How to create a SharePoint State Machine Workflow: Part 6 - Add task notification emails

Here in Part 6, we'll add email notification events so when a task is assigned, approved, or rejected, the appropriate emails are sent to the proper people. This part assumes you have completed part 4.

1. go back to the design surface and double-click PeerReviewerApprovalInitialization to drill down into it

2. drag and drop a SendEmail activity below hlogPeerReviewerApprovalTaskCreated
    and set the following properties:
    a. Name: sendPeerReviewerApprovalTaskEmail
    b. Body: click the ellipses, click the "Bind to a new member" tab,
             remove the 1 from the end of the "New member name" and click OK
    c. CC: click the ellipses, click the "Bind to a new member" tab,
           remove the 1 from the end of the "New member name" and click OK
    d. CorrelationToken: choose workflowToken from dropdownlist
    e. Subject: click the ellipses, click the "Bind to a new member" tab,
                remove the 1 from the end of the "New member name" and click OK
    f. To: click the ellipses, click the "Bind to a new member" tab,
           remove the 1 from the end of the "New member name" and click OK
    g. MethodInvoking: type PeerReviewerApprovalTaskEmail and hit enter
    h. You will be taken to the code stub for PeerReviewerApprovalTaskEmail. Copy and paste the following code:

        'get PeerReviewer's email address
        Dim PeerReviewerObject As SPUser = GetUserObject(PeerReviewer)
        Dim PeerReviewerEmail = PeerReviewerObject.Email

        'get CC's email address
        Dim CCObject As SPUser = GetUserObject(CC)
        Dim CCEmail = CCObject.Email


        sendPeerReviewerApprovalTaskEmail_To = PeerReviewerEmail
        sendPeerReviewerApprovalTaskEmail_CC = CCEmail
        sendPeerReviewerApprovalTaskEmail_Subject = "Approval of " & workflowProperties.Item.File.Name & " has been assigned to you."
        sendPeerReviewerApprovalTaskEmail_Body = "<span style='font-family: arial; font-size: medium'>" & _
                                                 "Task assigned by " & workflowProperties.OriginatorUser.Name & " on " & DateTime.Now & _
                                                 "</span>" & _
                                                 "<br>" & _
                                                 "<span style='font-family: arial; font-size: x-small'>" & _
                                                 "Due by " & DateTime.Today & _
                                                 "<br><br>" & _
                                                 "Instructions: <br>" & Instructions & _
                                                 "<br><br>" & _
                                                 "Please approve " & workflowProperties.Item.File.Name & _
                                                 "<br><br>" & _
                                                 "To complete this task:" & _
                                                 "<br><br>" & _
                                                 "    1. Review " & "<a href='" & workflowProperties.SiteUrl & "\" & workflowProperties.ItemUrl & "'>" & workflowProperties.Item.File.Name & "</a>" & "." & _
                                                 "<br>" & _
                                                 "    2. Use the <b>Edit this task</b> button to Approve/Reject the document." & _
                                                 "<br><br>" & _
                                                 "To view this workflow's history, click " & "<a href=" & workflowProperties.SiteUrl & "/_layouts/WrkStat.aspx?List=" & workflowProperties.ListId.ToString & "&WorkflowInstanceID=" & workflowProperties.WorkflowId.ToString & ">here</a>" & "." & _
                                                 "</span>"

        'if this is the first time we have gone to the peer reviewer state, do not show comments
        '  in email
        If ArrivedFromInitiatorState = True Then
            'get the comments entered by the initiator
            Dim Comments As String = onInitiatorApprovalChanged.AfterProperties.ExtendedProperties("txtComments").ToString

            sendPeerReviewerApprovalTaskEmail_Body = sendPeerReviewerApprovalTaskEmail_Body & _
                                                 "<span style='font-family: arial; font-size: x-small'>" & _
                                                 "<br><br>" & _
                                                 "<font color=red>Comments:</font> <br>" & Comments & _
                                                 "</span>"
        End If

3. go back to the design surface and double-click InitiatorApprovalInitialization to drill down into it

