Hello, I want to know if it is possible to enable monthly task summary even if there is no changes on that particular task, solution can be via powershell/workflow/sharepoint.
Idea is that my supervisor wants to have monthly summary of all incomplete tasks and tasks created in current month.
They would love to receive mail from sharepoint with summary of all those tasks, in which they could see all the info like they see in regular summary when something changes in task.
Please give me some idea or if solution if anyone has done something like this before.
Another option is to use retention policy. Make a “dummy” list that has 1 item with 1 date column. Set a retention policy on that item to run a workflow at the date column + 1 month.Â
In your workflow, you will use Call HTTP Web Service action to gather up all of the items that are incomplete. You will loop on that dictionary and build a string from its items to use in your email. After sending the email, you will set the date column in the “dummy” list to today’s date.
You can manually run the workflow the first time to send out an initial summary as well as set the date up for next month.
Here is what I get on another forum: http://sharepoint.stackexchange.com/questions/148856/sharepoint-2013-monthly-task-summary
I can suggest you two ways to do that
- Using SharePoint Timer Job which runs monthly
You can create a custom timer job which will iterate through all the the sites and then tasks list within a webapp. Then for each tasklist you can find the newly created and unfinished tasks format them in a presentable way and then use SpUtility.SendMail() to send the mail.
- Using PowerShell and task scheduler
Basically you do the same task in powershell and then schedule the script to run monthly.
- Workflow options are also available but you’ll need to attach those workflows with every task list and that’s in my opinion is not that much scalable.
The search content roll-up webpart sounds like the way to go. Â It will allow you to aggregate all tasks across the site collection or farm/tenant if desired. Â Rather than list all the steps, here is a blog post on how to:
http://www.surfray.com/blog/2013/06/12/aggregate-your-open-tasks-with-sharepoint-2013/
Only downside is I havent seen a solution automatically email results of the search since its evaluated when visiting a page but perhaps a weekly “Check tasks” email with a link to the page would suffice?
Sorry, I’ve forgot to mention that they use exchange 2010 and we didn’t enabled them sync to outlook feature because users can see task which aren’t assigne or created by them.
So solution with outlook isn’t acceptable, but thanx anyway. If some other solution is possible that would be great.
They are using one main site with one task list, and couple of subsites. Each of subsites has it’s own task list.
Nice problem. I’m sure others will have better ideas than these. So just for starters:
Lets assume there is one task list and the options:
1. Manager can view and filter list in Outlook
2. Create task for manager as a reminder. The OOB is not a repeating task, but could create several.
3. reminder in manager calendar
4. create views on task list and present on separate page, include link in ca;endar or task assignment for manager
If there are several task lists or lists spread across different team sites or site collections consider using search content roll up web parts presented on a page for manager and/or users. I have not tried this idea out but should be possible to create based on task lists using the standard columns for status, due date.
Mike B
