Basic options for common users on Virtosoftware Guides & Docs

How to create a reminder?

Thu, 10 Oct 2024 11:45:11 +0000

Go to the page where the Virto Alerts & Reminder App is installed on your SharePoint site. If you do not know where to find it, ask your tenant admin for a direct link to the app. Then click the “Add Reminder” button.

Add Reminder

Step 1: General information#

Fill in the first part of the reminder form—general information.

Choose a list or document library from the drop-down menu. Ensure you know the exact name of the list or library for which you want to create a reminder. The drop-down menu will display all the lists and document libraries you can access. In this case, we would like to notify someone about upcoming vacations in the marketing team.

Choose a list

Specify the title. This is how your reminder will be displayed in your alerts list.

Title

The reminder owner is a user who can edit it. By default, you are the owner of the reminders you create.

How to create an alert?

Thu, 10 Oct 2024 11:45:01 +0000

Go to the page where the Virto Alerts & Reminder App is installed on your SharePoint site. If you do not know where to find it, ask your tenant admin for a direct link to the app. Then, click the “Add Alert” button.

Add alert

Step 1: General information#

Fill in the first part of the alert form—general information.

Choose a list or document library from the drop-down menu. Ensure you know the exact name of the list or library for which you want to create an alert. The drop-down menu will display all lists and document libraries you can access.

Choose a SharePoint list

Select a change type. You can create an alert for all changes made to the list or only about new, modified, or deleted items. For example, if you want to inform someone of new tasks in the “Sales & Marketing” list, choose “New items are added.”

Change type

Specify the title. This is how your alert will be displayed in the list of all alerts.

Alert title

The alert owner is the user who can edit the alert. By default, you are the owner of the alerts you create.

Answer these questions before you start

Thu, 10 Oct 2024 11:44:52 +0000

You already know the difference between alerts and reminders. So, before you start using the Virto Alerts & Reminder App, answer these questions:

What do I want to notify someone about? (About something that has happened or will happen)
Where is this data stored? (In a SharePoint list or document library)
Whom do I want to notify? (Who will be the recipients—group or users)
When do I want to inform them? (What time would be convenient for receiving the alert or notification)

Please note that alerts and reminders in SharePoint are always related to a list or document library because everything in SharePoint is based on lists or files. These are used as bricks to build the site for your work. So, even if you are using a calendar in SharePoint and need to notify someone about upcoming events, this calendar is just one of the views of a SharePoint list. You need to know the name of this list to use it in your alert or reminder.

What is a reminder?

Thu, 10 Oct 2024 11:44:45 +0000

A reminder is a message that informs people of upcoming events. In SharePoint, we also need reminders to notify users of upcoming changes. These changes are always related to a list or a document library. To receive notifications about them, use the Virto Alerts & Reminder App to create an automatic email reminder.

Example

You have a SharePoint list of team members with their personal information, which is the same list we used as an example for alerts. Tom Foster is responsible for preparing corporate presents for people’s birthdays. You would like Tom to be informed about each upcoming birthday one week before the date, so you use the Virto Alerts & Reminder App to create an automatic reminder.

What is an alert?

Thu, 10 Oct 2024 11:44:35 +0000

An alert is a message that informs people of something. In SharePoint, we also need alerts to notify users of changes. Such changes are always related to a list or document library. To receive notifications about them, use the Virto Alerts & Reminder App to create an automatic email alert.

Example

You have a SharePoint list of team members’ personal information (age, education, marital status, address, etc.). Users can edit their data directly in the list. You set up an alert to notify the HR manager when changes are made to the list. For instance, Rachel Evans got married and changed her name. The HR manager will receive an alert about that fact.

Introduction

Thu, 10 Oct 2024 11:44:29 +0000

If you are an advanced SharePoint user and feel confident building complex algorithms, you can skip straight to “Configuration and usage.“ In this case, the Virto Alerts & Reminder App will be your assistant.

Please use this guide if you do not want to use the app’s full functionality or find it too challenging and technical. You will soon see how easy it is to use the Virto Alerts & Reminder App.