When a Notification Step is created, the selected user(s) will receive an email notifying them of the approval or rejection of the form. A Notification is simply used to inform, and will not invoke any type of action in the workflow, nor will it cause the workflow to pause.
Within a Notification step, you will need to define which user(s) will receive the notification, and what will be included in their email.
Once a Notification step has been added into the workflow, click on it, and the modal will appear to the right allowing you to modify the settings for the step.
Notification Step Options
Step Label
Each step in the workflow can have a custom label applied do it. These labels help to identify the steps, both in the workflow and when reviewing them on the proposal.
For example, the default step name for an approval step is 'Approval' - but if every step were titled as 'Approval', it would be difficult to troubleshoot or identify where in the process it is.
The Step Label allows you to customize the name of a step so it more accurately represents this part of the process. This will help you keep your workflow organized as you are building out your process, and help provide clarity for reviewers who need to approve multiple times during the process.
The Step Label also appears in the Approval Notification that is emailed to the reviewer to help them identify where they are in the workflow process.
To change the Step Label, click into the step to open the configuration panel, then click into the Step Label field. Once you have updated the Step Label, it will save automatically and the step in the workflow will update to match.
Who will receive this notification?
Once you have created a notification step, the step options panel will open on the right-hand side of the screen. From there, you can choose from a list of individuals to participate at this step within the workflow.
In Notification workflow steps you'll be able to choose one (or both) of the following path options and are discussed more in depth below:
- User(s) specified on the form
- A specific person, email, or role in a group
User(s) specified on the form
This option allows you to choose a Person, Group, or Email field listed on the form. Once this option is selected, an additional dropdown will load below that will ask you to specify the field on the form where that person, group, or email is listed.
If you select a Group option you will then select which Role from that Group to route to for this step. Based on the number of users within a role, this could potentially refer to a single person or several (such as a committee).
The Email option allows you to select from an entered email on the form (via Email gadget). Please note, the Email options will also display for Kuali Person fields in the form but we would recommend utilizing the field from the Person section of the dropdown instead for that scenario. Email section is best to use for those emails captured in the form for external users (those without a Person record in the system).
Additionally, you can select other metadata from the form like Submitter, Created By, and Last Modified By options from the drop down.
A specific person, email, or role in a group
This option allows you to choose a specific Person, Email, or Role in a group with multiple allowed in each:
Person
Select a Person with a Kuali account to route to for the workflow action - once selected a user typeahead will allow you to lookup the desired individual.
By entering a specific email this gives you the option to route to an external user that doesn't have a user account or login for Kuali. It will send an email with a special temporary, secure link that allows external users to access the form like a normal user without logging in to take the workflow action.
Role in a Group
If you select a Role in a group option you will then select which Role from the desired Group to route to for this step. Based on the number of users within a role, this could potentially refer to a single person or several (such as a committee). The roles will be listed with the group first, followed by the role. For example, "Accountancy - Administrators". This setting ensures that any user within the Administrator role of the Accountancy group will be brought into the workflow at this step, regardless of any selections on the form.
However, if the Skip this step if there are no users in the role configuration is enabled it will automatically skip the step in the workflow if the group is empty with the below annotation and allow the workflow to continue:
Email Notification
A notification step will require that an email is provided for the user, including a subject and body. Unlike the customized email notifications on other steps, the Notification step also includes an option to attach a PDF of the completed document, or to include the workflow status along with the email.
- Email Subject
Allows you to customize the subject line of the approval notification email that will be sent to the approvers. The subject can be customized with variables for additional personalization.
- Email Body
Allows you to add a custom message to the approval email. The message can be customized with variables to further tailor it.
- Add Variable
Allows you to populate and personalize the subject line with information from the form. For example, the subject line alerts the approver that they are approving the travel request of a specific individual. “Submitter - Display Name” in the subject line will be replaced with the form submitter’s name in the approval email.
- Attach PDF of the Completed Document
Enabling this setting will allow you to include a PDF copy of the completed form in a Notification email.
- Include Workflow Status in PDF
If you wish for the workflow status and associated comments to be included in the PDF sent via the Notification email, be sure to enable the setting Include workflow status in PDF.
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