Configure Email Notifications for Task Actions

Configure email notifications and specify when an email is sent to the task assignee. You can also customize email notifications so that they contain all the information recipients need to easily recognize and act on them.

Process designers can control and configure the system generated notifications that are sent for various task related actions such as Request More Info, Escalation, Task Expiry, and Task Reminders.

In this section, you learn:

About configuring email notifications for task actions

You can configure email notifications for the following task actions:

On Assign
On Complete
On Request More Info
Variable is requestInfoComment that allows including the comment added by the assignee.
On Escalation
Variable is escalationComment that allows including the escalation reason or comment.
On Task Enquiry
On Task Reminder
Variable is taskReminderCount that allows you to specify the number of times the reminder has been sent.

Note:

You can use the action variables in both the subject heading and body of the task notification email.

For each of the task actions, you can configure the following:

Enable or disable the email notification
Specify the email template to use
Specify the subject of the email notification

You can enable attachments only for the On Assign and On Complete task actions.

Note:

Before you configure the task level notifications, ensure that task level notifications are enabled at a global level.

Configure email notifications for task actions

To configure email notifications for task actions:

Open a process in the process editor.
Select a human task activity, and click Notifications on the right side of the process editor.
In the Notification pane, enable email notifications.

Note:

By default, the Disable Notification checkbox is selected so that notifications are disabled.
Select an email template from the Email Template dropdown.

You can create an email template that you can use for task notifications. For more information, see Configure Email Templates.
Click the task action for which you want to configure the email notification.
The task action expands and displays:
- A checkbox that is already selected.
- A dropdown box to choose the email template.
- A text box to specify and configure the subject heading of the notification.
By default, all the task actions are selected. For each task action, the Use Parent Template field is selected by default so that the parent template uses the template that you have selected in step 4. You can either use the email template selected in Step 4 or select any other template. To manage email templates, see Configure Email Templates.
To determine the template for the task notification email, click the dropdown and select the required email template.
To configure the subject heading, modify the content in the textbox as required.

By default, the text box contains a task action specific predefined text that you can modify. For example, the On Assign task action is prefilled with the subject heading:

Task {{title}} created by {{creator}} needs your attention

After you modify the subject heading, click the preview icon to view how the subject heading appears.
If required, repeat steps 5, 6, and 7 for all the task actions.
If you want to disable notifications for a task action, uncheck the checkbox for the task action.
To enable file attachments for On Assign and On Complete task actions, select Task Attachments checkbox so that users can upload files. Users cannot upload files for any other task action notifications.

Using task notification action in handlebar helpers

To customize content based on the task action, use the {{taskNotificationAction}} dynamic context variable in handlebar helpers. This variable determines the task action that triggers a notification and you can use it to implement conditional logic in email templates to configure the action specified in the email body.

For example, you can use the variable in {{#if}} blocks using custom helpers or inline conditions so that specific sections of the email can be conditionally rendered.

Here is a sample code on how to use the variable in handlebar helper:


{{#if (eq taskNotificationAction "ASSIGN")}}
  <p>The task has been assigned to you. Please take the necessary action.</p>
{{/if}}
{{#if (eq taskNotificationAction "ESCALATION")}}
  <p>This task has been escalated. Immediate attention is required.</p>
{{/if}}

The {{taskNotificationAction}} dynamic context variable supports the following variables:

Action	Description
`ASSIGN`	Task is assigned to a user.
`COMPLETE`	Task is completed.
`REQUESTMOREINFO`	Request for additional information is made.
`ESCALATION`	Task is escalated.
`REMINDER`	Reminder notification for a pending task.
`EXPIRY`	Task has expired without action.