Workflow-related email notifications

For a workflow, you can individually configure email messages to send specific information about the workflow to the participants at a specific time. For this, you configure a query job , which evaluates certain workflow attributes and sends an email when a defined condition occurs.

Example: Email notifications can be sent in the following cases, for example:

  • The users who are to execute the next transition are notified. A link to the workflow in the Portal is sent with a notification.

  • Specific users or groups should be informed about the current progress of the workflow.

  • Specific users should be informed about the actions that the respective editors of the workflow have performed.

  • For archiving, email notifications are sent to a specific email account.

Email types

There are three types of email notifications:

E-mail notification

Description

Transition emails (regarding the transition)

You configure this email regarding a transition. The email is sent when the transition has been executed.

Example: An email with a link to the workflow is sent to the editor of the next transition.

Reminder emails (regarding the state)

For example, this email reminds the recipient to execute a transition.

Note: Unlike the escalation email, a reminder email is sent only once.

Escalation emails (regarding the state)

Use this email to send emails before or after a target date is reached. You can select an interval after which the email message will be sent repeatedly.