Setting Email Notification Defaults for New Workflow Requests
Workflow Manager 6.5
Each time a new project is created, it is automatically configured with the email settings defined on the Template Details page of its associated workflow template (as described in Assigning Permissions and Notification Settings on a Workflow Template).
However, you can customize the email settings for each project on the Project Permissions and Notification Settings page. The email settings defined on this page serve as the default email settings for all workflow requests created for that project.
To configure email notification defaults for all of a project’s new workflow requests:
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1.
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On the administrator Home page, click the Project Permissions hyperlink in the Administration menu. The Project Permission and Notification Settings page opens. |
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From the Project list, select the project that you want to configure email notification settings for. |
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The Template Type field lists the name of the workflow template associated with the project, followed by the type of template (by default, Workflow). |
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Select the consumer or administrator company associated with the project from the Company list, to display a list of roles and accounts associated with that company who are configured to receive email notifications for this project. |
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Select the root node of the Workflow Phase and Step List tree control. The project-level email notification options are displayed in the panel on the right. |
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Indicate whether the accounts or roles shown should receive an email notification when each of the five listed workflow events occur (Data Submitted/Rejected, Issue Submitted, Issue Responded, Workflow Status Changed, and SLA At Risk/Failed). Do this by selecting or deselecting the check box in the appropriate column, next to the relevant account name. Click the check box in the column header to select all items in that column. |
Important: Each time you add an account, group, or external email address and assign email notifications to it, remember to click Update. If you jump to another phase or step before you click Update, your changes will be lost.
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Select a workflow phase or data group in the Workflow Phase and Step List tree control. A set of Permission and Receive Email options for that phase or group is now displayed in the panel on the right. |
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Indicate whether the accounts or roles shown should receive an email notification when each of the four workflow phase events listed under Receive Email occur (initiation, roll-back, update and completion). As for the project settings, make your choices by selecting or deselecting the check box in the appropriate column, next to the relevant account name. |
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If desired, click the Add Account/Group or Add External Email buttons to add accounts, groups, or external email addresses to the Role/Account/Email Address list. |
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The choices you make when a workflow phase or data group is selected are also automatically carried over to that phase’s workflow steps or group’s data elements, unless you have chosen to override the settings for a step/element. To override workflow step or data element settings, do the following: |
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Select a workflow step or data element in the Workflow Phase and Step List tree control. A set of Permission and Receive Email options for that step or element is now displayed in the panel on the right. If you are not already overriding notification settings for the step or element, the check boxes in the Receive Email list will be disabled. |
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Click the lock icon next to the role or account whose email settings you want to configure. |
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Click OK on the confirmation dialog that appears. The panel reloads, and the check boxes associated with that role or account are now enabled. |
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Make your customizations, and click Update to apply your changes. |
See Also
Overriding Default Email Notification Settings for a Workflow Request
Setting Email Notification Defaults for a New Project
Managing Email Notifications
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