Hoping someone can help me or at least point me to something online or on YouTube that can help me with a rush issue. I’m taking over some duties and needed to build a workflow that does the following:
- Checks a calendar for a recurring weekly meeting
- Based on the recurring meeting name (Title?) sends out a notice 4 days before the next recurring meeting to an attendee reminding them it’s their turn to take notes at the upcoming meeting
- Sends that same attendee a notice the day after the meeting reminding them to submit their notes
- Progresses to the next attendee in a list (6 members) and repeats the reminder cycle in #2 for the next meeting
- After it goes through the list of attendees it starts again at the first person in the list
My experience in SharePoint 2010/2013 has been predominately BA for departments to determine their needs in SharePoint and helping them design their pages, branding, calendars, etc. I’m pretty new to the whole workflow tool and could really use some help. Thank you so much!
According to the manager, the date and time of the meeting won’t ever change. The only time she can get everyone together is on a Monday morning. The only thing I can ever see changing is attendees being added/removed.
Considering it’s first thing every Monday morning, I should pitch her an add-on that automatically orders donuts and coffee! 😉
And thanks for all your help and suggestions.
Not the date itself. Any change in the recurrence formula would require revising your workflow if you go the second route because the formula is done there instead of by SP with the Recurrence column. You could change the date/time for the entry using the item form, but you could not change from weekly recurrence to monthly without modifying the workflow, for instance.
Could you not have another field(hidden perhaps) and the last action the workflow does is an add days to that field? Â Then set the retention based off that field?
The only issue is that the workflow’s calculation would be fixed within it. You could not change recurrence from the item form.
By that do you mean that once it is set, any change of the meeting date/time of would have to be revised manually in the existing workflow? Some of what you’ve mentioned is a ways over my pay grade! My experience is limited.
Yes, that is certainly an alternate route. The retention policy could include a third stage workflow that calculates the next date and attendee and updates the list item. The only issue is that the workflow’s calculation would be fixed within it. You could not change recurrence from the item form.
