Managing notifications

When creating a workflow definition The template used to build a workflow which is the outline of tasks that must be completed., you can add Notification tasks and identify the Notification type. Each Notification type has a unique Subject, Body, and language.

Notifications include:

• Standard notifications which are sent based on task Part of a workflow that itemizes certain work to be completed. activities:
  • Task level notifications are sent to members of a workflow A series of tasks generated based on an event or form submission. user queue, for example, when the task is initiated or routed.
  • To do notifications are sent to the creator of the To Do item.
• Custom notifications are sent out when a Notification task A notificaiton task automatically triggers the system to send an email notification to specified recipients. is activated. You can create any number of custom notifications. For example, you may want a Welcome notification to be sent to a third-party to engage in the selection process.

Configure a standard notification

1. Select Settings, Content Control, then Workflow Builder. Workflow Builder displays in a separate browser tab. 
2. On the left menu, select Notifications.
3. Select a Notification Type The type of third party, for example, Channel Partner, Vendor, Supplier, or DO NOT ENGAGE. for the notification. Selections include the following. Due dates are managed in the Task Settings in the Workflow Definition. See Managing workflow definitions.
   • 3P Monitor Review to let users know a third-party needs to be reviewed.
   • Approval Notification to let users know a third-party has been approved.
   • Rejection Notification to let users know a third-party has been rejected.
   • Task Activated to let users know a task has been routed to their work queue.
   • ToDo Reminder to inform To Do creator that the To Do item is due.
   • ToDo Overdue to inform the To Do creator that the To Do item is overdue.
   • Message Received to let a user know they received a chat instant message and how to view the message.
   • Late Task to inform all users in the queue that they have an overdue task.
   • Task Unassigned to notify the users in the queue that the task is active and has not been assigned in the required days set in the Workflow Definition.
   • Task Alert to be sent to parties outside of the system, or for users not in the initial workflow queue A single user, or group of users that can work on a task in a workflow. assigned to a task. The notification is sent when a task becomes active.
4. Select the Language of the notification.
5. Select the Schedule Frequency. Some Notification Types are automatically triggered so you cannot change the frequency. Others will continue to be sent per the frequency you set until the action is complete.

6. Enter or update the Email Subject line.

7. Select Active to make the notification immediately available or deselect to deactivate the notification.

8. In the right window, you can update the content of the email to be sent. To add a variable, select the placeholder Placeholders are variables populated when the output is generated. For example, the [[Company Name]] placeholder may be used in an email notification or questionnaire. button, then select the Placeholder Name. For example, the placeholder ThirdPartyProfile-LegalName allows the user to select the link to go to the third-party. Placeholder selections vary based on the type of notification.
   You can select the button to format notifications in HTML. Select Save Content while the Source is open.

9. Select Send Test Email to send yourself the email to see how the content displays. The variable placeholders are not active on the test email but are active when the notification is assigned to a task.
10. When you are done, select Save Content.

Configure a custom notification

1. Select Settings, Content Control, then Workflow Builder.
2. From the left menu, select Notifications.
3. Select the Add Custom Notification Type button.
4. Enter the Notification Type Name then select Save Custom Notification Type.
5. Complete the email notification as described for a standard notification earlier. The Schedule Frequency is set to Run Once Only and runs when the task is activated.