SharePoint 2010 : The Search User Interface - The Search Results Page (part 2) - Alert Me

9/20/2013 4:38:50 AM
1. Alert Me

The Alert Me option found in the right zone below the search box provides the ability to set notifications when the result provides for a specific search query change (Figure 6). This is useful for users who need to know if new content relevant to a search query has been indexed, existing results are altered, or results are removed from the set. Alerts can be created to make one or more users aware of these changes. They can also be set to be delivered via e-mail or SMS text message.

To set an alert for a result set, first click the Alert Me button on the search results page. This will navigate the user to the new alert page.


Figure 6. Alert Me button location

The new alert page provides the ability to set the parameters of the alert (Figure 7). On this page, the following options can be configured.

  • Title: The subject field of the e-mail or introductory text of SMS text messages
  • Recipients: Which users should be alerted
  • Delivery method: If an e-mail and or SMS text message should be sent to recipients
  • When to alert: If the alert should trigger only when the search would yield new results, when content of an existing result is changed, or both
  • Alert frequency: If checks for changes that will trigger the alert should be performed on a daily or weekly basis

Other users can also be added to this alert, which would then make a duplicate alert for them. Once another user has been added to the alert, the creator will no longer be able to edit it for that user.


Figure 7. New Alert page

Note Changes that trigger search alerts are based on the crawled content. An alert can therefore never fire more often than the crawl intervals of the content sources that yield the search results for the specific search alert.

Once the desired settings are entered, clicking OK will create the alert. Alerts will continue to be delivered by SharePoint at the established delivery method and frequency until the alert is removed. To add, edit, or remove previously set alerts, select Manage My Alerts under the Page tab on the ribbon (Figure 8). This will provide access to manage only the logged-in user's existing search alerts.


Figure 8. Manage My Alerts option

The alerts management page displays a list of all existing alerts and delivery methods for the logged-in user. To edit any alert, simply click the alert name. To delete one or more alerts, select the check boxes next to the alerts that need to be deleted, and then choose Delete Selected Alerts. To create a new alert, select Add Alert. Alerts created through the My Alerts page are not restricted to a set of search results. Alerts for any list, document library, or document can be created through this option (Figure 9).


Figure 9. My Alerts page

By selecting an alert, the user is taken to a page that is almost identical to the New Alerts page. The only differing option is that only alerts for the current user can be edited (Figure 10). As a result, this page does not allow a user to add recipients. The other fields of the chosen alert can be edited and updated.


Figure 10. Editing Alerts page

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