Reply to Discussion: Send Email to Item Owner using Workflow

After a few Google Searches, I finally found how to Send an Email, using SharePoint 2010 Designer Workflow, to the Original Creator of a Discussion Item when someone posts a reply to the discussion item.

Here is the original URL I used for the instructions: http://answers.flyppdevportal.com/categories/sharepoint2010/sharepoint2010customization.aspx?ID=03d57a50-17d6-4013-bb58-b816d97f63ec

“I learned that discussions have two different content types, Discussion for a new topic posted and Message for a reply to that topic.

The ID for the original discussion (topic) post is the column “ID” on that item. But the reply messages store this same number in the “Parent Folder ID” column.

So, I created a workflow with one condition, that the content type is Message. When the condition is met (only by replies), I send an email with the To field populated by: “Workflow Lookup for a User”, with the data source as the Current List, the Field from source as Created by and the Return field as Email Address.

Under Find the List Item, the column is ID and the Value is Current Item:Parent Folder ID. Then fill in the body of the email with whatever data you need.”

SP2010WorkflowDiscussionReply

Note:  Condition – “Current Item Content Type equals Message  (You’ll have to type in the word “Message”)

For the Action, just follow the picture that shows the correct way of determining the Originator of the Discussion Item.

For the Body, you could add a direct URL to the Discussion List Item from the following Blog Page: http://geekswithblogs.net/bjackett/archive/2011/02/18/sharepoint-designer-2010-email-link-to-item.aspx

Ask if anything is unclear. Thanks for reading.

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8 thoughts on “Reply to Discussion: Send Email to Item Owner using Workflow

  1. Kristofer Wohlgang May 31, 2016 / 8:57 pm

    Thank you so much. If have been search for this thread for days!!! 🙂

    • Brett June 1, 2016 / 11:06 am

      Hi, glad it helped you. The 2nd part is to provide a link directly to that discussion item, which is optional.
      But just follow the screen-shots in the Blog Post to create a hyperlink to the discussion item. Fairly straight-forward. 🙂
      Good luck.

  2. Alex Chalyi December 25, 2015 / 3:21 am

    Thank you for a great arcticle and screenshot! It’s turned much easier than I supposed.
    But one thing I still can’t get. It’s regarding Body. Where did you take it from, in my list I can see only “Body was expanded”.
    I checked Blog Page that you mentioned but I haven’t found answer there. Could you please describe with more details this last piece of puzzle?

    • Brett December 25, 2015 / 8:05 pm

      Hi Alex, thanks for checking out my blog.
      I compiled this post a while ago now and don’t actually recall the exact details.
      You might have to try and debug and test it in your own time.

  3. Venkatesh R May 21, 2015 / 2:35 am

    Wonderful. Found exactly what am looking for.
    Thanks for sharing.

  4. Mark Dininio September 10, 2014 / 1:45 am

    Thank you, thank you, thank you!!! This is by far the easiest set of instructions on how to do this workflow I could find. Thanks for the screenshot. Works like a charm!

    • Brett September 10, 2014 / 10:53 am

      Thanks Mark, Happy that you were able to follow the instructions and apply it to your environment, great work.

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