Step 5: Configure workflow emails

A workflow is a sequence of steps describing the life cycle of a document. In AODocs, each workflow step is called a workflow state.

Library administrators can configure workflow emails for each workflow state:

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

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  • Notification emails are sent to other users, who don’t have the permission to perform workflow actions but can be informed about the progress of the document. For example, the document creator can be notified when their document is validated. Notification emails can be sent to users who don't have access to the library.

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As a library administrator, you can:

Configure action emails
           Define the recipients of action emails
           Define the content of action emails
Configure notification emails
           Define the recipients of notification emails
           Define the content of notification emails
 Mute workflow notifications

Configure action emails 

Define the recipients of action emails

Note: Workflow emails are sent from notifications+workflow@noreply.aodocs.com.

1. In the workflow configuration, at the workflow state level, press Notifications. A pop-up opens where you can configure workflow emails.

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 2. Select Validators under Action email.

By default, action emails are sent to all users who can perform workflow actions in the selected state. A table lists these users, the actions available and the target state.

You can deactivate the switch so these users don't receive action emails when the workflow is in this state.

Note: If the switch is activated, all users 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 Legal team and another transition that can be performed by the role Directors, the action email will be sent to all members of both these roles.

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Define the content of action emails

1. Select Email content under Action email.

2. Under Email template, select one of the following from the drop-down menu:

  • Default action email - the default sender, subject, content and layout is used (skip steps 3 to 5).
  • a custom action email template you created - learn more: Create workflow email templates
  • Customized email - you can use customize the currently selected template – learn more about how to customize the email: Configure email templates

Note: You can customize either the default email template or a custom email template. However, If you re-select a template from the list and save, your customizations will be lost.

3. Fill in the Sender field.

4. Fill in the Subject field.

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5. Define the content and layout of the action email. Learn more: Configure email templates.

6. Press Save.

Configure notification emails 

Define the recipients of notification emails

Note: Workflow emails are sent from notifications+workflow@noreply.aodocs.com.

1. Select Recipients under Notification email. The list of recipients is displayed. 

By default, the document creator receives a notification email.

2. You can add:

Tip: You are recommended to use roles when configuring notification emails. If an update is needed, roles can be centrally managed under Roles in the library administration.

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3. If required, press the trash button next to a recipient to remove them from the list. 

Define the content of notification emails

1. Select Email content under Notification email.

2. Under Email template, select one of:

Note: You can customize either the default email template or a custom email template. However, if you re-select a template from the list and save, your customizations will be lost.

Follow the same steps as for defining the content of action emails. The only difference is that the default sender, subject and email content is different.

3. Press Save.

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Mute workflow notifications

If you're performing maintenance or running tests on your workflow, you may want to temporarily prevent notifications from being sent.

1. Open the library administration interface.

2. Select Workflows. The list of workflows in your library is displayed.

2. Select the Mute notifications checkbox next to a workflow. No notifications will be sent from this workflow until you unselect the checkbox.

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Comments

3 comments
  • I suggest you give the option of notifying an email that is selected at the time of the Action. In other words, you make an action, then AOdocs ask you WHO should be notified.

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  • Hi Louis-Philippe,
    Thank you for your query and apologies for the delayed reply.
    I suggest you log a Feature Request on our community, along with an example of a use case. Then other clients can review and vote for it: https://support.aodocs.com/hc/en-us/community/topics/200132124-AODocs-Feature-Requests
    Cheers

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  • It should be noted that if the google group you use for notifications does not allow non-members or contributors outside of your organization to post, then the emails are blocked. This is not true for the action emails, since in that case AODocs extracts the membership of the group and sends to individuals, rather than the group address.

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