SharePoint Alerts Usage on Virtosoftware Guides & Docs

Alerts managing

Sun, 27 Oct 2024 11:06:17 +0000

When the list of alerts subscriptions is too large to find a required item, you can use search filter by title or list name

You can enable/disable created alerts and reminders: tick the box opposite alert or reminder and click

“Enable” or “Disable” button.

The current status of an alert or reminder is displayed on the left side. If the status mark is highlighted green, this alert/reminder is enabled.

Options

Sun, 27 Oct 2024 11:06:11 +0000

You can create your own custom schedule to send SharePoint Alerts, that means you can define conditions for sending and a period when alerts should be delivered. For instance, you can receive an alert if someone changes an item only within working hours (8 AM to 5 PM). You can also define days of week to send alerts.

There you can also define an External host path.

External host path allows users to replace the host part of the site link, item link, and item URL, that can be inserted in e-mail alert messages. This feature is usually used to provide SharePoint users logged in from external local domain with a public host path to the SharePoint web server. For example, if you enter http://wssportal.yourcompany.com/, outside users will receive alerts with links on item but site links in their e-mail alerts will be changed from http://YourInternalServerName/ to http://wssportal.yourcompany.com/… and will be available for those outside of the network.

Field values change tracking

Sun, 27 Oct 2024 11:06:05 +0000

You can add to message some list field, which values will be sent in the created alert.

Click on the “Add field value” button in email body and choose required values for tracking in the created alert.

In the following example, we will track “Title” field changes.

Choose “Old” or “New” value type for tracking and select a list field for created alert.

Add some text, and the email body will look like follows:

Tags in links

Sun, 27 Oct 2024 11:05:58 +0000

Virto Alerts & Reminders Web part supports adding clickable elements to the message.

First, go to the SharePoint site page where you have added the Alerts web part and click “Add Alert“.

The “New alert” form appears. Adjust the alert as you usually do. Then find the “Message View” block next. This is where we’re going to add tags.

Now click the “Insert hyperlink” icon.

Message options

Sun, 27 Oct 2024 11:05:52 +0000

You may include links, pictures, or tables into the alert e-mail.

You can create tables in your alert and define the value of table border and columns width. Choose the count of columns and rows in your table.

Then define values for columns width and border in pixels.

Now, you have a table in your alert message. You can add or delete columns and rows with additional buttons.

Message Template Settings

Sun, 27 Oct 2024 11:05:44 +0000

Switch to the Message Viewtab.

There you can see default alert tags in message body, which you can change as well as any other information in a message.

Default tags are already displayed on message body. You can delete them and add your tags by clicking on tag icon.

Click “+” next to Header or Footer to open and customize these sections.

The “Body” section allows you to define a message view for recipients. The result of template adjustment may look this way:

Recipients Settings

Sun, 27 Oct 2024 11:05:37 +0000

Switch to Recipientstab. Here you can add a list of recipients who will receive this alert. By default, a user can send alerts to himself only (to “Me”).

Your must have an administrator permission or be a member of a group listed in web part’s settings to send alerts to other users.

Note: pay attention to the fields “From” and “ReplyTo”. The default address is

support@virtoway.com. Please change the default address to your company address.