Customizing Email Notifications

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Online Forms

Customizing Email Notifications

Online Forms gives you the ability to create and manage your intranet forms, whilst Workflow governs the way forms are moved from user to user and sets the automated emails received at each step in the process. At the form-level, these automated emails can be Customized. This page explains the customization process.

Important points to note about customizing automated emails:

Customizing means to modify the emails sent to Submitters and/or Approvers
Changes will be affected against the form only and will not alter the workflow or other online forms in the system
The ability to customize emails is set by the Administrator of the workflow (Superusers)
Default emails can be restored at any time using the Restore All Default Messages option

Customizing emails

Customizing emails occurs on individual online forms. This functionality is accessed when you either Add Online Form or Edit a pre-existing form.

Within the Administration, Add a new form or Edit an existing online form

Go to the Workflow step

Select the workflow you want to apply to this form and click Customize
On selecting Customize, a secondary tab on your browser will open displaying the chosen workflow
At the workflow, you can view each step and if permitted by the Workflow Administrator, customize emails at any step

Identifying a Customizable Email

The workflow is comprised of Steps and Links. These Steps and Links represent the workflow process. At each Step, the Workflow Administrator has determined the setting of customizable emails. Emails can be set On Entry to a step and On Exit of a step.

Steps

Each step can either:

Contain emails which can be customized

Not contain emails, but permit the creation of customized emails

Not contain emails nor permit the creation of customized emails

Each of the above settings and how to identify them is reviewed below.

Identifying a Step which contains Emails

A step containing emails will always include this keyboard icon and will indicate the number of emails that are attached. In the example below, the step entitled 'Requires Changes' contains 2 emails:

In the workflow, select the step (indicated in blue) and the Workflow Properties will indicate which emails can be customized. Following the same example, you can see this step has 2 emails: one will get sent On Entry to that step and the other, On Exit. From here you can edit the emails.

Identifying a Step which Permits the Creation of Customized Emails

A step permitting the creation of customized emails will always include this keyboard icon and will indicate that '0 EMAILS' are attached to the step. In the example below, the step entitled '1st Level Approval' currently contains zero emails.

In the workflow, select the step (indicated in blue) and the Workflow Properties will indicate which emails can be customized. Following the same example, you can see this step has zero emails, however, at this step it is permitted to create a customized email On Entry to that step only. From here select edit to begin the creation of an email.

Identifying a Step where Customization is Not Permitted

A step where customization is not permitted will look similar to the example below. Note here that the keyboard icon is not used and there is no indicator of the number of emails associated with the step.

In the workflow, select the step (indicated in blue) and the Workflow Properties will indicate that emails On Entry and On Exit have been disabled.

How To Customize an Email

One you have identified which steps allow customization of emails, click on to the Step you wish to customize

In Workflow Properties, click the edit button against the email you want to customize

On selecting edit, an Email Settings pop-up will open. The Email Settings is where you will customize the email

In this example, we have selected to customize the On Entry email for the 1st Level Approval step

This is the Email Settings pop-up you will use to customize the selected email

Emails Settings

Add Email - Use this to add additional emails to this step

Note: Once Add Email is selected, an additional email tab will open for each email you are adding

Restore Defaults - Will undo all customizations, restoring any original emails stored on a step

From: field - Indicates who the email will be from. This field cannot be changed

To: field - Indicates who the email will be sent to. This field can be changed. Email addresses are obtained from the Website Users listing in the Administration or Active Directory (for sites running AD). To view email addresses, type the open braces symbol '{' to view predefined options, or simply start typing the email address. Common options here are:

Approvers - this is anyone who is listed as an 'Editor' or 'Full Control' on your form. If you select {Approvers} in the To: field all approvers will receive the email. Otherwise, you can select specific people.
Managers - this is the person listed as Manager on each user's Profile. Click here to learn how to set up manager approvals.
Submitter - this is the person who submitted the form

Cc/Bcc - Select to view carbon copy and blind carbon copy fields

Copy - Will copy all fields

Subject - The title of the email. Note: Form fields can be drawn from the form itself

Rich Text Box - Here prepare the text of the email. The text can draw from submitted information within the form itself (Fields) or details stored against the form (Details). For a full explanation of each item within the Fields and Details drop-down boxes, see below.

Using Fields in a Customized Email

The Fields drop-down box is populated from the fields within your online form. Information from these fields can be extracted to the email by selecting the item from the drop-down. The item will be placed in the email at the current cursor location, see below.

In this example, three fields from the online form have been added to the customized email. Once a Submitter has completed a form, the entered information will be extracted from the submitted form

Using Details in a Customized Email

The Details drop-down box includes standard information stored in the form and the workflow, i.e. the person who last dealt with the form and the date/time they accessed it. Information from these fields can be extracted to the customized email by selecting the item from the drop down. The item will be placed in the email at the current cursor location, see below.

In this example, four fields have been added to the customized email. Once a Submitter has completed a form, the details will be added to the form.

Once you have customized the email click OK to save or Cancel to revert. You will be taken back to the workflow where you can customize further emails.

Saving Customized Emails

After completing changes to the customized emails, in order to save these changes select OK on the workflow or Cancel to revert. You will be taken back to the online form

Saving all Changes

After saving the customized emails, all changes must now be saved against the online form. Click OK or Apply to save changes or Cancel to revert.

If you want to read about setting automated email messages at the Workflow level, click here

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