Creating an alert on Virtosoftware Guides & Docs

Options

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In the “Options” section, define when the alert will be sent. By defining conditions and times when alerts should be delivered, you can create a custom schedule for sending alerts. For instance, you can set alerts to be sent only when someone changes an item within working hours (9 a.m. to 6 p.m.).

First, decide whether you need to filter items before sending alerts.

Filter items

Choose “Use condition(s)” to create a custom condition for sending the alert.

Message view

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In the “Message view” section, you can adjust the alert’s appearance and specify its information.

First, define the email subject.

Email subject

You can add a tag or a field value to the alert subject that will reflect the change to the list. For example, if you need to show who added a vacation date to the subject, choose the “Modified By” field value. When the alert is sent, the name of the person who made the change will appear in place of the field value.

Recipients

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In the “Recipients” section, you define who will receive the alert. Choose users or groups for the “To” field and for the “CC” and “BCC” fields as needed.

Recipients

You will need administrator rights to send alerts to other users.

You can send alerts to users according to a specified field value. For example, to send alerts to users who have changed the list, click the add user icon to the right of the “To” field and select “Modified by.” This will send alerts to users who have modified the current list.

General

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In the “General” section, choose the SharePoint list you want to create an alert for. You may also choose a folder with documents.

Choose a list

Select a change type (i.e., trigger) for the alert.

Change type

Specify the title of the new alert. This will appear in your list of alerts.

By default, “Enabled” is ticked for a new alert, but you can disable and activate it later.

Alert title

Usually, only the administrator and the alert creator (or owner) can edit an alert. If an alert owner is no longer in your organization, only the administrator can access these alerts. You can change the alert owner to give any other user or group permission to edit alerts.