How to let workflow sending emails to all users on tasks list in sharepoint 2013

Annie 81 Reputation points
2021-04-12T19:53:23.86+00:00

I set up a simple workflow in SharePoint designer 2013 to schedule a day (Remind Date) sending an email to all users who listed on column 'Assign To' on a task list before due date.

"Stages 1

If Current Item: Remind Date equals 4/12/2021 12:00:00 AM 

Email *Current Item: Assign To*

Transaction to stage

Go to End of Workflow"

Seems workflow started, but neither users on column 'Assign To' received the email notification.

I said workflow seems started because workflow column on the list has been updated to 'Stage 1'

Can anyone help to troubleshooting this case why the users didn't received their emails?

Your assistance will be great appreciated.

SharePoint Development
SharePoint Development
SharePoint: A group of Microsoft Products and technologies used for sharing and managing content, knowledge, and applications.Development: The process of researching, productizing, and refining new or existing technologies.
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SharePoint Workflow
SharePoint Workflow
SharePoint: A group of Microsoft Products and technologies used for sharing and managing content, knowledge, and applications.Workflow: An orchestrated and repeatable pattern of business activity, enabling data transformation, service provision, and information retrieval.
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  1. JoyZ 18,056 Reputation points
    2021-04-13T06:02:21.927+00:00

    Hi @Annie ,

    Check as following:

    ①Please add the action "Log to history list" to check if the workflow runs successfully.

    87189-image.png

    If the email has been sent, the message we logged will show in the description.

    87105-image.png

    ②Make sure you have configured outgoing email at farm level(Central Administration> System settings> Configure outgoing email) and the web application level(Central Administration> Manage web applications>select the web application> General settings>Outgoing E-mail ), and the related exchange server works well.

    87157-image.png~~~~~87230-image.png

    ③We could also check the workflow status page to find if there are any error messages, like this:

    87272-image.png

    If an Answer is helpful, please click "Accept Answer" and upvote it.

    Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

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  1. Annie 81 Reputation points
    2021-04-17T01:17:30.617+00:00

    Hi @JulieWang-MSFT,

    Thank you very much for your assistance. My workflow now start to shot emails to responsible parties on the defined Reminder Date.

    However SharePoint seems has some weakness that it can't work as on what we demanded. For example, we received our external auditor request who asked for documents from us today 4/16. The deadline of submission of these documents will be next Friday 4/23. I plan to send two reminder emails on next Monday morning 4/19 and next Wednesday afternoon 4/21. I updated workflow to set Reminder Date equal to 4/19; I also changed task list 'Reminder Date' to 4/19. However on the 4/19, workflow will not automatically start unless I manually start at task item level one by one. We have about 50 tasks assigned to about ten people, so I have to make 50 manual-start to trigger the workflow. Is there efficient way to start workflow? I can't check 'start the workflow automatically when item is changed' because responsible parties will come to this task list to attach their documents and then check the status box to indict this task is completed. The reminder email can only be sent out once on reminder day. Thank you for your assistance.

    V/R,
    Annie

  2. Annie 81 Reputation points
    2021-04-26T18:14:03.457+00:00

    Thank you Julie for your information.

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