Email Notification Events

Workflow Manager 6.5

In Workflow Manager, you can configure automatic and manual email notifications to be sent out as certain events occur during the completion of a project’s workflow requests. The events which can trigger an email notification are listed by category in the following table:

Email Notification Events by Category 

Event Category

Events

Workflow phase or step

Is initiated, rolled back to, updated, or completed.

Workflow request

Has its status changed.

Data

Is submitted, rejected, or updated.

Issue

Is submitted or rejected.

Project

Is nearing or passing its Service Level Agreement (SLA) due date.

You have extensive control over whether or not email notifications are sent when these events occur, and who the notifications are sent to. You can:

• Set project defaults, which are inherited by all new projects
• Set workflow request defaults for a project, which are inherited by all of its workflow requests
• Override settings on a per-workflow request basis
• Manually select recipients when a workflow step is completed or rolled back to.

The following table lists all of the email notification events, and where in Workflow Manager each can be configured:

Automatic and Manual Email Notification Events 

Events

Automatic Project Defaults

Automatic Workflow Request Defaults

Automatic Workflow Request Overrides

Manual Notification During a Workflow Request

Data is submitted or rejected

Issue is submitted or responded to

Workflow status is changed

Project is nearing or passing its SLA due date

Notification tab of Template Details page

Project Permission and Notification Settings page

Workflow Request Notifications Override page

N/A

Specific workflow phase or step is initiated

N/A

Project Permission and Notification Settings page

Workflow Request Notifications Override page

N/A

Rollback to a specific workflow phase or step

N/A

Project Permission and Notification Settings page

Workflow Request Notifications Override page

Rollback Workflow Item dialog

Specific workflow phase or step is edited

N/A

Project Permission and Notification Settings page

Workflow Request Notifications Override page

Update History dialog

Specific workflow phase or step is completed

N/A

Project Permission and Notification Settings page

Workflow Request Notifications Override page

Workflow Request Notifications Override page

Data group is edited

N/A

N/A

N/A

Edit Data dialog

Workflow phase or step is completed

N/A

N/A

N/A

Update History dialog

Workflow Step Completion dialog

There are both automatic and manual types of email notifications:

• Emails are automatically sent to people whose roles or accounts are listed on the Notification tab of the Template Details, Project Permission and Notification Settings, or Workflow Request Notifications Override pages.
• Emails are also sent to those accounts manually specified on the Update History or Workflow Step Completion dialog that is displayed when a workflow step is completed, on the Edit Data dialog that is displayed when a data element is edited, or on the Rollback Workflow Item dialog which appears when a workflow step is rolled back to.

See Also

Setting Email Notification Defaults for a New Project

Setting Email Notification Defaults for New Workflow Requests

Overriding Default Email Notification Settings for a Workflow Request

Configuring Manual Email Notifications

Managing Email Notifications

Workflow Manager 6.5 / AdminStudio Enterprise Server 11.5 Help Library

December 21, 2012

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