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 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 flyout 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. Each option is discussed below.
Person(s) in a role of a group, or the group's hierarchy, on the form
This option is available on the approval, task, acknowledge, and notification steps, and will allow you to choose a person in a specific role from any group that was mentioned on your form.
Once this option is selected, an additional field will load below that will ask you to specify the field on the form that lists the group.
You will then be prompted to select the role from that particular group that will participate at this step within the workflow. Based on the number of users within a role, this could potentially refer to a single person or several (such as a committee).
Person(s) in a role of any specific group
This option is available on the approval, task, acknowledge, and notification steps, and will allow you to choose a person in a specific role from any of the groups that have been established.
Once this option is selected, an additional field will load below that will ask you to specify the role and the group. 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.
A person specified on the form
This option is available on the approval, task, acknowledge, and notification steps, and will allow you to choose a person listed in a field on the form.
Once this option is selected, an additional field will load below that will ask you to specify the field on the form where that person is listed. Additionally, you can select the submitter of the form by choosing "Submitter (meta.submittedBy)" from the drop down.
An email specified on the form
This option is only available on the notification step, and will allow you to choose an email field on the form and create a customized notification email to send to that user.
Any specific person
This option is available on the approval, task, acknowledge, and notification steps, and will allow you to choose any person from any of the groups that have been established within your system, regardless of any selections made on the form. Once this option is selected you will be asked to specify the user. When a document is submitted into the workflow, the user listed on this step will always be selected, and it will not change unless you update the step.
Any specific email
This option is only available on the notification step, and will allow you to send a workflow notification to a specific email address without needing to reference it in the form. Once selected, you will be need to enter the specific email.
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
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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
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Allows you to add a custom message to the approval email. The message can be customized with variables to further tailor it.
- Add Variable
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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
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Enabling this setting will allow you to include a PDF copy of the completed form in a Notification email.
- Include Workflow Status in PDF
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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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