4. drag and drop a SendEmail activity below hlogPeerReviewerApprovalTaskCreated
    and set the following properties:
    a. Name: sendInitiatorApprovalTaskEmail
    b. Body: click the ellipses, click the "Bind to a new member" tab,
             remove the 1 from the end of the "New member name" and click OK
    c. CC: click the ellipses, click the "Bind to a new member" tab,
           remove the 1 from the end of the "New member name" and click OK
    d. CorrelationToken: choose workflowToken from dropdownlist
    e. Subject: click the ellipses, click the "Bind to a new member" tab,
                remove the 1 from the end of the "New member name" and click OK
    f. To: click the ellipses, click the "Bind to a new member" tab,
           remove the 1 from the end of the "New member name" and click OK
    g. MethodInvoking: type InitiatorApprovalTaskEmail and hit enter
    h. You will be taken to the code stub for PeerReviewerApprovalTaskEmail. Copy and paste the following code:

        'get Initiator's email address
        Dim InitiatorObject As SPUser = GetUserObject(workflowProperties.Originator)
        Dim InitiatorEmail = InitiatorObject.Email

        'get CC's email address
        Dim CCObject As SPUser = GetUserObject(CC)
        Dim CCEmail = CCObject.Email

        'get PeerReviewer's name
        Dim PeerReviewerObject As SPUser = GetUserObject(PeerReviewer)
        Dim PeerReviewerName = PeerReviewerObject.Name

        'get the comments entered by the peer reviewer
        Dim Comments As String = onPeerReviewerApprovalChanged.AfterProperties.ExtendedProperties("txtComments").ToString

        sendInitiatorApprovalTaskEmail_To = InitiatorEmail
        sendInitiatorApprovalTaskEmail_CC = CCEmail
        sendInitiatorApprovalTaskEmail_Subject = "Approval of " & workflowProperties.Item.File.Name & " has been assigned to you."
        sendInitiatorApprovalTaskEmail_Body = "<span style='font-family: arial; font-size: medium'>" & _
                                                 "Task assigned by " & PeerReviewerName & " on " & DateTime.Now & _
                                                 "</span>" & _
                                                 "<br>" & _
                                                 "<span style='font-family: arial; font-size: x-small'>" & _
                                                 "Due by " & DateTime.Today & _
                                                 "<br><br>" & _
                                                 "Instructions: <br>" & Instructions & _
                                                 "<br><br>" & _
                                                 "Please approve " & workflowProperties.Item.File.Name & _
                                                 "<br><br>" & _
                                                 "To complete this task:" & _
                                                 "<br><br>" & _
                                                 "    1. Review " & "<a href='" & workflowProperties.SiteUrl & "\" & workflowProperties.ItemUrl & "'>" & workflowProperties.Item.File.Name & "</a>" & "." & _
                                                 "<br>" & _
                                                 "    2. Use the <b>Edit this task</b> button to Approve/Reject the document." & _
                                                 "<br><br>" & _
                                                 "To view this workflow's history, click " & "<a href=" & workflowProperties.SiteUrl & "/_layouts/WrkStat.aspx?List=" & workflowProperties.ListId.ToString & "&WorkflowInstanceID=" & workflowProperties.WorkflowId.ToString & ">here</a>" & "." & _
                                                 "<br><br>" & _
                                                 "<font color=red>Comments:</font> <br>" & Comments & _
                                                 "</span>"

5. go back to the design surface and double-click PeerReviewerApprovalActivities to drill down into it

6. drag and drop a SendEmail activity between hlogPeerReviewerApproved and hlogWorkflowCompleted
    and set the following properties:
    a. Name: sendPeerReviewerApprovedEmail
    b. Body: click the ellipses, click the "Bind to a new member" tab,
             remove the 1 from the end of the "New member name" and click OK
    c. CC: click the ellipses, click the "Bind to a new member" tab,
           remove the 1 from the end of the "New member name" and click OK
    d. CorrelationToken: choose workflowToken from dropdownlist
    e. Subject: click the ellipses, click the "Bind to a new member" tab,
                remove the 1 from the end of the "New member name" and click OK
    f. To: click the ellipses, click the "Bind to a new member" tab,
           remove the 1 from the end of the "New member name" and click OK
    g. MethodInvoking: type InitiatorApprovalTaskEmail and hit enter
    h. You will be taken to the code stub for PeerReviewerApprovedEmail. Copy and paste the following code:

