i have a document library in sharepoint server 2010. I have created a workflow in sharepoint designer 2010 to send an email to the creator of the file that has been uploaded but not checked out.

if Current Item:ID equals Current Item:Checked Out To

     Email Current Item:Created By

The problem is it is not sending any email until the document is checked-in.

Hi Utsav,

I can't understand the purpose of comparing ID with CheckedOutTo.

If I understand the task correctly, you have to do something like that:

if CurrentItem:CheckedOutTo is empty
    Email CurrentItem:CreatedBy

Also you have to set this workflow to start automatically on Adding/Updating Item.

Hope it helps.

Regards, Michael.

• Edited by MikhailSP Monday, April 22, 2013 1:10 PM

Hi MikhailSP,

When i upload the document, i click cancel in the second pop-up window without filling the properties of the document. So when any such document is uploaded, immediately an email is to be sent to the creator.

I have set this workflow to start automatically on Adding Item.

Regards,

Utsav

Hi Mikhil

  I am facing same problem, i want to send the mail to the creator when document is in checkout.

  is there any solution ??

Regards

Nirmal Raut

Hi Utsav,

I understand that you want to send email to the creator after you upload a document without fill the properties. Then inside your workflow, before you send email, you can set the condition to check whether the field is empty on the form that you can fill the properties. If they are all empty, then means you havent fill them, then add the send email action.

Whats more, which account you used for starting workflow, if its system account, then it wont start automatically, you should start the workflow manually.

Best Regards.

Hi Yaoyao Chen,

 I am trying to send mail through the system account as well as simple account(Contribute Permission) but mail didn't triggered.

i have found that mail will triggered only after the document is Chek IN but in the case of check out mail will not triggered. it shows the the Workflow in starting only. I setup the WF start automatically when item create, changed and start manually but it will not work. if you give

Regards

Nirmal Raut

      

Hi Chen

I can see the status of the workflow in Starting state. later when i edit the properties and check-in the document, it goes to in-process and completed state and sends the email to the creator. i want to prevent this and send the email when the document is uploaded but not filled with the properties.

I modified the workflow with:

if CurrentItem:CheckedOutTo is empty
    Email CurrentItem:CreatedBy

Please help out

Regards

Hi Utsav,

I understand that you dont want to trigger the workflow when user check out, modify and check in the documents. You would like to send the email when user upload the document and other properties on the document library editform.aspx page are empty, then you can set the workflow to start workflow automatically when an item is created. Then when modify the document, then workflow wont start automatically.

If CurrentItem: column1 is empty

and CurrentItem: column2 is empty

Email CurrentItem:Created By

Whats more, by default when you check out document the workflow wont start until you modify the document and check in.

Best Regards.

Thanks for the reply Chen

Well you are just implying opposite to what i want to do here. I want to notify the creator sending email that his document properties are not filled hence it will be in check-out state. So simply i want to send an email when a document is uploaded and the properties are left blank in the first hand. Thats it!!

But do you mean that i cannot start my workflow until i check-in the document?????

Please suggest..

Regards

Hi Utsav,

I can see the status of the workflow in Starting state. later when i edit the properties and check-in the document, it goes to in-process and completed state and sends the email to the creator

I mean the above is the by design behavior.

I understand that you want to send email when you upload a document, then the workflow you created is ok on my server.

Best Regards.

Thanks for the reply Chen

Yes I'm using the SharePoint designer..

So do you conclude that workflow cannot be started until the properties of the document is modified and checked-in????

Is there no solution for that to notify 1000 of employees by email that their document is not checked-in until they fill the properties???

Please Suggest

Regards

I am having this same issue. This happens if the library has versioning turned on. Any way to get this to work?

• Edited by Dennison Uy 29 minutes ago