SharePoint User Group UK

Hi, i have a room booking site where a user can book a room from a calender view, and i have a list named "Room", which lists the details of each room.

In the list Room, i have a colomn called "Owner". this is efficively an Owner of a Room.

e.g. Room A has an Owner named "Joe Blog" etc..

However, in the calendar view a user can select which room they want to book.

I would like a workflow to be generated, so when a user selects a room from the calendar view, (i.e Room A)  i would like the Owner of Room A to be alerted. And if the user Wishes to book Room B, then only the Room B Owner would be alerted.

I have tried to do this workflow in SharePoint Designmer. I know it can work, but i dont no how.

I have attached the workflow to the calender view 

I set the workflow and action to "If Room = Room A" Then Send E-mail to......

How do i get the users from the List called Rooms into the send e-mail...

Because the workflow is attached to the calenedr List, i need to it pick up values from the Room List.

How do i do that.

Thanks.

 

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Vishan

When you set the 'Send an E-Mail' action you should be able to set the To field to 'Workflow Lookup', then you can configure the lookup to extract the Owner from the Rooms list.

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Andrew Carter
.Net & SharePoint

Hi thanks for your reply. i am aware that the solution to my problem has something to do with a workflow lookup.

However, as i stated in my first post, the workflow is attached to the claendar view. I would like the information to come from the List titled Room.  

When i go to Wrokflow lookup. it says

Source :Current Item -(which i dont want, because the current item is the calendar view, so i am able to change this to the item i want, which is Room).

Then it asks me to Select a Field from the Room List, so i select "Owner... Everything is fine upto this stage,

Then below i have to select a additional Field and Value... this is where i get stuck.... i dont know what values i have to put in there.

Do i have to create a Workflow Variable?

Please help..

Thank you very much,

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Vishan

You create a variable to store the Rooms Id and then use that in a lookup like below, but i you'd could just do what you have so far, by changing 'Current Item' to 'Workflow Lookup' then inputting something like

Source: Rooms
Field: Owner

Field: Rooms:Room
Value: Calender:Room

Think of it like a SQL statment, SELECT <field>Owner FROM Rooms WHERE <field>Room = <value>"Room A"  in this case the current room name. Sorry if this is a little vauge, i'm not near a Sharepoint instance to try this out fully, but if memory serves me it should work along those lines.

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Andrew Carter
.Net & SharePoint

Hello. Thank you once again for your reply.

Where you state

Field: Rooms:Room

Value: Calender:Room

I dont have those options in the Dropdown to select Room : Room.

When i click the Field dropdown i get several options ranging from

Room: GUID

Room:ID  along with all the other colomns i have in the list etc.. and more.

I can see you are on the right lines though.

 

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Vishan

No worries, you may not have Rooms:Room as i was just making up some names, you just need to us the field name from Room that you also have in Calender, they do not need to be the same name, they just need to have the same values to relate the two lists. You may be using Room:Title or Room:ID, hope this helps a little more

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Andrew Carter
.Net & SharePoint

Hi. the colomn in the Room list named Title is Room A

And the colom in the caleneder named Room is Room A

these two colomns have the same value... Yet the workflow does not work.

it comes up with the error

"The WF you defined is not guaranteed to return a single value. If more that one value is returned, only the first value wil lbe returned".

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Vishan

I assume you just mean the warning during the Workflow wizrd? if so you can ignore it as long as you Room names are unique you will only return a single value, just knocked this up on a VM and it seems to work ok form me (and i got the warning above)

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Andrew Carter
.Net & SharePoint

Hope4sun wrote:

I assume you just mean the warning during the Workflow wizrd? if so you can ignore it as long as you Room names are unique you will only return a single value, just knocked this up on a VM and it seems to work ok form me (and i got the warning above)

 

:( no hope for the wiked lol.. i ignored the error message.....still no hope.. tried the room id and calender id.. sill no hope.

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Vishan

Hi. Would it be possible if i could possible send u the stp file, and then you can  do the change for me.

I never have undestood the workflow lookup. thanks

 

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Vishan

Hi Andrew. Just wanted you to know that i have managed to get the workflow to work correcty.

Thank you very much for explaing how the Workflow lookup works.....

Is there a website where i can learn more about workflow lookups, and more about SharePoint Designer!.

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Vishan