Microsoft 365 : SharePoint Online – SharePoint 2013 workflow – resolving issue – sending email to members of SharePoint online group

Microsoft 365 - SharePoint designer 2013 workflow to send an email to SharePoint group
Microsoft 365 - SharePoint designer 2013 workflow to send an email to SharePoint group

Hi All,

GREETINGS FOR THE DAY 🙂 LIFE IS BEAUTIFUL 🙂

Today new issue and solution 🙂

Issue / Error : We have migrated our On-Premises SharePoint site to SharePoint online.

In migrated SharePoint online site, on one list when we create / edit item email should be triggered. Email should be sent to members of one SharePoint group

Workflow get completed successfully but email to SharePoint group is not sent

Details :

Since we have SharePoint workflow as it is in SharePoint online, for time being we kept as it is (migrating to Power Automate as next plan)

So we have simple workflow which just should send an email to group set in “Assigned To” field of list

List Schema : Here we are using sample list schema as

Columns :

  • Title
  • Task Description
  • Assigned To

SharePoint group – “Workflow Demo” :

Microsoft 365 - SharePoint Online
fig : Microsoft 365 – SharePoint Online – SharePoint group – “Workflow Demo”
Microsoft 365 - SharePoint online - SharePoint group - "Workflow Demo" - Members of the groups
fig : Microsoft 365 – SharePoint online – SharePoint group – “Workflow Demo” – Members of the groups

As in above figure we have an one item in list and SharePoint group – “Workflow Demo” as a value in “Assigned To” field

Microsoft 365 - List schema - Assigned To field having value - "Workflow Demo" SharePoint group
fig : Microsoft 365 – List schema – “Assigned To” field having value – “Workflow Demo” SharePoint group

Workflow :

We have simple workflow which sends and email to “Assigned To” field as

Microsoft 365 - Workflow - send an email to value of "Assigned To" field
fig : Microsoft 365 – Workflow – send an email to value of “Assigned To” field

Workflow is configured to trigger on “new item creation” and on “update item” as

Microsoft 365 - Workflow details - Send an email when "item is created" and "item is updated"
fig : Microsoft 365 – Workflow details – Send an email when “item is created” and “item is updated”

Here, Workflow has no issues , no errors, get saved successfully, published successfully.

When we create / update item in our SharePoint list, workflow get triggered successfully but email is not sent

Solution :

Everything looks ok. But when we were selecting look up field – “Assigned To” to send an email as

Microsoft 365 - Adding "Assigned To" field in "Define E-mail Message" dialog
fig : Microsoft 365 – Adding “Assigned To” field in “Define E-mail Message” dialog

Here in “To” field of Email, we are selecting the “Assigned To” field of current item from list

While selecting “Assigned To” field from list, please note that we were selecting value of “Return field as:” – “Email Address” and here we were doing mistake

Microsoft 365 - SharePoint designer 2013 workflow - Email - Selecting value in "To" field - "Assigned To" with return type - "Email Address"
fig : Microsoft 365 – SharePoint designer 2013 workflow – Email – Selecting value in “To” field – “Assigned To” with return type – “Email Address”

Actually, for SharePoint group we need to select value of “Return field as:” to “Login name” then only workflow resolve users and send appropriate email as

Microsoft 365 - SharePoint designer 2013 - Workflow to send an email to "Assigned To" field of list item - For SharePoint group - need to select value of "Return field as" to "Login Name"
fig: Microsoft 365 – SharePoint designer 2013 – Workflow to send an email to “Assigned To” field of list item – For SharePoint group – need to select value of “Return field as” to “Login Name”

I hope this small finding will help you and save the time 🙂

Thanks for reading 🙂 HAVE A GREAT TIME AHEAD 🙂

Prasham Sabadra

LIFE IS VERY BEAUTIFUL :) ENJOY THE WHOLE JOURNEY :) Founder of Knowledge Junction and live-beautiful-life.com, Author, Learner, Passionate Techie, avid reader. Certified Professional Workshop Facilitator / Public Speaker. Scrum Foundation Professional certificated. Motivational, Behavioral , Technical speaker. Speaks in various events including SharePoint Saturdays, Boot camps, Collages / Schools, local chapter. Can reach me for Microsoft 365, Azure, DevOps, SharePoint, Teams, Power Platform, JavaScript.

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