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Three-State Workflow Email with Cc

Anonymous
2019-08-23T20:08:49+00:00

Hello,

I believe would like to utilize a Three-State Workflow for and Issue Tracking List.  I do have the following questions...

  1. In general I understand the process for the initial email notification to the individual assigned the item.  With my list I have created calculated fields that automatically fill based on "Assigned" and "Cc".  How can I also send a Cc email to another individual (does that require something different than the OOB Three-State Workflow)?
  2. Does the Three-State Workflow send emails to the Assigned To and Creator for each change/update in the item?

Thanks

Microsoft 365 and Office | SharePoint | For business | Windows

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  1. Anonymous
    2019-09-07T09:38:24+00:00

    Dear RJF61,

    The screenshot you posted shows that you are using a SharePoint 2013 workflow. The SharePoint 2013 workflow starts with Stage 1 and end with Transition to stage. The screenshots I posted shows that I’m using a SharePoint 2010 workflow. The SharePoint 2010 workflow starts with Step 1. You can follow the screenshots I posted to create a SharePoint 2010 workflow to see the result.

    Best Regards,

    Cliff

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  1. Anonymous
    2019-08-24T13:10:04+00:00

    Dear RJF61,

    The out-of-the-box Three-State workflow may only send emails to the creator and the user who are assigned with the issue and can’t send emails to the users in the CC column. The workflow may not send emails to the creator and the user who are assigned with the issue when the list item is updated and edited each time.

    To achieve the requirements, you may need to use SharePoint Designer 2013 to create a customized workflow. If you are using an Office 365 group site, you may need to install SharePoint Designer 2013 from here first and then install Service Pack 1 for SharePoint  Designer 2013 from here (for 64-bit, install it from here.)

    Then create the workflow in SharePoint Designer 2013 as follows.

     

    Set Link1, Link2 and Link3 as https://contoso.sharepoint.com/sites/sitename/Lists/listname/DispForm.aspx?ID=[%Current Item:Issue ID%].

    Best Regards,

    Cliff

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  2. Anonymous
    2019-08-28T17:32:47+00:00

    Dear RJF61,

    In this workflow, for the “Assigned EE” group, you can select the groups which are synced to SharePoint Online in SharePoint Designer 2013 when using the Email action.

    When Issue Status is Resolved, you don’t need to edit the first Email action as you can create the second Email action under it as what I showed in the screenshots.

     

    Yes, as what I showed in the screenshots, the third Email action meets your requirement.

     

    Yes, the workflow will send emails when you make changes on the list items each time as you set the workflow to be ran automatically when a new item is added or an item is changed.

     

    Best Regards,

    Cliff

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  3. Anonymous
    2019-08-24T18:39:29+00:00

    Dear RJF61,

    Thanks for your updates.

    Based on your requirement, I need some time to see if there is a custom workflow to do that. I'll post here as soon as possible.

    Best Regards,

    Cliff

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  4. Anonymous
    2019-08-24T15:15:48+00:00

    Cliff,

    Thanks for the response.  I believe your response will help.  Just another quick question/comment...

    My current list process:

    1. "Created By" enters an item and it is assigned to "Assigned EE" based on selection of a group.
    2. Per the info you provided, when "Issue Status" changes to "Resolved", should I modify Step 1 to send an email to "Created By" (and the Current Item:Cc)?
    3. Once the "Created By" individual is satisfied with the resolution and the "Issue Status" is set to "Closed", then an email should be provided to the "Assigned EE".

    One additional question...

    If there are multiple interactions as below, will this Workflow email each time based on any change?

    • Created By assigns issue to Assigned EE
    • Assigned EE enters a comment/question back to Created By
    • Created By responds with comment/answer to Assigned EE
    • Assigned EE has additional question to Created By
    • Created By answers
    • Assigned EE "resolves" issue
    • Created By "closes" issue
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