Chapter 10. Alerts and Notifications

Alerts and notifications are important tools for automatically keeping track of information stored in lists and libraries, as discussed in Chapter 4, List Management. They also keep you in touch with workflow processes (Chapter 6, Workflows Fundamentals), whether you need to manage the workflow or are being requested to complete tasks assigned in the workflow.

In this chapter, you will learn how alerts work and how they send notifications with links to actions you can take.

We will discuss how to set up these alerts and the selections you can make to define how an alert will operate. We will show how to manage alerts; that is, how to modify, delete, and add new alerts.

We will describe the notifications you receive as e-mail messages about what has changed, and the actions you can take based on the changes.

What is an alert?

Alerts notify you automatically when things change in SharePoint. When someone adds to, edits, or deletes a document from a library, for example, you can automatically receive a notification that the change has taken place. Alerts save you from having to continually go back to your libraries and lists to check for changes.

You can set up your alerts with several options. For example, you can choose to have the alert sent as soon as the change takes place, or have a summary of all changes in a day or at the end of a week.

You can also filter alerts by choosing only to be notified of deletions, or only edits, or only new documents.

You can set alerts for:

  • Lists
  • Libraries
  • Documents
  • List items
  • Pages
  • Task lists
  • Calendars
  • Searches
  • Discussions
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