Workflow notifications inform users of a Workflow Card's activity
Notifications can be configured to send automated emails to a specified user(s) or Workflow Group when cards first land on a specific phase or after a specified number of days as a "reminder".
Workflow notifications are configured per workflow phase.
A Workflow Notification can be sent to 4 different types of recipients:
- Card Owner - Including individuals or Groups
- Card Creator - The User who was responsible for initiating the workflow process for a specific card
- Workflow Group - a Group of individuals who should all be kept in the loop by receiving cc notifications at certain points of a workflow
- Supplier User/s
Who can Configure Workflow Notifications?
The following users can configure Workflow Notifications:
How to Enable Workflow Notifications?
1. Open the Workflow you wish to edit.
2. Click the Edit icon against the Phase that you will be configuring a Workflow Notification for and select Edit this Phase.
3. Select Form Access on the phase configuration menu.
4. Switch on the Status for the recipient(s) who should be notified and click Save.
How to Configure Workflow Notification Templates?
- Click the Edit Email Template icon
2. Populate the Notification Template and click ✅ Update
Editable sections here are:
- Email Subject
- Here is where you can highlight the subject/reason for the email as it will appear in the recipient's inbox
- Passing the card name into this line is advisable to
- (a) give an at-a-glance indication of exactly what process is required for which agreement
- (b) avoid multiple emails of the exact same name turning into 1 long email thread rather than separate notification lines in someone's inbox
- Email Content
- Here you can give more context & instructions for the workflow process
- 💡 Using simple html markdown can make your messages easier to read
- Button Type
- This controls what button links will be presented to email recipients:
- Hide - no button included
- Object - Button contains repository hyperlink to the Contract/Supplier record associated to the workflow form
- Kanban Workflow - Button contains hyperlink to the workflow card
- Portal - Button contains a hyperlink to the Supplier/Employee Portal
- eNegotiate - The email will contain Submit Draft / Accept Draft / Reject draft options (if the Submit Draft Action has been enabled)
- This controls what button links will be presented to email recipients:
- Button Text
- When using Kanban Workflow, Portal or Object, you can set the text as it appears in the button (if the default of "view form" is not appropriate)
3. Then hit ✅ Save to lock in all notification updates:
HTML/Markdown for Workflow Notification Templates?
Markdown is a simple language used to add formatting to text. Gatekeeper Notifications use the Markdown syntax. It allows you to easily add bold, italics, links, lists, paragraphs, headers, and images.
See also: