Step 4: Configuration — Configure workflow notifications

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. 

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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
Customize workflow 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 Financial department 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:

  • Customized email - you can use placeholders to customize the sender, subject and content of emails using the variables or placeholders. Learn more: Customize workflow emails
  • Default action email - the default sender, subject, content and layout is used (skip steps 3 to 5).

3. Fill in the Sender field.

4. Fill in the Subject field.

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4. Select the layout type:

  • Default layout

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  • No layout

Tip: Select No layout if you want to completely customize the design of the emails.

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5. Write the content of the email in the text editor.

Note: You can't copy-paste a placeholder with a link from one Notifications configuration pop-up to another. You must configure the link placeholder manually.

Tip: If you’ve written the content of your emails in a spreadsheet and you’re copy-pasting an entire cell, the content of your email will display some html code related to the format of the spreadsheet. To make sure no formatting html code is displayed, check the source code of your text using the Tools menu.

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:

  • individual users
  • groups
  • the last version creator
  • roles
  • a Person type property

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:

  • Customized email
  • Default notification email

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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Customize workflow emails

You can customize the sender, subject and content of workflow emails using the following variables or placeholders in your email configuration:

Variables or

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. If used, validators can directly approve or reject a document from the action email they receive.

This placeholder isn’t 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 document properties of field type URL, it corresponds to the URL. 

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

${document:fieldName:displayText}

The display text (without a clickable link) of a document property of field type URL.

${document:fieldName:link}

The display text (with a clickable link) of a document property of field type URL, if display text is defined.

The URL (with a clickable link) of a document property of field type URL, if display text isn't defined.

${comment}

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

${latestComment}

The last comment entered during previous workflow transitions.

${allComments}

All the comments made during the workflow transitions.

${parallelComments}

All the comments made on the latest completed parallel workflow transition.

${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 to the document.

${stateChangeDate}

The date of when the document changed its state.

${creationDate}

The creation date of the document.

${currentVersionName}

The name of the current version.

${currentVersionDescription}

The description of the current version.

 

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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