InfoPath Dev

I am trying to create a workflow that will send an email to the address that is located within the form.  The form I have created is a kind of help desk form and one of the fields in there is the email address of the person who the ticket is getting assigned to.  I can not figure out a way to populate that fields entry into the 'To:' field of who to send the email to.  This form could go out to too many people that I dont want to do the if field is 'x', send an email to 'x'.  And have it literally spelled out.  I want it to grab the information already in the form, and send the email to that entry.  I am working with InfoPath 2010, but MOSS 2007.

 

Thank you for your help in advance!

Denise Erickson

When you say workflow - you mean SharePoint workflow, right? Is the "To" field a promoted property in your form library?

Or are you saying you aren't sure how add the form logic to figure out who the form should be sent to? What does the user enter? A user name? Or a full name? What about a contact selector control? Then you'd have the user name of the person the email should go to....

I am using a SharePoint Designer Workflow.  For a condition, I put if the email field is not empty, Action - send an email ....  When you click the link to define the email message, I am talking about the very first field that should contain the email address you are sending the email to.  I tried clicking the link to 'Add Lookup to Body' and place that formula in that first field.  The workflows completes, but I dont get an email and the error says The e-mail message cannot be sent.  Make sure the outgoing e-mail settings for the server are configured correctly.  I have other workflows that emails work, however, those are ones that go to specific people that I have a specific email entered in that first field.

I put a text field that contains the email address in the form.  I wanted to do a contact selector control, but that control doesnt seem to be working for everyone.  It works for me, however, when I have other users try to enter a user name, it does not resolve the user name with the AD name like I want it to.  Also, I dont know how to pull the email address from there anyway...

 If you can help me get the contact selector control to work, that would be great!  The only difference I see between it working for me and not others is that I am on Windows 7 and Office 2010, and they are still on Windows XP and Office 2007.  Maybe that has nothing to do with it, but the names resolve when I enter a user name and they do not when others not in my department try.  I had another user try who also has Windows 7 and Office 2010 and it worked for her as well.

 

The contact selection in 2007 and person/group picker in 2010 are almost the same control, but the latter has new and improved behavior.  If you solution needs to work on 2007, then the contact selector is probably your best bet.

Here is an article about using the person/group picker: http://blogs.msdn.com/b/infopath/archive/2010/04/08/improvements-to-the-person-group-picker-in-infopath-2010.aspx

Here is an article about using the contact selector: http://blogs.msdn.com/b/infopath/archive/2007/02/28/using-the-contact-selector-control.aspx

So, I can get this person/group picker to work on my computer (which is Windows 7 and Office 2010), but we dont have windows 7 and office 2010 rolled out to the rest of our organization yet.  Even with this working on my computer, how do I get the email functionality to work?  As an alternative, until I get the people picker to work, I have a text field with the email address in it.  How do I get Sharepoint designer to grab that information and send an email to that person?  That is the million dollar question.  :)

I'm attaching a screenshot from SharePoint Designer 2010 - I'm sorry, but I don't currently have 2007 installed.

When I select the address book for my "To", one option is "Workflow Lookup for a User". I select "Current Item", then the promoted property (form field that has been promoted to my library) that has the email address. Does ShP Designer for 2007 not have similar capabilities?

Hi Hilary,

  I have an issue similar to what you're discussing that I'm hoping you can give me some guidance.  If I choose "People and Groups from Sharepoint site" and specify a specific person to email to, the email sends with no issue.  If I choose a "Workflow Lookup for a User" and I select an email field that I specify the person to email with the format of domain\username, the emails does not send.  Any suggestion on what the issue might be?

Did you ever recieve an answer to this question?  I have the same issue.  I have users with Primary and Secondary email addresses, and need to send the notifications to both. I have a contacts list that has the SharePoint user name, primary email and secondary email.  I can send an email to the SharePoitn username, but not to the email addresses in the contact list.

I have the same issue, when I try to send an email to the member of staff that the task is assigned to. I am using SP Designer 2013 Did you find any solution ?

Never found a good solution.  Wound up finding a .net developer in my company who put together custom code.  It meant my whole workflow had to be coded, he could not create a function to email secondary.  Now slight changes to the list require getting a developer back, and giong through 3 boards of approval to field the change. Also, I have more than one workflow that requires this functionality, so changes need to happen to one of the 5 almost weekly.

I don't have a connection to a domain at the moment so I'm flying dry and will post more info/screenshots tomorrow (if necessary).

Generally, whenever I have used the 'workflow lookup for user' functionality, I have always intentionally used the 'Display Name' of the person I wanted to send the email address to (extracted from the person picker, or typed into a text field) sharepoint/exchange will find the correct primary email address for that person, except when I have a specific requirement not to (yes the odd occasion where I have to send to a specific email address).  You have to ensure that your email addresses are formatted as if they were typed into Outlook, ie [email protected]; [email protected] <<<<<notice the '; ' (semicolon space) between the email addresses!

That being said there's the option to 'Return field as' in the 'workflow lookup for user' functionality selection dialog box that allows you to specify what field information to be used to determine the email address from a people picker field, this may have the secondary email address in it (cant remember without looking), if it doesn't then my next sentence is valid.

If you wanted to send to the primary and secondary email addresses, off the top of my head you may have to use getuserinfo web services to return the secondary email address and build up the email address string to promote to sharepoint so that it could be used in the 'workflow lookup for user' function.

I'll attempt to update this thread with more info when I get into the office tomorrow if anyone wants me to?

A little late but I stumbled across this looking for something else. SP Designer Workflow will only send an email to something that has explicit permission on the item. It isn't sending the email because the 'assigned to' person doesn't have explicit permissions on that item. It doesn't matter that they are in the overarching group that has permission, that specific person doesn't have specific permission. The only way to combat is, within the workflow, create an impersonation step and add item permission. Add 'assigned to' as at least read (it doesn't matter since that person is likely in the overarching group anyway. Alternatively you can completely replace permissions and put the higher-level group as 'read' and this assigned to person as 'contribute' this way nobody but that person assigned can update the item). Then once that is done you can send am email to the 'assigned to' field. I deal with this all the time. I have workflows that trigger emails to specific permission groups based on information within the item (ie which org is chosen). That gets crazy but the theme is the same, an email won't get fired off unless that group or person has explicit permission on the item. Hope this late reply helps. -KCW