Add link to approval task in notification email


One of the annoying things in Sharepoint 2010 is related to the workflows, if you are using Outlook 64 bits (or Word 64 bits) and try to use the “Open this Task” button in the email message (ribbon) this will not work, why? Known Issue!!!
Is there a fix? I have not found one that didn’t included editing registry entries . . .

So we can provide a workarround and include a link to the task in the email body. This is quite simple to do and it calm down your users. How can we do this?

1 – Open the Sharepoint Designer 2010
2 – Open the desired workflow
3 – Edit the Workflow
4 – Usually the notifications are in the “Change the behavior of a single task” option.
5 – choose the action related to sending emails:
a – Email task notification to . . .
b – Email …
6 – Edit the email body to include a text like: “You can also open the task using this link” or something lik this :)
6 – insert an Hyperlink using the option next to the font options with the symbol of the Hyperlink.
7 – Edit Hyperlink
a – Text to display – write the text you want to show the users.
b – Address – choose the fx button and select the following options:
b1 – Data Source: Current Task: . . . .
b2 – Field from source: Form_URN

That’s it you can now test and check that the notification email sends this link to the users.

NOTE: You must perform this action to all notificatio on emails that apply in the workflow.

Computer developer/consultant from Portugal. You can find me at ricardo.magalhaes@gmail.com

Tagged with: , , , ,
Posted in Sharepoint, Sharepoint 2010
70 comments on “Add link to approval task in notification email
  1. [...] Add link to approval task in notification email [...]

  2. Tony says:

    Very nice post)

  3. blackpsyco says:

    I’m using sharepoint 2007, develop a form library. the form needs an approval after it’s created.
    one form has more than one approver, its working sequentially on workflow. every approver will get a notification email.

    I’m wandering if it is possible to put the approval button on email body?
    so the approver could response directly on his/her email without open the form on browser.
    or is there any other solutions that can help me to deliver this problem of mine?
    need your help! or my boss will kill me!

  4. Josef says:

    Thanks Ricardo, exactly what I was wrestling with.

  5. Its a very good article

  6. shajna says:

    thanks a tonnn jus the thing i needed .. wonderful article.. thank u soo much

  7. Tom says:

    Thanks. I have been looking high and low for a solution to this problem since some of my users are on a previous version of office where the open task button is not availabe. Your solution works great if your task action is an approval, feedback or custom task process where the task notification email is easily available as you point out. However, where can the notification email be accessed if you are using a workflow action such as “Collect data from user”. This action assigns a task to the user and a task notification email gets sent to collect the information. I cannot find a way to edit this email. Do you have any idea where it can be accessed so it can also be customized by adding a link to the task?

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