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!
Would it be easier just to start a workflow that doesn’t refer to an event on the recurring calendar but just says 6 days prior to a meeting send an email reminder to the next person in this list? Maybe it could just fire off a single instance of a meeting by title or maybe a unique Category ID (e.g., WKM01).
Using 2013 workflow, you could use Call Http Web Service action to make a REST call that uses a CAML query. CAML has the ability to expand the recurrence into dates when filtering. You would just need to get the first date greater than the current date (next occurrence.) Will need to use Add Time To Date action to add -4 days to that date.
You can do the notifications by using retention policy. First stage retention should be set to start a workflow when the date column above is +0 days that emails attendee. Second stage retention should be set to start a workflow when the date column above is +5 days (4 gets to day of meeting and 1 more is day after meeting) that emails attendee.
I was afraid of that. I can’t think of an OOTB solution that would accomplish this task and nothing I’ve found online that I can try myself seems to work for our needs. I was going to use a Team Workspace to handle everything associated with it but they aren’t supported in SP2013/2016 and we’re supposed to update to one or the other sometime next year. Thanks for the feedback, Paul!
So, recurring meetings don’t show up in the data as multiple events. It is one event with a Recurrence column that describes how often it repeats. Your workflow would need to construct the proper dates and filter down to the one in question. That’s a pretty complex task to perform in workflow.
