Workflow email notifications allows various participants in the system to receive notifications that update them on idea status as the idea progresses through the workflow.
The Sysadmin manages the notifications and once defined, apply to all campaigns that have that state enabled.
Notifications can be set up through the workflow by visiting Settings/Workflow. All changes to core language used for notifications can be made through the settings below. Please visit Email translations if your system supports multiple languages.
Click the "mail" button in the state you wish to add the notification
Click "Add a new email/Notification"
Define a Email Notification Description to identify the email easily when viewing settings. We suggest including the action and recipient to help define the notification. This description is NOT visible to users, only the Sysadmin.
Select "Type" to choose between the type of trigger that would send the notification.
- "Notification on change state" will send an email when an idea transitions into the state.
- "Notification on change state owner" will send an email when a state owner changes. Please note that if there isn't a state owner assigned to the state, this type won't be visible.
- "Reminder" will send an email if an idea has been in the state for a predefined of time (e.g. Idea is in state Draft for 5 days) OR it can relate to a due date that is associated with this state (e.g. the project due date will be expired in 2 days).
If you have MS teams integrated, there is also a notification that can be sent.
There is an option to not email the user who performs the action that triggers the notification.
The Recipient(s) (To:) list allows you to define which user roles will receive the notification. Recipients can also be included in the CC, and BCC lists.
You can also define the recipeant as the user that performed the action in case of state change.
The Subject and Body can be edited as needed. The "?" icon displays a list of variables that can be included to personalize your message.
Useful variables:
%title - for the Idea's title
%nid - for the Idea's number
%node_url - for the Idea's link
%recipient_name - for the the full names of the email's recipients.
**If more than one, will be separated by comma
%author_name - for the author's name
%author - for the author's mail
%cck_field_auto_co_author_name - for the co-authors' name
%acting_user_name - the full name of the user that performed the action in case of state change.
%acting_user_email - the email of the user that performed the action in case of state change.
%site_name – The site name is defined in the system setting page
%group – The campaign name
%group_url – The campaign url