Friday, August 9, 2013

Disable default email for approval workflow in SharePoint 2010 designer

In this post we will discuss how to disable default email notification for approval workflow in SharePoint designer 2010. Also you can check out my previous posts on:

- E-Mail Event Receivers in SharePoint 2010

- Show SharePoint list data in repeating table in infopath 2010 using SharePoint object model

- Architectural changes in SharePoint 2013

Before reading this, check out this article on Reusable Approval workflow in SharePoint designer 2010. If you will create workflow like explained in this article then by default
SharePoint send notification to the workflow initiator when the task is created and when item is rejected like this.

To disable this emails, Open the SharePoint site using designer and then click on the workflows link from site objects and then select your workflow.

Then click on the Approval link as shown in the figure below:

This will open the customize page for overall task process. From this page click on "Change the behavior of the overall task process"  from the Customization link as shown in the fig below:

Now from the "When the Task Process Starts" select "then Email Workflow Context:Initiator" and select Delete Action as shown in the fig below:

This will delete the email which will disable sending email when workflow starts.

Similarly if you want to disable the email when approver reject the email then go to "When the Task Process Completes" and then go to the end "if Variable:IsItemDeleted equals Yes" and Delete the Else condition Email Workflow Context:Initiator as shown in the fig below: