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sphillips
Nintex Newbie

How Do I Send Individual Email Notifications To A Column Based On Selections Made In Another Column From The Same SharePoint List?

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Greetings Nintex Community:

I am a Nintex Newb only having learned the essentials over the last couple of months and successfully creating straightforward test "Approval Request" type workflows in our development environment.

My team has requested that I create a slightly more complex workflow based on a fairly simple operation. I haven't seen this exact application covered in my training or web research, hence asking the community for some guidance.

Basic Steps For Workflow Operation:

  • We want to kick-off a workflow for our users' IT Request submissions.
  • When the user selects a specific category (actual business case is a category function like "Engineering" [listed in this post generically as "Things 1-15") the workflow sends an email to the user letting them know that their project had been submitted for review and defines what they should expect for next steps in the process.
  • At the same time, the form which kicks off the workflow notifies that category contact designee with the information from that form containing the details for the project that has been submitted.
  • There are other steps to define/refine in the process, but the main thing we want to know is:
    What is the best method (or practice) to send an email using Nintex Workflow to a specific person connected to a drop-down value from another column a SharePoint list?
  • Most recipients in this list are associated with more than one Category. This is not a SharePoint Group. It is a collection of emails for the contacts associated with the Category column. We do not need to display this column as we only need the value of Category to be assigned to the designee in Email to start the workflow communications cycle.

Column Structure for IT Request

This seems like it shouldn't be too difficult to do, and we've seen a few tutorials that were similar, but not easily emulated as the methods and scenarios were very different.

Is this just as simple as a Query List thing or might Query XML be the more logical route?

Much appreciation in advance,

Stephen Phillips
Digital Marketing & Web Development Guy learning Nintex

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cassymfreeman
Nintex Newbie

Re: How Do I Send Individual Email Notifications To A Column Based On Selections Made In Another Column From The Same SharePoint List?

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So you have a "configuration" list of your lookup values and against each value you have one or more email addresses?  How are they stored?  Single line of text field or something else?

Query list to get the associated contacts is how I would do it.

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sphillips
Nintex Newbie

Re: How Do I Send Individual Email Notifications To A Column Based On Selections Made In Another Column From The Same SharePoint List?

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Hello Cassy:

Each Category selection in my case has only one assigned value from the Email column. One of the examples cited in my post comes from these Community threads (How to send an email to an individual after querying a list and for each loop), but it's not apples-to-apples.

Should I just have these two unique columns in their own dedicated list and then pull those values into variables using a For Each somehow? Workflow can pull from whatever lists are in use on a site, correct? Not just those columns from the form which launches the associated workflow?

Thanks again!

Stephen

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cassymfreeman
Nintex Newbie

Re: How Do I Send Individual Email Notifications To A Column Based On Selections Made In Another Column From The Same SharePoint List?

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yes pull them in to your workflow using query list where thing in your main list = thing in your config list - return the email address into a variable and use that to send the notification?

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sphillips
Nintex Newbie

Re: How Do I Send Individual Email Notifications To A Column Based On Selections Made In Another Column From The Same SharePoint List?

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For those keeping score on this thread...
YAY! 

The end solution for this part of our workflow did not necessitate For Each variable looping, Query XML, or Collection actions as had been seen in the two most relevant examples we could find to try to decipher this riddle.

Ultimately, the answer was really just as simple as two Query Lists and a Send Notification.

Two Query Lists and a Send Notification

*THANK YOU Cassy Freeman for helping to get us on track!

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sphillips
Nintex Newbie

Re: How Do I Send Individual Email Notifications To A Column Based On Selections Made In Another Column From The Same SharePoint List?

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Thank you!

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aberserk
Nintex Newbie

Re: How Do I Send Individual Email Notifications To A Column Based On Selections Made In Another Column From The Same SharePoint List?

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could you kindly attach the Nintex workflow as an export for reference..my workflow sends me multiple notifications, about 10+ for each item addition..

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