Author: Alan

Automating Email Notifications in SharePoint (Create & Test a Rule)

In this section, you’ll learn how to create a simple automation rule in SharePoint that sends an email whenever a new item is added to a list. This is especially useful for tracking new customers, support tickets, requests, or any important entries.

Instead of manually checking your list for updates, SharePoint can automatically notify you. 🚀

🔔 Why Use Automation Rules?

Automation rules in SharePoint help you:

• 📩 Receive instant email notifications
• ⏳ Reduce manual follow-ups
• 👀 Stay informed about important changes
• ⚙️ Turn rules on or off anytime
• 🛠 Manage rules easily from one place

In this example, we’ll set up a rule that sends an email whenever a new customer is added to a Customers list.

Video Explanation

🛠️ Create an Automation Rule (Item Created)

Automation rules are created directly from the list where you want the trigger to happen.

Step-by-Step Instructions

1. Open your SharePoint list (e.g., Customers).
2. At the top menu, click Automate.
3. Select Rules from the dropdown.
4. Click Create a rule.

You will see three rule options:

5. Choose Item Created.
6. Select who should receive the notification (e.g., yourself or another team member).
7. (Optional) Add a custom message.
8. Click Create.

✅ Your rule is now active.

You’ll see:

• A short description of the rule
• A toggle switch to turn it ON/OFF
• The ability to manage it later via Automate → Manage Rules

This gives you full control over your notifications.

🧪 Test the Automation Rule

Now that the rule is created, let’s confirm it works.

Add a New Item

1. Go to your list.
2. Click Add New Item.
3. Fill out all required fields.
4. Click Save.

The moment you save the new entry, SharePoint triggers the rule.

📬 Verify the Email Notification

1. Open your Outlook (or email client).
2. Check your inbox.

You should receive:

• A notification email
• Details about the newly created item
• A link to open the list item directly

🎉 If the email arrives, your automation is working perfectly.

🔄 Managing Your Rules Later

You can always:

• Edit the rule
• Disable it temporarily
• Delete it completely

To do this:

• Go to Automate → Manage Rules

This makes it easy to adjust automation as your workflow evolves.

✅ Quick Recap

• Automation rules help you stay updated automatically
• You can trigger notifications for created, modified, or deleted items
• Rules can be enabled, disabled, or edited anytime
• Testing confirms everything is working as expected

By using SharePoint automation rules, you make your lists smarter and your workflow more efficient. 🚀

Send Email Alerts When an Associate Is Assigned in SharePoint

In this section, you’ll learn how to automatically notify an employee when they are assigned to a customer in a SharePoint list. This is a practical real-world scenario where responsibility changes need to be communicated immediately.

Instead of manually informing associates when they are assigned to a customer, SharePoint can handle this automatically using built-in automation rules. 🚀

🎯 Why This Rule Is Useful

When working with a Customers list, you may have a column called Associate (Person or Group type).

If someone changes the associate assigned to a customer:

• 📩 The new associate needs to know immediately
• ⏳ You avoid delays in task ownership
• 🔄 Responsibility transitions smoothly
• 👀 No one misses important assignments

This rule ensures that whenever the Associate field changes, the new associate receives an automatic email notification.

Video Explanation

🛠️ Create a Rule for “Item Modified” (Associate Field Change)

To notify associates when they are assigned to a customer, we need to create a rule that triggers when the Associate column is modified.

Step-by-Step Instructions

1. Open your SharePoint list (e.g., Customers).
2. Click Automate in the top menu.
3. Select Rules.
4. Click Create a rule.
5. Choose Item Modified.

You will now configure the condition.

⚙️ Configure the Trigger Condition

After selecting Item Modified, you’ll be asked which column change should trigger the alert.

1. Select the Associate column from the dropdown.
2. Set the condition so that the rule triggers when:
   • The Associate value changes (to any new value).

💡 You do NOT need to specify a particular name.
The goal is to notify whoever becomes the new associate.

📩 Configure the Email Notification

Next, set up who should receive the notification.

• Choose to notify the Associate column value (the new assigned person).
• Add a custom message if desired.

Example custom message:

“You have been reassigned to this customer.”

This makes the email clearer and more professional.

Finally:

• Click Create.

✅ Your rule is now active.

🧪 Test the Rule

To confirm everything works:

1. Open a customer item.
2. Click Edit.
3. Change the Associate field to another user.
4. Click Save.

Now check the newly assigned associate’s email inbox.

📬 They should receive:

• An email notification
• The name of the customer
• Your custom message
• A link to the list item

If the email arrives, your automation is working perfectly.

🔍 What This Rule Achieves

✅ Quick Recap

• Use Item Modified rules for field change notifications
• Select the Associate column as the trigger
• Notify the new value (the new associate)
• Add a custom message for clarity
• Test by editing the list item

By using this automation, you ensure that team members are instantly informed when they are assigned new responsibilities — improving accountability and workflow efficiency. 🚀