In custom task process in SharePoint workflow designer, it is possible to send the notification email of task assignments to users. The problem is you cannot customize the content of this notification email for each stage of your workflow and it sends a general formatted email notification to all parties in every stage of the workflow.
Figure 1 – default task notification
In this post I want to introduce a technique for you to send customized notification email in your custom task process workflow for each stage of your workflow. It is always a good idea to customize the content of the email you want to send as a notification to your users, so you will have a better user experience.
In a series of posts, I am describing the different features of Custom Task Process in Microsoft SharePoint designer. You can see a list of link to all posts here.
It is better you first create the simple working example of Custom Task Process in SharePoint designer and then you can check other posts that you are interested in.
First of all, you have to track in which stage your workflow is. To track the stage of your Custom Task Process workflow in SharePoint designer, I introduce a technique in this post. Please read that post first in order to get yourself familiar with the technique. The basic idea is to create a local workflow variable in SharePoint workflow designer and change the value of the local variable after each stage.
We use Microsoft SharePoint designer 2013 and SharePoint online to develop this post. Also we use the SharePoint 2010 workflow engine in order to develop custom task process workflow in SharePoint workflow designer.
In order to create a customized email notification for each stage of your workflow you have to do these steps.
First, go to the custom task process configuration page and select the change the behavior of a single task link.
Figure 2 – custom task process configuration page
Then you have to go to the When a Task is Pending section.
Figure 3 – when a task is pending
As you can see there is a send email notification action available, but we don’t want to use the default custom task process notification email.
Figure 4 – default task notification email action
Place criteria to check the stage of the task here.
Figure 5 – check the stage
Place a “Send an Email” action inside your criteria
Figure 6 – send an email notification action
Then you can customize the content, title and receiver of the email.
Figure 7 – customize the notification email.
For example you can have different email title, description and recipients for each stage of your workflow.
This is how you can have a customize email notification for every stage of your workflow.