A workflow defines the sequence of steps of a document's lifecycle. In AODocs, each workflow step is called a workflow state.
Library administrators can configure the following types of workflow email for each workflow state:
- Action emails – learn more: Perform workflow actions in an email notification
- Action reminder emails
- Notification emails
This article explains how to configure action emails.
Automatically generated table of contents
Define whether workflow participants receive action emails
You can send action emails to users who have the permission to perform workflow actions in the current state. They can perform workflow actions directly from the email.
Notes:
– By default, action emails are not active.
– Workflow emails are sent from notifications+workflow@noreply.aodocs.com
1. In the workflow configuration, click Notifications in a workflow state. A dialog opens where you can configure workflow emails.
2. Under Action email, select Recipients.
A table lists all the users who can perform workflow actions in the selected state, the actions available and the target state.
Note: If you defined the workflow participants using a Google group, AODocs sends action emails to each member individually. This prevents issues if the Google group's posting permissions restrict non-members from sending messages to the group's email address. Learn more: Manage permissions with Google Groups and Create a group & choose group settings.
3. Activate the switch to send action emails to these users when the workflow is in this state.
Note: If you activate the switch, all users defined in the manual workflow transition of the workflow state will receive an action email.
For example, if the workflow state defines one transition for the Legal team and another for Directors, the action email will be sent to all members of both these roles.
Define the content of action emails
1. Under Action email, select Email content.
2. Under Email template, select one of the following options 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 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.
5. Define the content and layout of the action email. Learn more: Configure email templates.
6. Click Save.