Configuring Workflow Notifications

Workflow notifications alert users on the status of a workflow or task.

These notifications can be sent through email or text message, and are also present as in-application notifications within the onestop platform.

They can be used to automatically keep your customers and/or team members informed about the progress of tasks, deadlines, and any issues that may arise.

Configuring Notifications

Notifications are configured in your service through the creation of notification templates for your workflow tasks.

You can add notification templates for any workflow task or you could also decide to create a specific automated task to send notifications.

The workflow tasks are responsible for triggering the notification and notification templates are responsible for determining the content, recipients and type of the notification.

This separation of tasks and notification templates allows for flexibility in your workflow, as the same task can be used to send multiple different types of notifications.

Creating a Notification Task

To create a notification task:

• Open your service

• Drag and drop the service task type to the workflow area.

• Give the task a title

• Chose the type for the task as "Send Notification"

Creating a notification task

Adding Notification Templates to a task

Notification templates can be added to any task.

• Go to your workflow and click on the task that you want to add notification templates to

• In the task configuration form, click on the "Notification Templates" tab.

• Click on "Add Notification" or the plus button if you already have notifications.

• Click on the "Edit" button for the just added notification in order to configure it.

Configuring a Notification Template

• When you click on the "Edit" button next to a notification template, the notification template form should appear.

• The following settings can be configured:

  • Subject: The subject of the notification

  • Body: The message content for the notification

  • Attachments: The attachments to be included in the notification. These should be a list of "printed document" context tags separated by an commas.
  • Send To: Whether to send the notification to the user who initiated the workflow (via form submission) or to team members with permission to access the workflow task

  • Send When: When to send the notification based on the task status.

    • TO BE ASSIGNED: Task needs to be assigned. The notification will automatically go out to all users that have permission to assign.

    • TO BE PERFORMED: Task needs to be worked on. If the task is not assigned to a specific user, all users with permission to perform the task will receive this notification.

    • TO BE SUPERVISED: Task needs to be supervised. This notification will be sent when a supervisor is selected during assignment.

    • DONE: Task is complete. A DONE task notification will be sent to the user who performed the task or the submission owner depending on who you set in the 'Send To' field. You can add additional users to include in the notification with the 'Send to Teams' field.

  • Send To Teams: Teams for recipients of this notification other than the submitter and workers with permission to execute, assign or supervise the task. This setting is helpful when you want a group of users to receive a notification without them having to carry out any action on the task.