        'get Initiator's email address
        Dim InitiatorObject As SPUser = GetUserObject(workflowProperties.Originator)
        Dim InitiatorEmail = InitiatorObject.Email

        'get CC's email address
        Dim CCObject As SPUser = GetUserObject(CC)
        Dim CCEmail = CCObject.Email

        'get PeerReviewer's name
        Dim PeerReviewerObject As SPUser = GetUserObject(PeerReviewer)
        Dim PeerReviewerName = PeerReviewerObject.Name

        sendPeerReviewerApprovedEmail_To = InitiatorEmail
        sendPeerReviewerApprovedEmail_CC = CCEmail
        sendPeerReviewerApprovedEmail_Subject = workflowProperties.Item.File.Name & " has been approved by " & PeerReviewerName & ". Peer Review Complete."
        sendPeerReviewerApprovedEmail_Body = "<span style='font-family: arial; font-size: medium'>" & _
                                                 workflowProperties.Item.File.Name & " was approved by " & PeerReviewerName & " on " & DateTime.Now & _
                                                 "<br><br>" & _
                                                 "Peer Review Complete" & _
                                                 "<br><br>" & _
                                                 "<span style='font-family: arial; font-size: x-small'>" & _
                                                 "To view this workflow's history, click " & "<a href=" & workflowProperties.SiteUrl & "/_layouts/WrkStat.aspx?List=" & workflowProperties.ListId.ToString & "&WorkflowInstanceID=" & workflowProperties.WorkflowId.ToString & ">here</a>" & "." & _
                                                 "</span></span>"

7. drag and drop a SendEmail activity between hlogPeerReviewerRejected and setStateInitiatorApproval
    and set the following properties:
    a. Name: sendPeerReviewerRejectedEmail
    b. Body: click the ellipses, click the "Bind to a new member" tab,
             remove the 1 from the end of the "New member name" and click OK
    c. CC: click the ellipses, click the "Bind to a new member" tab,
           remove the 1 from the end of the "New member name" and click OK
    d. CorrelationToken: choose workflowToken from dropdownlist
    e. Subject: click the ellipses, click the "Bind to a new member" tab,
                remove the 1 from the end of the "New member name" and click OK
    f. To: click the ellipses, click the "Bind to a new member" tab,
           remove the 1 from the end of the "New member name" and click OK
    g. MethodInvoking: type InitiatorApprovalTaskEmail and hit enter
    h. You will be taken to the code stub for PeerReviewerRejectedEmail. Copy and paste the following code:

        'get Initiator's email address
        Dim InitiatorObject As SPUser = GetUserObject(workflowProperties.Originator)
        Dim InitiatorEmail = InitiatorObject.Email

        'get CC's email address
        Dim CCObject As SPUser = GetUserObject(CC)
        Dim CCEmail = CCObject.Email

        'get PeerReviewer's name
        Dim PeerReviewerObject As SPUser = GetUserObject(PeerReviewer)
        Dim PeerReviewerName = PeerReviewerObject.Name

        sendPeerReviewerRejectedEmail_To = InitiatorEmail
        sendPeerReviewerRejectedEmail_CC = CCEmail
        sendPeerReviewerRejectedEmail_Subject = workflowProperties.Item.File.Name & " has been rejected by " & PeerReviewerName
        sendPeerReviewerRejectedEmail_Body = "<span style='font-family: arial; font-size: medium'>" & _
                                                 workflowProperties.Item.File.Name & " was rejected by " & PeerReviewerName & " on " & DateTime.Now & _
                                                 "<br><br>" & _
                                                 "<span style='font-family: arial; font-size: x-small'>" & _
                                                 "To view this workflow's history, click " & "<a href=" & workflowProperties.SiteUrl & "/_layouts/WrkStat.aspx?List=" & workflowProperties.ListId.ToString & "&WorkflowInstanceID=" & workflowProperties.WorkflowId.ToString & ">here</a>" & "." & _
                                                 "</span></span>"

Posts in this series:
Part 1: Introduction
Part 2: Create the initiation form
Part 3: Create the task form
Part 4: Create the state machine workflow
Part 5: Add workflow history logging
Part 6: Add task notification emails