Create Alerts Based On Announcement Categories
Here’s how to use a single announcements list, categorize the announcements by department, and allow alerts to be created per category. This list can also be set up to display only the announcements of the logged in user’s specific department.
- In your announcements list, create a new column called “Department”, as a text box, choice list, or even a lookup to a separate list of departments.
- In the list, create a new, filtered view for each different department, like this:
Click the View drop-down box at the top right of the announcements list, and choose “Create View”, choose Standard View.
In the Filter section, choose to filter by Department is equal to department name.
Do a new view for each department.
- Now that the filtered views exist, alerts can be set up based on them.
Try it out. On the announcements list, click <Actions> and choose <Alert me>. You’ll notice that in the “Send Alerts for These Changes” section, there’s a new option that lets you choose to be alerted on items that exist in a particular view.
In this case, it’s a particular department’s announcements. Also, as an administrator, since you have the ability to set up alerts for other people, you can create a new alert based on new items created in the view for each department, and have that alert sent to members of a departmental group in Active Directory.
Here’s a bonus:
In MOSS Enterprise, set up the announcements web part to display only those of the logged in user’s specific department:
- On the announcements web part, edit the properties of the web part. Edit the current view, and add the Department column to the view.
- Add the “Current User Filter” web part to the same page. In the web part toolpane, in the “Select value to provide” section, select the dropdown box called SharePoint profile value for current user, and select the field, “Department”. Click OK in the web part toolpane.
- Create a web part connection between the Current User Filter and the Announcements web part’s Department field.
Now, the announcements web part will only display the current user’s departmental announcements.
Note: If your announcements web part were a Data View Web Part, step 1 above could be skipped. In other words, when it’s a DVWP that is the consumer web part, the connected field is not required to be displayed as a column in the web part.
Tomorrow we'll look at modifying the default "Current View" of the announcements Web Parts.