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I wanted to show it in a more full format. If this is fine, then you can skip this step. Inside the email when we show the start and end time, by default will show like 3:00 AM. We need to set a couple more variables.Click on Local Variables again, highlight the variable date, and click Remove.When you choose date, click the formula symbol, then choose the Start Time field in the Field to choose drop down. Type “ add” and hit enter, and choose “ Add Time to Date”.We will calculate this date value, and store it in a variable. We need to calculate the time that the email should be sent (2 days before the start time of the event).Click the Local Variables button, and create 3 new variables (you’ll see why later): Call it Due Reminder (or whatever you like), and give a description. Open your site in SharePoint Designer, and go to your list.in this case, provide obvious easy way for the user to manually start the reminder to regenerate the reminder.when showing the Start Time, show it in a nice full format (like Monday, July 15th 2014 3:00 PM).The email should contain most of the properties of the calendar item.2 days does not have to take any special times or days of week into account, just 24 hours before.A specific named person should be on the CC.If the item is created after the start of the event, don’t send an email.If the item is created within 2 days of the start of the event, send an email immediately (content similar to above).If the item is created more than 2 days before the start time of the calendar event, send a reminder 2 days before the start time.The person who created the calendar item should get an email under the following conditions:.In our example, these are our requirements for this workflow: I’m going to show you a way without creating any additional calculated columns, and just do it all in the workflow. Go ahead, I’ll wait.ĭone yet? Now there are many many ways to do the workflow, and what I will show you is just one. If you don’t have those 2 things, take care of that and I’ll be here when you go back. You will need a calendar already created, and SharePoint Designer installed on your computer. Personally I think it’s way overkill and I don’t like using workflows for this, but this is just to show that you can do this out of the box. So we’re going to setup a simple workflow to do the trick for us. SharePoint Alert Manager from PremierPoint Solutions.SharePoint Alert Reminder Boost from BoostSolutions.
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There are multiple 3rd-party tools that allow you to customize or augment the out of the box alert emails, as well as also send reminder emails. It’s fine for one person, but not when you for a large group of users. It involves creating a view that just shows the items based on a date filter, then you get an RSS feed to the list view, add that to Oultook and configure some rules to trigger the alert. In case you are interested on the other options, here is one example for using Outlook. I’m going to focus this on #2 for this blog. So what to do? There are typically 3 solutions for this: We need the trigger to be based on a date. The alert mechanism in SharePoint will send the alert subscriber an email based on an action happening on the item (it is being created, edited, etc). You think well, we can set alerts, so you go look into the alert settings, and quickly realize that alerts don’t work like that. Someone says to you “Hey I want to get an email reminder for these events on the team calendar”. You’re a good SharePoint user, storing documents in a library and collaborating with your coworkers, and using a calendar to store team dates. This falls under the category of “Why can’t SharePoint do that out of the box?”.