In this post I’ll walk you through the process of sending an email that contains a link to the current item from a SharePoint Designer 2010 workflow. This is a process that has been published on many other forums and blogs, but many that I have seen are more complex than seems necessary.
Problem
A common request from SharePoint users is to get an email which contains a link to review/approve/edit the workflow item. SharePoint list items contain an automatic property for Url Path, but unfortunately that Url is not properly formatted to retrieve the item if you include it directly on the message body. I tried a few solutions suggested from other blogs or forums that took a substring of the Url Path property, concatenated the display form view Url, and mixed in some other strings. While I was able to get this working in some scenarios I still had issues in general.
Solution
My solution involved adding a hyperlink to the message body. This ended up being far easier than I had expected and fairly intuitive once I found the correct property to use. Follow these steps to see what I did.
First add a “Send an Email” action to your workflow. Edit the action to pull up the email configuration dialog. Click the “Add hyperlink” button seen below.
When prompted for the address of the link click the fx button to perform a lookup. Choose Workflow Context from the “data source” dropdown. Choose Current Item URL from the “field from source” dropdown. Click OK.
Your Edit Hyperlink dialog should now look something like this.
The end result will be a hyperlink added to your email pointing to the current workflow item. Note: this link points to the non-modal dialog display form (display form similar to what you had in 2007).
Conclusion
In this post I walked you through the steps to create a SharePoint Designer 2010 workflow with an email that contains a link to the current item. While there are many other options for accomplishing this out on the web I found this to be a more concise process and easy to understand. Hopefully you found this helpful as well. Feel free to leave any comments or feedback if you’ve found other ways that were helpful to you.
-Frog Out
Friday, February 18, 2011 1:30 PM