Manage Workflow Notifications

Workflow Notification Settings

E-mail notifications can be sent to the approvers, observers, and the initiators of any business process.

The business process's Send E-mail To settings on the Settings page determines the business process participants that are to receive workflow notifications.

Business Process - E-Mail Settings
Note In order for observers to receive an e-mail notification, they must also be configured for E-mail contact in the Observers section of the business process.

The message content for each workflow notification can be reviewed and edited from the Workflow Notifications page (Menu > System Configuration > Workflow Administration > Workflow Notifications).

Workflow Actions and Notification Recipients

Workflow notification recipients receive notifications based on the following actions and workflow statuses.

Workflow Notification Recipient Action Workflow Status/Event (Action Taken)
Initiator E-mail sent when workflow is closed. Approved

Canceled

Denied

Passed

Failed

Contingent
Approver E-mail sent as the change request is directed to the approver's Inbox using the To Do filter. This includes approvers who have change requests delegated to them. Owned

Pending

Commented

Delegated
Observer E-mail sent when workflow is closed and the changed information is successfully applied. Approved

Denied

Passed

Workflow Notifications

When a change request status changes and the business process is configured to send e-mails, an e-mail is sent according to the participant’s languages preferences.

The Workflow Notifications page displays all available e-mail notifications for every change request event or action. You can select an event and edit the e-mail message for each event using Rich Text or Hypertext Markup Language (HTML).

Available Event Notifications

A checkmark in the Configured column indicates that the default notification has been edited.

From the Workflow Notifications page, you can:

  • View a list of events that generate e-mail notifications.
  • Configure workflow notification messages.
  • Restore workflow notifications to the default, system-delivered messages.

Configure Workflow Notification Messages

You can personalize e-mail notification messages on the Event E-Mail Notification page.

Navigation:Menu > System Configuration > Workflow Administration > Workflow Notifications

  1. From the Workflow Notifications page, select the desired Event link.
  2. In the body of the e-mail, edit existing text and enter more text, as needed.
  3. To add a dynamic field, place your cursor where you wish to add the field.
  4. At the Dynamic Fields pane, double-click the field to insert it into the body of your e-mail notification message.
    Tip

    After adding your field, add spaces before or after the dynamic field, as needed.

    The field is added to the message.
  5. Use the included HTML editor functions to format and enhance the appearance of your message.
    Note

    The language tabs on the Notification Message page can be customized to provide localized versions of notification messages. Messages are sent based on the recipient's preferred language.

  6. Select Save.
    The Workflow Notifications page appears with a check mark next to the event for the configured e-mail notification message.

Dynamic Fields for Workflow Notifications

When configuring Workflow Notifications, dynamic fields can be added to the message content. When the notification is sent, the dynamic fields are replaced with appropriate data.

Dynamic Field Data Displayed in Notification Sample Data
[ACTIONCOMMENTS] Action Comments Approved by Daphne Underwood
[COMPANY] Company UEL Corporate
[DATE] Date 05/30/20xx
[DEDUCTIONBENIFITGRP] Deduction Benefit Group Executive
[EMPLOYEENUMBER] Employee Number 0200179
[EMPLOYEESTATUS] Employee Status Active
[EMPLOYEETYPE] Employee Type Temporary
[ERROR TEXT] Error Text
[FULLORPARTTIME] Full or Part Time Full Time
[FUTUREAPPLYDATE] Future Apply Date 5/24/20xx
[INITIATEDBY] Initiated By Aames, Cooper T
[INITIATEDDATE] Initiated Date 5/20/20xx
[INITIATEDFOR] Initiated For Abella, Jeri E
[INITIATORCOMMENTS] Initiator Comments This employee deserves an increase.
[JOB] Job System Administrator
[LOCATION] Location Los Angeles
[ORGLEVEL1REGION] Org Level 1 Description Region
[ORGLEVEL2DIVISION] Org Level 2 Description Division
[ORGLEVEL3ESTABLHMNT] Org Level 3 Description Establishmnt
[ORGLEVEL4DEPARTMENT] Org Level 4 Description Department
[PAYGROUP] Pay Group Corporate Salary Weekly
[PERFORMER] Performer Harvey Ross
[PROCESSNAME] Process Name Add/Change/Delete PTO
[PROJECT] Project Special Operations
[SALARYORHOURLY] Salary or Hourly Salaried
[SHIFT] Shift Operations Shift 1
[SUPERVISOR] Supervisor Stone, Olivia
[TIME] Time 1:58 PM

Restore Workflow Notification Default Messages

Once workflow notifications are edited, you can restore the message content back to the default at any time.

The configured e-mail messages appear with a check mark in the Configured column.

Navigation:Menu > System Configuration > Workflow Administration > Workflow Notifications

  1. From the Workflow Notifications page, check the Restore box next to the appropriate event to restore to the default e-mail message. More than one event can be restored at a time.
  2. At the Actions drop-down list, select Restore.
  3. Select OK.
    The check mark in the Configured column is removed for the selected event. The Preview column displays the restored notification message.