Email Notifications and Users

The following functionalities are applicable to the following users:

Standard Users
Portal Users
Collaborator Users
Note: The user must have the appropriate permissions to access attached files.

For BPs that have the Replace attachments with links option enabled, the email notification will contain an organized list of attachment names (related to their origin) derived from the BP upper form, or the BP line item.
The attachment name:
- Contains an underlying unique link that enables the user to navigate through the system and access the corresponding attachments.
- Shows the file size beneath the name.
In the email notification the attachment names are listed in three columns, per row. The system will truncate any attachment name that exceeds the allocated width of the column (suffixed by ellipsis before the extension name so that extension name is evident to user). The user can hover over the attachment to see the full file name.
The system displays the list of attachments after the email notification content.
The View in Unifier option in the email notification contains a link that redirects the user to Unifier and opens the task or BP record. All email notifications have the View in Unifier option. The View in Unifier option redirects the user to Unifier, and, after the user has signed in to the system, will open the associated BP record. If the user has already signed in, selecting the View in Unifier option would open the associated BP record.
The Download All Attachments option enables the user to download all the attachments together and at once. You can close the Your download is being prepared window and continue working. The download is triggered after it is prepared in the background. The delay is to accommodate the processing of the zip file. The zip file has the files organized. Therefore, the root folder has all the record attachments, and each BP line item attachment is in separate folder with the folder name being the name of line item tab name.
- If the user logs out before the download is initiated, the download preparation is canceled.
- If an attachment is deleted after the email notification has been sent, the attachment will not be included in the zip file, if the name of the zip file is the same as the one that is attached to email notifications.
The system will use the current permissions, and the BP configuration, for the signed in user.
- If the permissions are changed after the email notification has been sent, the user will not have the permission to download any attachments.
- If the permissions are changed to 'download only a few files,' the "Download All Attachments" option will only include the files that the user has permissions to download.
- If the permissions for the BP record are changed, the system redirects the user to the landing page and does not open the BP record.
If the user has set up a daily digest for the email notifications, then:
- Email notifications from the BPs that have the Replace attachments with links option enabled will have attachment links.
- Email notifications from the BPs that do not have the Replace attachments with links option enabled will not have attachment links and instead will contain the raw file as the attachment.
- If the daily digest email size exceeds the limit, the attachment links are retained while the raw files are replaced with a warning message.
As a result of the BP setup at a project level or a shell level and the user preferences:
- For workflow BPs:
  - If the Include both record and line item attachments option (in the BP configuration) is enabled, the option will be selected, before every notification-triggering event.
  - Every email notification that has been sent to the user based on the user's preferences will have the "Include both record and line item attachments" option (in the BP configuration) selected.
- For non-workflow BPs:
  - If the Include both record and line item attachments option (in the BP configuration) is enabled, the option will be selected, before every notification-triggering event.
After the user selects Download and signs in to the system, the user will be redirected to the Downloading Email Attachment Landing Page. The landing page opens in a new tab when a session is active.
Note: If you are not signed in to Unifier, the system will redirect you to the Unifier sign in page when you try to download an attachment.

See Also