Selecting Fields for an Email Notification

If your company's employees are often out of the office, Unifier can keep the workflow moving and avoid delays by automatically notifying employees via email of tasks they are responsible for. For example, your company might have facilities managers who are usually in the field and cannot access Unifier; however, they do have a laptop or other access to email. Email notification can include details of the task and a workflow task action, such as "Approve" or "Reject." Employees can review the information and click the Approve/Reject link in the email to respond. When Unifier receives the email, it verifies their identities, processes their responses, and moves the workflow forward.

For another example, project/shell administrators can receive email notification whenever a new project/shell has been created. This notification occurs whether the project/shell was created manually, through Web Services or a CSV file, or by auto-creation. For this example, you could include data elements that pertain to the project/shell creation. The system includes the project/shell details (project/shell name, number, and location) in the email, automatically.

Additionally, project/shell managers can receive email notification whenever a business process is auto-created, or when an auto-creation fails. For these notifications, the following location information will be included, automatically:

Project/shell name and path
BP number and both the location of the originating BP and the destination where the BP was created, or failed.

Also, a user can receive email notification that action has been taken on a business process through the Self-Service Portal.

If the user has designated a proxy user in his/her absence, the email notification will also be sent to the proxy.

In uDesigner, you can select the fields from a view form of a workflow or non-workflow business process to include on the email notification. When the form is published to production, the administrator will configure the step that uses this form to enable an email response. To select the fields for an email notification Open the view form that contains the fields you want to include on the email notification. From the View menu, choose Email Notification Elements. uDesigner opens an Email Notification Data Elements window. Use the information in the following table to complete this window.

Note: This feature works with view forms only, except for business processes that are enabled for the Self-Service Portal.

To select the fields for an email notification:

Open the view form that contains the fields you want to include on the email notification.
From the View menu, choose Email Notification Elements. uDesigner opens an Email Notification Data Elements window.
Use the information in the following table to complete this window.

To:	Do this:
Add fields from the view form to the email	1. Click Add to open the Add Data Elements window. 2. Click the arrow beside the Element Label field and choose the field you want to include on the email notification. Note: Do not choose fields that are pictures or images; they will not show up on the email. 3. Click OK. 4. Repeat steps 1 through 3 to add other fields, if necessary.
Remove fields you do not want to include on the email	1. Highlight the data element and click Remove. 2. Repeat this step to remove other fields, if necessary. 3. Click OK.
Put the fields in a different order for the email	1. Highlight the data element and click the Move Up or Move Down button. 2. Repeat this step until you arrange the fields in the order you want for the email. 3. Click OK.

To:

Do this:

Add fields from the view form to the email

1. Click Add to open the Add Data Elements window.

2. Click the arrow beside the Element Label field and choose the field you want to include on the email notification.

Note: Do not choose fields that are pictures or images; they will not show up on the email.

3. Click OK.

4. Repeat steps 1 through 3 to add other fields, if necessary.

Remove fields you do not want to include on the email

1. Highlight the data element and click Remove.

2. Repeat this step to remove other fields, if necessary.

3. Click OK.

Put the fields in a different order for the email

1. Highlight the data element and click the Move Up or Move Down button.

2. Repeat this step until you arrange the fields in the order you want for the email.

3. Click OK.

Last Published Monday, June 3, 2024