Introduction

Instructions

What You Can Do with Alerts

Ultimate Forms: Alerts are far more powerful than standard SharePoint alerts.

You can:

• Send email notifications based on specific conditions
• Trigger alerts when an item is created, modified, or deleted
• Use custom message formatting, including column values and links
• Set up multiple alerts per list
• Control who receives alerts based on columns or rules
• Include attachments, item links, and more in messages
• Define timer-based alerts using date columns

When to Use Alerts

Use alerts to:

• Notify team members of new assignments or tasks
• Send confirmations to users who submit a form
• Alert managers when status columns change (e.g., from "Open" to "Completed")
• Remind users of deadlines or overdue items
• Provide real-time updates during multi-stage workflows

Alerts are designed to work seamlessly with other Ultimate Forms components, such as actions, dynamic rules, and form buttons.

How Alerts Work

Alerts are created using the Alerts tool found under Business Logic in the Ultimate Forms interface.

You define:

• What to send (on create, modify, delete, or via timer)
• When to send (immediately, daily, weekly, monthly, quarterly)
• To whom to send (users, email columns, groups)
• Conditions that must be met
• Subject and body of the email
• Additional features, like including attachments or including updated columns

Tip: You can include any column from the item directly in the message using [Column] tokens like [Title], [Category], or [Due Date].

Real Example: Task Assignment Alert

Let’s say you manage a task list and want to notify the person assigned when a new task is created:

1. Add a column: Assigned To (Person or Group)
2. Open the Alerts module in Ultimate Forms
3. Create a new alert: Task Assigned
4. Set the trigger to: Item is created
5. Under Recipients, select the Assigned To column
6. Customize the message to say:
• Subject: New Task: [Title]
• Body: You have been assigned a new task: [Title]. Please review it here: [Display Form Link]
7. Save the alert and test!