Setting Conditional Alerts on a SharePoint List

The Problem

When adding an alert to a SharePoint list, there aren’t many options if you only want to receive an alert that meets certain conditions.

Alert-Options

The Workaround

One workaround is to create a custom view where you can choose from what columns to display, sort options, and most importantly, the filter conditions.

Add-a-Custom-View

This way, you can specify multiple conditions, and set the list to only alert you when an item is added to or modified on the custom view.

Add-an-Alert-to-View

Managing Alerts in Outlook

If you don’t like the alerts filling up your Outlook Inbox, you can create rules to move the alerts into a folder of your choice. Note that this will also disable the desktop mail alert.

Create-rules-to-manage-alerts1

If you still want to see the mail alert, you can modify the rule in Outlook by going to:

File -> Manage Rules & Alerts -> Double click on the rule you want to change -> Click on Next to go to the step that says “What do you want to do with the message” and tick the option “Display a Desktop alert” -> click Finish to save the change.

Now the alerts should be moved to the folder automatically, and you still get notified.