Step 4: Configuration - Configure Workflow Notifications

A workflow is a sequence of steps describing the lifecycle of the document. Each step in AODocs is called a Workflow State.

Library administrators can configure Workflow Emails for each Workflow State:

  • Action emails are sent to the users who have the permission to perform workflow actions in the state.

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  • Notification emails are sent to other users, who do not have the permission to perform workflow actions but still would like to be informed about the progress of the document. For instance, the document creator will be notified when his/her document is validated.

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As a library administrators, you can:

Choose the Email Recipients
Configure Workflow Emails
Customize Workflow Emails



Choose the Email Recipients

1. In the workflow configuration, at the workflow state level, click on “Notifications” and select the “Recipients” tab.

Notes:
By default, validators receive a default action email and the document creator receive a default notification email.
Workflow Emails are sent from notifications+workflow@noreply.aodocs.com.

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2. To send action emails, check “Notify people who need to validate the document”.

Note: All the validators defined in the manual workflow transition of the workflow state will receive an action email. For example, if the workflow state defines a transition that can be performed by the role “Validator” and another transition that can be performed by the role “Administrators”, then the action email will be sent to all the members of the “Validator” role and all the members of the “Administrators” role.

3. To send notification emails to:

  • The document creator, check “Notify the document creator”.
  • The last version creator, check “Notify the last version creator”.
  • The other users, check and/or “Notify other users” and define the recipients of the notification email. You can choose to notify:
    All the users having access to the document.
    - Specific users: you can choose individual users, a Google Group, a role and/or a property field with a “Person Type”.

Tip: AODocs recommends to use Roles when configuring notification emails. If an update is needed, Roles can be centrally managed by in the Role section.

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Configure Notification Emails

1. In the “Notifications” configuration pop-up, select the Workflow Emails you want to configure.
- If the checkbox “Notify people who need to validate the document” is checked, open the tab “Action e-mails”.
- If one or all checkboxes “Notify the document creator”, “Notify the version creator” and “Notify other users” are checked, open the tab “Notification e-mails”.

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2. Fill in the Sender.

3. Fill in the Subject.

4. Select the layout type: “Default layout” or “No layout”:
Tip: Use the “No layout” if you want to completely customize the design of the emails.

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5.Write the content of the email on the text editor section.

Note: The Sender, Subject fields and the content of your emails can be customized according to the document’s data using placeholders. Learn more here: Customize Workflow Emails.

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Tip: If you have written the content of your emails in a spreadsheet and you are copy-pasting an entire cell, the content of your email will display some html code related to the format of the spreadsheet. You can make sure no formatting html code will be displayed by checking the Source Code of your text editor.

6. Click on Save.

7. Save the Workflow configuration.


Customize Workflow Emails

You can customize the Sender, Subject and content of Workflow Emails using the following variables/placeholders in your email configuration:

Variables/

Placeholders

Definitions

${documentInfo}

The list of the system properties of the document:

  • Library
  • Document class
  • Date of creation
  • Document creator
  • Date of the last modification
  • Last update author

${documentProperties}

The list of the custom properties of a document.

Hidden properties are not listed.

${documentAttachments}

The list of attachments with their links in AODocs.

${documentRelations}

The list of the related documents grouped by relation type.

${documentId}

The ID of the document.

${documentTitle}

The title of the document.

${documentState}

The current state of the document.

${documentActions}

Workflow buttons available for the validators of the document. validators can then direct approve or reject a document from the action email they received.

This placeholder is not available for notification emails.

${libraryName}

The name of the library which the document belongs to.

${documentLink}

The link to the document in AODocs labeled with the name of the document.

${documentUrl}

The URL to open the document in AODocs in view mode.

${documentEditUrl}

The URL to open the document in AODocs in edit mode.

${documentDescription} or ${richText}

The description of the document.

${document:fieldName}

The value of a document's property.

For example, for the property named "Invoice amount", then you can use the variable ${document:Invoice amount} in the notification or action email.

${comment}

The comment entered by the user who performed the last workflow action.

${allComments}

All the comments made during the workflow transitions.

${initialAuthor}

The name of the user who has created the document.

${updateAuthor}

The name of the last user who has updated the document.

${class}

The document class which the document belongs to.

${workflow}

The workflow which the document belongs to.

${lastModified}

The date of the last update made on the document.

${stateChangeDate}

The date of when the document changed its state.

${creationDate}

The creation date of the document.

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