How to Email the SharePoint Author When Status Changes to Done
Question details
The user wants to automatically send an email notification to the creator of a SharePoint list item whenever the item's status column is updated to 'Done'.
- Product
- Microsoft SharePoint
- Device & OS
- not provided
- Scenario
- Automating list item status notifications to keep original content creators informed of task completions.
- Observed behavior
- The user needs the system to trigger a notification email to the 'Author' exactly when the 'Status' property switches to 'Done'.
Ensure you have the necessary Edit or Owner permissions for the SharePoint list to create and manage automation rules.
Use SharePoint Built-in Automate Rules
This is the most straightforward method to trigger automated emails based on column changes without using code or complex workflows.
SharePoint provides lightweight, built-in automation rules directly within lists and libraries. This allows you to quickly set up email triggers based on specific column value changes.
Navigate to the specific SharePoint list where you want to track the status changes.
Click the three-dot menu (...) at the top of the list view, select 'Automate', navigate to 'Rules', and then click 'Create a rule'.
From the list of available templates, select 'Data in a column changes'. Choose the 'Status' column from the dropdown menu and set the condition to trigger when it becomes 'Done'.
In the recipient field, select the 'Author' (or 'Created By') column to ensure the email goes to the item's creator. Click 'Save' to activate your rule.
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Frequently Asked Questions
Can I customize the email template sent by the SharePoint rule?
No, SharePoint's built-in rules only offer a standard, basic notification template. To customize the email's subject line, body text, or add dynamic fields, you must use Microsoft Power Automate to create a custom flow.
Why did my SharePoint rule stop sending emails to a shared mailbox?
There is a known limitation where basic SharePoint rules occasionally fail to deliver messages to shared mailboxes. If you experience this issue, transitioning your automation to a Power Automate flow usually resolves the delivery problem.
Do I need administrator privileges to create an automation rule?
You do not need full SharePoint administrator privileges, but you must have at least 'Edit' permissions on the specific SharePoint list or library to create, modify, or delete automation rules.
