This new feature enables an automated set of actions to be performed when a yes/no column is checked or unchecked in any SharePoint Flex list.
Although this feature could be used for other purposes it was developed to automate the steps involved when a Contact has unsubscribed from an email mailing. By adding an Unsubscribed Date field and then filling in the date the Communications list of selections will be cleared out.
The image below shows the underlying logic of this feature which may assist in using the feature for other business purposes.
Configuring
Follow these instructions to set this feature up to automate the process of supporting a Contact’s Unsubscribe request by clearing out their Communications field selections.
From the Contacts list add the following two Columns:
- “Unsubscribed” is the Source Column and must be a Yes/No field type.
- “Unsubscribed Date” is the Target Column which be automatically filled with a value
Next add the following Advanced Flex Setting.
Setting Name: [Listname]CheckedValues
Setting Value: Source Column = State |Action(s) separated by commas
The two states (ie. Subscribed and Unsubscribed either #checked# or #unchecked#) have their associated actions.
The actions for this feature are listed below. Each action differs in the type of field specified in the Target column. The table below explains the available actions that can be performed based on its column type.
#today##blank##sendemail#
| Target Column Types | #today# |
#blank# |
#sendemail Person Field# |
| Date & Time | X | X | |
| Person / Group | X | ||
| Single Text | X | ||
| Multi-Choice Field | X |
The first line in this Setting Value example reads as follows:
When the “Unsubscribed” column field equals to checked, set the “Unsubscribed Date” column to today’s date and then send an email to the user set on the item as the “Account Manager”.
Meanwhile, the second line in this Setting Value example reads as follows:
When the “Unsubscribed” checkbox column is unchecked, set the “Unsubscribed Date” field to blank, send an email to the user set as the “Account Manager” and set the Communications field selections to blank.
Notes:
- It is not required to have a value row for the Yes and the No functions. It may be that the required automation should only take place when the default value is switched. In this case, that would be when the user unsubscribes. In which case, enter only the value which has “unchecked”.
- The actions to be done by this feature can be instantly seen on the screen once a user checks or unchecks the Checkbox source column as the feature is client-side.
- If text columns are used they must be SINGLE-LINE only.
- The email address of the person field is taken from the SharePoint User Profile
- If the user specified in the
#sendemail#function does not have an email address, an empty Outlook “New Email” page will still be displayed. - The email address for the user is determined before the page is rendered. For example, if “Bob” is the Account Manager, but you change it to “John” and do not save first, then clicking the target column will still use Bob’s email address.
#sendemail#will only work for existing (editing) items, not new items. This action will be ignored for new items.