Set up Email Notification for a Workflow BP

Use the Notification tab to set up automatic email notifications to users and groups whenever a workflow business process is created or modified, either manually, or via auto-creation, reverse auto-population, CSV, or integration.

If the business process has been designed to allow users to include additional users or groups in the email, the email notification will be sent to them as well.

The values that you need to use to customize your email notification (these values appear in the drop-down fields of the Custom Notifications block in the Notifications tab) are set in the Company Workspace (Admin mode) > Configurations > Business Process > open <BP_NAME> > Customized Email > Content > Email Content log or window. You can see the existing templates, or create new ones, in the Email Content log. To create a new template, click Create to open the Create Template window. Enter a template name and from the right pane (Available Data Elements) select the language and the elements that you want in your new template, and click Save and Close. Your changes will appear in the Notification tab within the fields listed in the Custom Notifications block. See the following for more details.

When a notification triggering event occurs, if users or groups have been identified, then the system will notify the identified users or groups through the default system notification or the customized email template (specified in the Custom Notifications block in the Notifications tab).

To set up the email notification for a workflow BP:

Note: The system sends emails for reverse auto-population failures. There may be cases when email notifications are not sent. For such cases, you can find the reasons for the reverse auto-population (RAP) failures in the audit log of the business process record. In addition, the system occasionally generates error codes for reverse auto-population failures, which can be used to troubleshoot the failures.

  1. Go to your shell and switch to Admin mode.
  2. From the left Navigator, click the Setup grouping node to expand it, and click the Business Process functional node to open the Business Processes log or window.
  3. From the log, click to select the BP that you want to set up the email notification for and open the BP. The <BP_NAME> Setup log or window opens.
  4. From the log, click to select the BP setup that you want and open it. The Business Processes Setup window opens showing the following tabs:
    • General tab
    • Settings tab
    • View Forms tab
    • Record Properties tab
    • Notification tab
    • Auto Creation tab
  5. Click the Notification tab to open it.

Use the information below to complete the fields in the Notification tab. Click Apply to save your changes and OK to exit.

Send notifications to:

  1. Click Select to select users or groups that should be notified whenever the workflow business process is created or modified.
  2. Select one of the following options, if applicable:
    • Notify Creator on Record Modification

    Select this option if you want the BP creator to be notified when the BP is modified.

    • Notify Assignee of Record Modification

    Select this option if you want the step assignees to be notified when the BP is modified.

    • Notify Cc on Record Modification

    Select this option if you want the step users or groups who have been Cc'd to be notified when the BP is modified.

Notification Triggering Events:

Based on your need, you can select all or some of the following triggering options that are listed under Record Modification:

Attachments:

Custom Notifications:


Last Published Monday, August 28, 2023