Project Email Notification Options

Workflow Manager 6.5

For each project, you can specify who is notified via email when the following events take place:

Notification Settings at the Default, Project, and Phase/Step Level

Default Level

Project Level

Phase/ Step Level

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Data Submitted/Rejected

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Issue Submitted

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Issue Responded

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Workflow Status Changed

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SLA At Risk/Failed

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Data Submitted/Rejected

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Issue Submitted

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Issue Responded

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Workflow Status Changed

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SLA At Risk/Failed

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Initiated

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Rolled Back

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Edited

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Completed

These email notification settings are applied to all workflow requests submitted for this project. You can edit both the project level and phase/step level notification settings on the Project Permissions and Notification Settings view.

Note: You have multiple options when configuring email notification events:

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Each time a new project is created, it is automatically configured with the email settings defined on the Notification tab of the Template Details page of its associated workflow template, as described in Assigning Permissions and Notification Settings on a Workflow Template.

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While the email settings made on the Notification tab of the Template Details page are inherited by all new projects based on that workflow template, you can customize these settings on a project by project basis using the Project Permission and Notification Settings page. See Setting Email Notification Defaults for New Workflow Requests for details.

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To override email notification settings for a request, see Overriding Default Email Notification Settings for a Workflow Request.

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To view and modify your own email notification subscriptions, see Managing My Notifications.

You open the Project Permission and Notification Settings page by opening the Home page and selecting Project Permissions on the Administration menu. The following options are included:

Project Permission and Notification Settings Page Options

Option

Description

Project

Select the project that you want to edit the notification settings of.

Template Type

Specify whether you want to edit the notification settings for this project’s Workflow or Deployment template.

Company

Select whether you want to edit the notification settings for this project’s associated Administrator or Consumer company.

Workflow Phase and Step List

Listing of all of the workflow phases, workflow steps, data groups, and data elements defined in the template that this project is associated with.

The node that you should select depends upon which set of email notification options you want to set:

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Project level email notification settings—To specify Project Level email notification settings, select the root node in the workflow phase and step list (which is the project name). You can then specify email notification settings for the Data Submitted/Rejected, Issue Submitted, Issue Responded, Workflow Status Changed, and SLA at Risk/Failed events.

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Workflow phase/workflow step level email notification settings—To specify Phase/ Step Level email notification settings, select a workflow phase, workflow step, data group, or data element. You can then specify email notification settings for the Initiated, Rolled Back, Edited, or Completed events.

Note: Selections you make on a workflow phase/data group are inherited by their child workflow steps/data elements, but these settings can be overridden.

Role / Permission / Receive Email List

Root Node Selected

When the root node is selected (which is the project name), email notification settings for the entire project can be set. You can choose to send an email to the listed role when any of the following events occur:

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Data Submitted/Rejected

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Issue Submitted

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Issue Responded

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Workflow Status Changed

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SLA at Risk/Failed

To select all check boxes in a column, click the check box in the column header.

Note: You can use the Permission and Notification Tabs of Template Details Page to select the default email settings that will be used for each new project.

Role / Permission / Receive Email List

Workflow Phase/Step Selected

When any of the phase or step nodes are selected, the Receive Email notification settings appear.

For each workflow phase, select those roles that you want to be notified when any of the following events occur:

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Initiated—Phase or step initiated

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Rolled Back—Phase or step rolled back to

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Edited—Phase or step edited

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Completed—Phase or step completed

To set a permission for a workflow step that is different from the permission for the associated workflow phase, do the following:

Select the workflow step in the tree control on the left.The check boxes in the Permission / Receive Email list are disabled.

Next to the Role that you want to edit, click the lock icon to unlock the check boxes. You are notified that the role permission is inherited from the parent item and asked to confirm that you wish to stop this inheritance.

Click OK. The check boxes are now enabled.

Make desired selections in the Initiated, Rolled Back, Edited and Completed columns.

Note: To specify default email settings for all new projects, see Setting Email Notification Defaults for a New Project.

Project Email Notification Options

Workflow Manager 6.5 / AdminStudio Enterprise Server 11.5 Help Library

December 21, 2012