selected that all Active Directory users of the SharePoint farm can be used as values of this column, once the column is part of a list. If the option "SharePoint Group" is marked, therefore active and used, only users that are part of the selected SharePoint group can be added to the list via this column.

The screenshot does not really have anything to do with an alert or workflow. If the desire is to send an alert when the column is changed, that would require custom coding as it is not possible out of the box (no code). Keep in mind, only list owners will be able to modify this column property, not standard users. It is also possible that once the column is a part of the list, this property cannot be changed. (That would have to be tested.)

Hope that helps...
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Author Comment

by:Olga Barannik
ID: 41838667
Thank you. Could you please explain this part -"It is also possible that once the column is a part of the list, this property cannot be changed. " Not sure what means "once the column is a part of the list,"? It's not? And how to test this statement?
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Expert Comment

by:Walter Curtis
ID: 41838675
That just means, the screen shot shows the column is being newly created or is open for modification, for example you could change the name, add a description, change settings etc...

When "OK" is clicked on (at the bottom of the page), then the column is part of the list.
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Author Closing Comment

by:Olga Barannik
ID: 41838682
I with you told me about missing image early. We could save some time here.
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LVL 21

Expert Comment

by:Walter Curtis
ID: 41838691
Thanks, glad that helped you out..
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