How To Send A Document Link In Email Using SharePoint Designer 2007
Written By: Rahul Mehta -- 10/19/2010 --
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Categories: Design, Document Management, MOSS 2007, Navigation, SharePoint Designer 2007, Workflow, WSS3
Targeted email notification is a basic need in today's business process
automation. Using SharePoint workflow, this can be achieved using SharePoint
Designer 2007 with MOSS 2007 (or WSS3) whenever a document is uploaded. The
content of the email can be improved by including a link in the body of the
email to the document item in process.
SharePoint Designer Workflow provides a special property named "Encode Absolute Url" which provides the link
to the document (or item) that has been created, changed, and/or uploaded.
In this article, we will see how to use this property to send the document link to the user.
Using SharePoint Designer 2007, create a workflow on a Document Library and make sure it
will be triggered "When a new item is created".
In Actions, select "Send an Email". Define to whom the email should be sent
to in the "To" box. Provide a meaningful subject.
Now type "<a href=>View Document</a>". It is html code for creating a hyperlink. Now move cursor beside "href=".Click on "Add Lookup to Body".
A box will appear with source and field options. In source make sure "Current Item" is selected and in
the Field dropdown, choose "Encode Absolute URL".
Click "OK" and the email content should look something similar to the image below.
Click "OK" again and finish the workflow.
Now upload any content to the library and you will get an mail to the provided email address
in the "To" box.
Click on "View Document" in the email and the document will open with the provided credentials.
Use this property to send content links or content property page links too.
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