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Custom E-mail Settings

You can set up custom e-mail notifications that the system will generate and send automatically when the workflow moves to a certain step. You can set up e-mail notifications for any Intermediate or End step, but not for Start steps. You can add multiple e-mails for one workflow step. When an automatic e-mail is sent, this is logged in the task history.

To set up custom e-mail notifications:

1. Double-click the required step and click the Custom Notifications tab.

2. Click the Add Notification... button. A dialog window will open.

3. By default, the notification you set up will always be sent when the workflow enters this step. However, if you want to send this notification only under a specific condition, you can set up a condition using the Comindware expression language. To do that, click the Add Condition button. For more information, see the Comindware Expression Language How To section.

4. From the Select recipient drop-down list, select the person who will receive this notification. To add multiple recipients, click Add Another Recipient.

5. In the Sender name field, enter the name that will appear in the From field of this e-mail.

6. Enter the e-mail Subject.

7. In the E-mail body text field, type the message that you want to appear on the notification e-mail.

8. If necessary, add an attachment by clicking the Add Attachment button.

9. If you want to be able to preview and edit the e-mail before it is sent, select the Preview and make changes to your e-mail message before sending check box. When the e-mail is generated, you will be able to change the recipients and message text, as well as add or remove an attachment.

10. If necessary, you can add information from a specific field in the application to the Subject and E-mail body text fields in the custom e-mail. To do that, enter the field ID in braces anywhere in the text. For example, enter ""Bug {bug_number} has been fixed"" to insert bug numbers into bug fix notifications. If you would like to insert links to these bugs, that can be done using the following pattern: {#bug_number}.

11. You can export task data into a Word/Excel file and send it as an attachment to the notification e-mail. To do that, select a Word/Excel template from the drop-down list below the E-mail body text field. This template will be used to export data.

12. If you want all task attachments to be included in the notification email, check the Include all workflow task attachments to an email box.

13. When done, click Save.

Setting up a custom e-mail

If necessary, repeat these steps to add more custom e-mails.