Tracy van der Schyff

#Office365Challenge Today’s post will remind you how to create filtered alerts, but also show you how to be selective about when they will be notified.

Related Posts:

• Around the Office in 365 Days: Day 225 – Filtered Alerts on Document Types
• Around the Office in 365 Days: Day 6 – Filtered Alerts in SharePoint
• Around the Office in 365 Days: Day 5 – Creating Filtered Views in SharePoint
• The lighter side of Microsoft #19: Using metadata, filtered views and alerts in SharePoint as a ‘reporting tool’
• The lighter side of Microsoft #7: Filtered Views & Filtered Email Alerts
• Around the Office in 365 Days: Day 206 – Use SharePoint to track Stock Levels

In my example I have a reports library for projects. Management only wants to be notified if a project update is loaded with a “Red” Status. This is easily achieved by creating a filtered view and then a filtered alert:

1. Create column for RAG Status (Red, Amber, Green)
2. Create a filtered View which only shows items equal to Red Status
3. Create an alert for management based on the filtered “Red Status” view

Column:

Filtered View:

Filtered Alert:

Now as you know – when you setup an alert – it sends a notification – every time – based on the criteria. What if you want to decide when it sends the alert? How would you achieve this?

On my Reports library I’ve added a Yes/No (check box). I’ve set the default value to No. The column is called “Notify Team”. I need to write a filtered view that only shows documents when the “Notify Team” column is equal to “Yes”.

1. Create column for Notify Team
2. Create a filtered View which only shows items where this column is equal to “Yes”.
3. Create an alert for management based on the filtered “Notify Team” view

Column:

Filtered View:

Filtered Alert:

When you upload a report and tick the “Notify Team” it will send a notification to the people listed on your alert.

Voila!! Sometimes it’s the simple things that really add value right?

I know the appearance of Flow and PowerApps will change the way Office 365 tenants create solutions, but setting up filtered alerts stays a winner in my eyes. And of course, allows on-premises users to create these simple solutions.

Empowering People, one app at a time…

Overview of my challenge: As an absolute lover of all things Microsoft, I’ve decided to undertake the challenge, of writing a blog every single day, for the next 365 days. Crazy, I know. And I’ll try my best, but if I cannot find something good to say about Office 365 and the Tools it includes for 365 days, I’m changing my profession. So let’s write this epic tale of “Around the Office in 365 Days”. My ode to Microsoft Office 365.
Keep in mind that these tips and tricks do not only apply to Office 365 – but where applicable, to the overall Microsoft Office Suite and SharePoint.