As a part of the series that I am blogging on the "How To's" of Document Workflow in SharePoint 2007 (MOSS), here's a tip on how to send an email from your workflow using SharePoint Designer. This is a long how to post, so my suggestion is to check out the recorded web cast first (see link below). It takes less time to show you how to do it than it does to write up the steps. After you've seen it done, the steps will be valuable to help you do it on your SharePoint site.
Here are the links to the existing blog entries and web cast recordings.
In the entry labeled (above link) "How to extract an email address from an email sent to your Document Library for Workflow." I gave a detailed explanation of how to extract an email address from a document stored in a document library. In this example, I will show how to use that email address (or a static email address) to send an email to a Person, Distribution Group, or dynamically based on the email address of the person who sent the document to the document library.
My scenario, in case you have not read the earlier entries, is a resume processing workflow, in which people can email their resumes to some company (email@example.com) and the workflow would run based on a new resume showing up in the document library. This workflow step could be modified to ask the user for an email address to send to "using the Initiation button" (not shown here) or it could be "hard-coded" to send the email (with the attached document link) to a person or Distribution Link.
This demonstration presumes that you have access to SharePoint Designer. If you do not, you can download an evaluation copy (see this article).
As a part of my resume processing scenario, I am sending an "Automated" email response to the applicant who sent their resume into our Job Site email address, using the email address attached to their resume in the document library and extracted and broken up into two parts (see my earlier article for why I broke the email up into two parts) .
Open SharePoint Designer to the site where the document library (associated with this workflow) exists. Use the "Open Site" menu from the File Menu and put in the URL of your SharePoint Team Site, or wherever you document library exists.
IS CHANGED TO....
Your screen should look like this:
My screen looks like this (assuming that you do not want to include the document link):
It took an over an hour to write this up with the screen shots and all, so now I am going to take a nap! :)
~ Robert Shelton