These steps explain how to use these list templates to create an email-enabled list. If you are working with a different type of list or a custom list, the appendix of the Capabilities Guide includes procedures entitled “How To: Email-Enable a List or Library.” The Capabilities Guide is included in the zip file downloaded from CorasWorks, and it is also available in the Support section of CorasWorks Central.
(If you do not have an ID and password for CorasWorks Central, please contact our Support team at support@corasworks.net.)
1. Go to the site where you want to create the list.
2. Expand the Lists section of the Workplace View Advanced and select Create List. The Create Page is displayed, with the lists and library templates you can use.
3. Select Lists from the menu on the left side of the page, and then select the name of the appropriate template.
4. Type a name for your new list in the Name field.
5. Provide a description that makes it clear that this list is email-enabled and then click Create. The list is created in your SharePoint site and will be displayed on your screen.
You have added an email-enabled list to your SharePoint site that is ready for use.
NOTE: You can also email-enable your own lists and libraries; you do not have to rely solely on the email-enabled list templates provided by CorasWorks. Detailed procedures to email-enable a list are provided in the Appendix of the CorasWorks Workplace Suite Capabilities Guide, which is included in the Workplace Suite download and also available in the Support area of CorasWorks Central.
This section explains how to send an email by creating an item and notifying someone about it.
1. Access the list and click New Item. Fill out the fields as usual and note the following email-related fields:
• Send Email: A Yes or No choice
• Message: The body of the message to be sent to the person to whom you assign the task
• Assigned To: Who the task is assigned to (and the email will be sent to)
• To use a cross-site group, the site must be set up with unique permissions and the cross-site group must be given rights to that site.
• CC: The person to be copied on the email
• History: Will contain the audit trail information, empty for now
• This field is NOT supported for document or picture libraries because SharePoint limits a multi-line field in libraries to 254 characters.
2. Select Yes from the Send Email field, if it is not already selected.
3. Type the content you want to include in the email in the Message field.
4. Select the Assigned To and the person to CC.
5. Click Save and Close. A pop-up box is displayed briefly, stating “Checking Email,” and then you are returned to the task list.
NOTE: If you do not see the pop-up box, it may be blocked by your browser settings. You can modify these settings via the browser’s Tools menu.
Audit logging is turned on by default, so you will see that an entry has been made in the History field of the task. The entry will state the person and date and time that it was modified. You can modify this to add any fields to include the message. (See Web Part Properties.)