Step 5c: Configure workflow emails – 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:

This article explains how to configure notification emails.

Automatically generated table of contents

Example of a notification email

Notification emails are sent to 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.

Note:  Notification emails can be sent to users who don't have access to the library.


Define the recipients of notification emails

Note: Workflow emails are sent from

1. In the workflow configuration, click Notifications in a workflow state. A dialog opens where you can configure workflow emails.


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

By default, the document creator receives a notification email.

3. You can add:

Tip: We recommend using roles when configuring notification emails. If an update is needed, roles can be centrally managed under Roles in the library administration.

Note: If you define the recipients using a Google group and the group's posting permissions prevent non-members from sending messages to the group's email address, the group and its members won't receive the notification emails. Learn more: Manage permissions with Google Groups and Create a group & choose group settings.


3. If required, click 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:

– 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.
– Don't add the placeholder ${documentActions} to the email content. If you do, it will be ignored as it doesn't make sense to present users with actions in notification emails. Learn more: Placeholders to customize workflow emails.

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. Click Save.


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