About Email Notifications
Email notifications send automated alerts to the specified recipients when the associated object workflow is triggered. You can configure email notifications using either a parent or a child object.
Email Templates
Email notifications are based on the email templates that you create. Email templates define email layouts, and ensure that the notifications triggered by the same type of business event have a consistent look and feel.
Recipient Types
The recipients available for sending the email notifications are contextual. If you're defining a workflow using a parent object, the recipients belong to the parent and its related child objects. If you're defining a workflow using a child object, then the recipients belong only to that child object. Recipient types include:
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From address
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To address
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Reply-to address
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Cc address
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Bcc address
You use field tokens to insert runtime values of fields. When inserting such tokens, only those fields belonging to the selected primary or child object are available for selection. See the Configure Object Workflows topic for an example of how to select and insert field tokens.
The following are the recipient types:
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Fields on record: If the selected object contains user-defined text fields that store emails, you can select those fields to send email notifications (for example, Primary Contact Email under Opportunity object). The user-defined text field can store a single email address or multiple comma-separated email addresses.
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Relative users on record: Contains relative users who could be either a creator of an opportunity record, a person who last updated a record, a manager or his directs, or a team of resources working on a project, and so on.
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Roles: Contains users assigned to a particular resource role. The email notification is sent to all enterprise groups or users that have been granted that resource role.
For information on how to manage sales users after you create them initially, see How do I change user resource roles when job assignments change? and the rest of the User Management chapter in the Securing Sales and Fusion Service guide.
When selecting a role, you can optionally apply an additional filter to specify the organization to which that role belongs. For example, if you want to send an email notification to a Sales Director role within a particular organization, specify that organization using the Filter By field in the dialog where you select the role.
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Resources: Resources associated with the record, such as Created By or Last Updated By.
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Resource Groups: Groups of resources associated with the records, such as Direct reports of Created By, or Subordinates of Last Updated By.
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Specific users: Contains details of individual users and their emails.
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Specific email addresses: Enter individual emails separated by a comma.
Disable or Enable Notifications
If you have the BPM Workflow System Administrator Role role, then you can disable or enable these notifications for all users. For example, you can disable notifications during testing, to avoid sending test notifications to users, and then enable notifications when ready. For more information, see Disable or Enable Workflow Notifications in the Related Topics.
Troubleshooting Email Notifications
If notifications are enabled but workflow emails aren't sending correctly, then check the Application Preferences page on the BPM Worklist Administration tab. Someone might have entered an email address in the Test Notification Email Address field that's no longer needed. Remove that email address and try again.
Additionally, the role of the logged-in user (who's invoking the workflow) must have access to the resource profile of the email recipient. Otherwise, email notifications won't be sent.