Configuring Notifications for Workflow Steps

You can configure notifications to be sent when a workflow step becomes eligible or after a workflow step is completed. Notifications can inform a user of a task (workflow step) to perform, such as review and approve a new request. Notifications can also inform a group of users of the results of a task (workflow step). You configure notifications on the Notifications tab in the Workflow Step window.

Review the Workflow Step Worksheet for notification information.

To add a notification to a workflow step:

  1. From the Workbench shortcut bar, select Configuration > Workflows.

  2. Open a workflow.

  3. In the Workflow window, click the Layout tab.

  4. Double-click a workflow step.

  5. In the Workflow Step window, click the Notifications tab.

  6. Click New.

    The Add Notification for Step window opens to the Setup tab.

  7. From the Event list, select an event to trigger the new notification.

  8. From the Interval list, select the time interval at which the notification is to be sent (after the trigger event occurs).

  9. In the Recipients section, do one of the following:

    • Click New, and then use the Add New Recipient window to select the notification recipients (users, security groups, or tokens).

    • To specify the users or groups listed on the Security tab for the step as notification recipients, click Copy Security.

  10. Click the Message tab.

  11. Configure the body of the notification, and then click OK.

    The Notifications tab lists the new notification details. To send a different notification to other recipients for a different event, click New, and then repeat this process.

    You might want to send different notifications for a single workflow step if, for example:

    • A step has several possible results, which require different responses.

    • The notification content depends on the type of error encountered.

    • Depending on the type of step error that occurs, you want to notify recipients at different time intervals.

  12. Click OK.