How do I customize the email notifications?

  1. Select Admin -> Workflows.
  2. Click on a workflow.
  3. Click on the Workflow Stages and select the process stage. Click on the Rules icon to configure the Email Settings.

Rules config

Note: You can also customize the workflow stages view by clicking the Flowchart view button on the top right corner. This shows all the workflow stages in the form of flowchart. Click on the initiator/reviewer stage and all the relevant menu options are shown on the left side.

action config

mail action

The Email Conditions would be the same as the Conditions specified in the Rules for a Move Action. Email notifications are sent only if the specified conditions are satisfied. This would send the notifications via email when a request moves from one stage to another.

Click on Edit to make any changes in the email configuration. Turn on/off the toggle at the top right to Activate/Inactivate Email.

You can specify an explicit email id in the To field. If the email id is a field in your form, you could specify by selecting the field from the keywords list. If you select receiver from the Keywords list, the system automatically identifies the recipients and sends the email. You may also use the CC and BCC options to copy and blind copy the email. You can use keywords in the Subject field to make it easy to identify.

The content of the email can be customized. You can change the look and feel as well as the formatting of the email using the various controls. You can add as many field values from your form to make it more useful for the reviewer. Field values can be referenced by selecting the appropriate keyword from the keywords list.

Turn on ‘Attach Documents‘ to send the attachments that are uploaded in the form via email. You can also send the designed custom pdf attachments via email.

send mail