Fields
Remarks
To assign
Specifies if an email is automatically sent to the user who has to assign the action
To do
Specifies if an email is automatically sent to the user who has to handle the action
Overdue
Specifies if an email is automatically sent to the user who has to handle an overdue action
Assignment cancelled
Specifies if an email is automatically sent when an action assignment has been automatically or manually cancelled
Fields
Remarks
Event
Type of event notifications:
To do
Cancelled
Assignment cancelled
Assignment error
Overdue
Prior overdue (pre-overdue) *
Closed
Execution error
Recipients
Recipient(s) of the notification:
The requester
The action initiator (if the assignment method is manual)
The action assignee
Free-form email addresses (comma or semicolon separated)
The users associated to a participant
The user who has handled the action ... (action name)
Email addresses contained in the data ... (selected from the list below). Use , (comma) or ; (semicolon) as email separator.
Template
Email message templates:
Default (uses the standard email template located in \App_Data\Templates\Emails)
Use the content of the data (select one in the list below); the list is filled in with text and file process data.
When defining your own template in data or a file you can use:
The reserved keyword SUBJECT to define an email custom subject line
Macros
* The pre-overdue notification feature is available in WorkflowGen 5.1.7 and higher. A process XPDL using this feature will not be compatible with previous versions of WorkflowGen including release 5.1.6. An error will be raised when trying to import the new XPDL into those versions.
Columns
Remarks
Event
The type of event notification
Recipients
Recipient(s) of the email
Template
The selected template of the message to be sent
Condition
A link displays the notifications condition form in edit mode
Deletion
Click the x to delete the notification
To add an additional notification, click the plus sign (+) in the rightmost column header, choose an event and a template if desired (otherwise these will use the defaults of To do and Default, respectively), then choose the recipient(s). Click again to save the notification. You can then add a condition if desired.
Click on the event, the recipient(s), the template, or the condition to edit them. To remove a notification, click the x to the right of the notification.
While additional notifications are automatically saved, you must click Save or Save and close to save changes to automatic notifications.
You can define a hierarchy to handle overdue and pre-overdue action notifications by specifying additional notification conditions based on JavaScript or VBScript date/time calculation functions. You can do this in JavaScript by manipulating the date object directly, in VBScript using the DateDiff function, or by using the Current Action.Overdue and Current Action.Pre-overdue macros (see the Macros section for more information).
With overdue notification macros, the actual time overdue is rounded down to the nearest time unit, while with pre-overdue notification macros, the actual time pre-overdue is rounded up to the nearest time unit.
For better precision in calculating the duration, it is suggested to use minutes as the time unit in your condition. For example, if you’re using the VBScript DateDiff function in a condition, use n as the unit parameter; if you’re using a macro, use <WF_ACTIVITY_INST_OVERDUE_MINUTES> or <WF_ACTIVITY_INST_PREOVERDUE_MINUTES>.
In a process action, if you want to notify the requester that the action is late within one day, and also notify the process supervisor should the action continue to be late after two days, you have to add the two additional notifications on the action with the following settings:
Type: Overdue Recipient: Requester
JavaScript:
VBScript:
Using a macro:
Type: Overdue Recipient: The supervisor participant
JavaScript:
VBScript:
Using a macro:
In a process action, if you want to notify a user that an action will become late in advance of a due date, you have to add an additional notification on the action using the Prior overdue (pre-overdue) event.
To add a new pre-overdue notification to an action:
In a process action notification tab, under the Additional section, select the Prior overdue event.
Select the recipient(s).
Select the Default template or a custom template previously created.
Click Add.
Enter the condition (see below for examples).
JavaScript:
VBScript:
Using a macro:
JavaScript:
VBScript:
Using a macro:
There's no limit to the number of additional pre-overdue notifications that can be added to an action (e.g. 2 days, 1 day, 1 hour, 30 minutes, etc.).
If you don't specify a condition, the pre-overdue notification will be sent whenever an action is created with a lead time and the Windows Engine service is run. It is best practice to add a condition as per the above examples to control when the prior overdue notification is sent.
As of version 5.1.7, any process that includes a pre-overdue notification in an action cannot be imported into WorkflowGen versions 5.1.6 and earlier due to incompatibilities.
Custom email templates; see for instructions on how to create custom email templates
