Workflow Automated Posts and Emails

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Workflow

Automatic Activity Feed Posts and Emails

Workflow governs the process of moving an online form from user to user.

Automated Activity Feed Posts and automated Emails can be used to notify both Submitters and Approvers of a form's status at each step in the workflow. Email settings at the workflow-level will determine the customization options at the form-level.

This page explains how to set up automated activity feed posts and emails at the workflow level. It also provides advice on the impact of these settings at form-level.

Important points about setting automated emails and posts:

Superuser permission will be required to set automated emails and posts
Accordingly, if any future amendments are made to the automated emails at the workflow-level
these changes will flow through to uncustomized forms only. However, ...
At the form-level, emails can be restored at any time using the Restore Defaults option ensuring workflow-level changes flow through to the form-level. Read about activity feed and email customization here
Automated email settings will impact on the customization of emails at the form-level. Activity Feed Posts cannot be edited at the form level.

Setting Automated Posts and Emails

This functionality is accessed when you either Add Workflow or Edit a pre-existing workflow.

In the Administration, go to Administration>Utilities>Add Workflow or Edit Workflow
On adding a new workflow or editing an existing workflow, a secondary tab on your browser will open displaying the workflow canvas
At the workflow-level, you can create/view a step and set automated emails and posts on entry and/or on exit of any step

Determining Email Actions on a Step

At each step in the workflow, the Administrator can determine the automated email and post settings:

The emails and posts sent on step entry
The emails and posts sent on step exit
The text of any emails and posts
If emails or posts are not to be sent on a step

The automated email and post settings that are set when building the workflow (as detailed above), will affect the customization of emails at form-level in the following ways:

Emails sent on step entry - at the form-level Administrators will be able to customize these emails and create additional emails
Emails sent on step exit - at the form-level Administrators will be able to customize these emails and create additional emails
The text of any emails - at the form-level Administrators will be able to modify this text
Emails permitted at the workflow level, but not created - at the form-level Administrators will be able to create emails
Emails are not set up on a step - at the form-level Administrators will not be able to create emails
Activity Feed posts cannot be edited at the form level

Setting Email and Post Actions

Refer to the below image

On selecting a step (in navy) the Step Properties>Actions column permits Emails and Activity Feed Posts to be set On Entry and/or On Exit of each step.

Select the appropriate check boxes as shown.

Note the symbol indicates that emails and posts are yet to be set up. Select the edit option to begin creating emails and posts.

Email Actions

After selecting the appropriate check boxes, click edit to open the below Email Settings pop-up and then Add Email to begin.

A default email message will appear, which can be altered to suit the workflow requirements. Instructions for the creation of an email are provided below.

Emails Settings

Add Email - Use this to add additional emails to this step. You can set multiple emails on entry and on exit of each step if required.

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

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

Copy - Will copy all fields

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

Subject - The subject or title of the email

Rich Text Box - Prepare the text of the email here. The text can draw from the items in the Details drop-down that will be stored against the form once submitted. For a full explanation of each item within the Details drop-down box, see below.

Activity Feed Post Actions

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Using Details in an Automated Email

The Details drop-down box includes standard fields (items) that can be extracted from a submitted form, i.e. the person who last dealt with the form and the date/time they accessed it.

Select the item from the Details drop down and it will be placed in the email at the current cursor location.

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

Once you have finished the email click OK to save or Cancel to start again. You will be taken back to the workflow where you can set further automated emails against other steps.

Saving Automated Emails

After completing all emails in the workflow, in order to save these changes select Save on the workflow and Exit. You will be taken to the List Workflow

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

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