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Configure Workflow Email Notifications

  1. From within the workflow, click the Email Templates tab.
  2. Select a notification type:
    • Responsible: Sends a notification to users who are responsible for updating the required fields.
    • Informed: Sends a notification to provide updates to interested parties (usually Management), but does not require any action from the recipients.
    • Immediate: Sends a notification immediately and not at a scheduled time. This is the only notification type that allows for customized subject lines.
  3. If you selected Responsible or Informed, select a frequency from the Frequency of Email dropdown menu:
    • Nightly: Sends the notification every night at 12:00 am EST.
    • 8 Hour: Sends the notification at 8:00 am, 4:00 pm, or 12:00 am EST. The time the notification is sent depends on the time of the transition (e.g. if the transition was completed at 3:00 pm, the notification will be sent at 4:00 pm).
    • 4 Hour: Sends the notification at 4:00 am, 8:00 am, 12:00 pm, 4:00 pm, 8:00 pm, or 12:00 am EST. The time the notification is sent depends on the time of the transition (e.g. if the transition was completed at 10:30 am, the notification will be sent at 12:00 pm).
    • Weekly: Sends the notification every Sunday.
    • Monthly: Sends the notification on the 1st of every month.
  4. Configure the Template NameHeader Name, and/or Email Body and other settings in the template as needed. 
  5. Click Save.
  6. Click the Email Notifications tab to display the transitions in the same order as they appear in the workflow.
  7. Click the pencil icon beside a transition to select it for the email notification and display the Email Transition Template.
  8. Select the ResponsibleInformed, or Immediate tab.
  9. Select an existing template (see previous steps) from the Template Name dropdown menu.
  10. Select a role from the Responsible Recipients dropdown menu to choose which users will receive the notification.
  11. Click Add to save your changes.
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