Alerts are very useful feature if you want to be notified when something changes in SharePoint. This may be a particular file that you are responsible for or you might want to know when any file is added of deleted in a particular library or folder.
Alerts can be set in the browser but if you are working in Outlook or another Office application why would you want to have to find the the location in the browser in order to set these up. Within MacroView DMF and MacroView Message you set alerts without leaving these applications.
The Alert Me option is available to users with "Create Alerts" and "Edit Items" permissions and can be accessed in Browse and Favorites mode in Outlook and in DMF Explorer. Alerts can be set on documents, folders and document sets in file list and on folders, document sets and libraries in tree view.
Create an Alert
Right click on the library, folder, document set or file you want to monitor and select the Alert Me option.
You can then set the conditions for the alert.
On libraries, folders and document sets.
Or on files.
Enter the the Alert Title, which will default to the library title followed by the filename, and specify what type of changes you want to be notified about. You can then set whether or not you want the alert to be sent immediately or on a specific day.
Click Create Alert to set the alert.
When the configured event is triggered you will be send an email advising what change was made.
Note
- The Change Type option is only visible when Alert Me is invoked on a library, folder or document set.
- The last option in "Send Alerts for these Changes" is only available if location contains views with filters. All filtered views are listed in the dropdown.
- The "Someone else changes a document created by me" and "Someone else changes a document modified by me" options are disabled when "Items are deleted" is selected.
- Weekday and time displayed are in local time zone of the machine and not time zone of the site. Alerts in the browser show the alert time in the time zone of the site.
- User requires Edit access to create an Alert.
- Single files can only selected per Alert.
Manage your Alerts
If you want to see your existing alerts to edit or remove them you can access the your alerts page for the selected site by clicking Manage my Alerts which will open alerts page in the browser.
Notes
- All options in DMF behave the same way as an equivalent alert setup through the browser.
- It can take several minutes for an alert notification to reach your Inbox even if alert frequency is set to "Immediate". If you don't receive an alert but expect one, please setup the exact same alert using the browser and confirm that you receive the browser notification but not the one from DMF.
- The browser sends a notification once an alert has been setup, this does not happen when setting up an alert using DMF or Message.
- There are a few known issues with the SharePoint alert feature including folders with special characters. See Technical limitations in this article:
https://support.microsoft.com/en-us/office/manage-view-or-delete-sharepoint-alerts-99dfb19c-9a90-4a8c-aba1-aa8c8afb0de2#ID0EAAEAAA=Modern&ID0EBBJ=Modern - DMF Weekly Alert by default will display current time and day, but will default to Sunday 12:00(adjusting for region) if minutes are not zero.
Version Support
- SharePoint 2019, SharePoint Online and OneDrive for Business
- MacroView DMF and MacroView Message 8.9.173