I have the following 3 separate lists:
1). District Email (external list) – there are several email addresses and employees for each District #
District #, Emp Email, Employee Name
2). Mail Processor (email enabled list)
Name (App Id), email subject
3). District Values (external list)
District #, App Id
I have created a workflow, that will fire an email to the email addresses in the District Email list when an item is added to the Mail Processor list. Using SharePoint designer, I have selected the action to send an email to; District:emp email using a workflow lookup. I have selected to send an email to the Emp Email address in the District Email list, where District # is equal to District #, in the District Values list, and App Id, is equal to the Name (App Id) column in the Mail Processor list. When I create this lookup I receive a warning that the lookup is not guaranteed to return a single value. I am receiving this error because there is a 1:many relationship between District Values and District email.
Any suggestions as to how to send an email to every email listed on the District email list?
The warning is there as a default to alert you that if you do not have a specific relationship built it will default and use the first item in the list. If you have a key field (in your case District number), it will use that. The problem then builds that if you have more than one district, how does the workflow know which person to send it to?
I would potentially look at setting up the same list but use an exchange distribution group setup for each district. This way it would be a one to one match for district number and district members.
Another thought would be to redo your relationship or redefine your key to get a higher grouping for the emails needing to be sent out. How? You could create district views and then setup alerts on the views. This is a little more cumbersome, but would allow you to setup views for the people to subscribe to. In doing this, you don’t overburden them with emails, and they get the options of setting up immediate or summary alerts. If you wanted to default to weekly summaries, administrating their email address here is a lot easier than in a workflow.
Let me know if that helps.
