How to send an email using designer workflow in SharePoint Online or SharePoint 2013?

Send Email using sharepoint 2013 designer workflow
InfoPath alternatives for form designing SharePoint

In this post we will discuss how to send an email using sharepoint designer workflow. For this Let’s create a list named “products”. The list looks like below:

Column Datatype
Product ID Number
Product Name Single line of text
Product Description Multi lines of text
Quantity Number

Let’s go and create a workflow send a email to manager.

Before let’s created a manager sharepoint user group under site collection. You can see the SharePoint group name as “Manager” like below:

Send Email using sharepoint 2013 designer workflow
Send Email using sharepoint 2013 designer workflow

Also you can read my previous posts on:
– Navigation terms in sharepoint server 2013

– Create a responsive navigation menu using managed metadata navigation in SharePoint server 2013

– JQuery News Ticker using content search web part in SharePoint 2013

Open sharepoint 2013 designer. Click Create a list workflow -> Pick the “Product” sharepoint list

Send Email using sharepoint designer workflow 1
Send Email using sharepoint designer workflow 1

Provide the name of workflow “Email Status”

Send Email using sharepoint designer workflow 2
Send Email using sharepoint designer workflow 2

Click Ok
On the “Action” comment pick “Send an email”.

Send Email using sharepoint designer workflow 3
Send Email using sharepoint designer workflow 3

Click These users link.

Send Email using sharepoint designer workflow 4
Send Email using sharepoint designer workflow 4

For picking up the “To user” Click on the user/group icon to pick the user from the sharepoint site collection.

Pick the manager group and the click Add.

Send Email using sharepoint designer workflow 5
Send Email using sharepoint designer workflow 5

In the subject I get the “Created date” parameter of the product.

Send Email using sharepoint designer workflow 6
Send Email using sharepoint designer workflow 6

Let’s create the body message
Pass the parameters in the body section
– Product ID
– Product Name
– Product Description
– Quantity

Click on Add or Change look up button to map the parameters

Send_Email_using_sharepoint_designer_workflow_7
Send_Email_using_sharepoint_designer_workflow_7
Send_Email_using_sharepoint_designer_workflow_7
Send_Email_using_sharepoint_designer_workflow_7

How to send an email using designer workflow in SharePoint Online or SharePoint 2013?, Send Email using sharepoint designer workflow

Finally all the parameters passed it look like the below screen.

Send Email using sharepoint designer workflow 9
Send Email using sharepoint designer workflow 9

Click ok and navigate to workflow settings
There will be three option
– Manually you can start the workflow
– An item has been added
– An item as been updated
In our scenario I picked up “An item has been added”.

Send Email using sharepoint designer workflow 10
Send Email using sharepoint designer workflow 10

Click Save and publish

 SharePoint designer online workflow examples

SharePoint designer online workflow examples
SharePoint designer 2013 workflow examples
SharePoint designer 2013 workflow examples

 

Let’s go inside the portal and create a product.

SharePoint designer 2013 workflow examples
SharePoint designer 2013 workflow examples

After successful status of product creation you can now see the status of “Email status” it shows “completed”.

 SharePoint designer 2013 workflow examples

SharePoint designer 2013 workflow examples

Let’s check the product manager email. So you got the mail now.

SharePoint designer 2013 workflow examples
SharePoint designer 2013 workflow examples

SharePoint designer 2013 workflow examples

Happy learning!…

Similar SharePoint 2013 Tutorials


Leave a Reply