Configure workflow messages
Learn how to configure workflow email messages to customize how emails display for your users.
Custom messages
You can customize the email notifications associated with a workflow stream on the workflow schema’s Custom messages screens and your workflow steps. You will be able to edit the messages in the sections outlined below.
Workflow started message
The Workflow started message notifies users that the workflow process has been initiated. This message can be configured on the Custom messages screen of a workflow schema.
To create the Workflow started message:
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Enter the subject of the email in the subject field.
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Enter the content of the message in the body field.
By default, the subject of the Workflow started message will be Workflow started.
A list of available keyword replacements is displayed below the message fields. Additionally, all available asset keyword replacements are available for use, including all attribute and metadata keywords of the asset currently in Workflow.
Notify on live message
The Notify on live message notifies users that an asset in Workflow has been approved and made live. This message can be configured on the Custom messages screen of a workflow schema.
You can configure the users who will receive notify on live messages by selecting the Notify on live field on the workflow schema’s corresponding workflow conditions.
You can also set the Notify on live message to be sent to the user who initiated the workflow process by enabling the Notify starter on live? setting on the Details screen of the workflow schema.
For more information, refer to the Details screen chapter in this manual.
To create the notify on live message:
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Enter the subject of the email in the subject field.
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Enter the content of the message in the body field.
By default, the subject of the Notify on live message will be Asset made live.
A list of available keyword replacements is displayed below the message fields. Additionally, all available asset keyword replacements are available for use, including all attribute and metadata keywords of the asset that has been made live.
Workflow invitation message
The Invitation message informs a user that workflow approval is required, inviting them to approve or reject the changes. This message can be configured on the Custom messages screen of a workflow step.
To create the invitation message:
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Enter the subject of the email in the subject field.
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Enter the message’s content in the body field.
By default, the subject of the Invitation message will be Workflow approval required.
A list of available keyword replacements is displayed below the message fields.
Additionally, all available asset keyword replacements are available for use, including all attribute and metadata keywords of the asset currently in workflow.
Workflow up for review invitation message
The Up for review invitation message informs a user that workflow approval is required for an asset up for review. This message can be configured on the Custom messages screen of a workflow step.
To create the up for review invitation message:
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Enter the subject of the email in the subject field.
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Enter the content of the message in the body field.
By default, the subject of the Invitation message will be Asset up for review.
A list of available keyword replacements is displayed below the message fields. Additionally, all available asset keyword replacements are available for use, including all attribute and metadata keywords of the asset currently in workflow.
Workflow approval message
The Approval message informs a user that the changes to an asset have been approved in workflow. This message can be configured on the Custom messages screen of a workflow step.
To create the approval message:
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Enter the subject of the email in the subject field.
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Enter the message’s content in the body field.
By default, the subject of the Approval message will be Asset changes approved.
A list of available keyword replacements is displayed below the message fields.
Additionally, all available asset keyword replacements are available for use, including all attribute and metadata keywords of the asset currently in workflow.
Workflow rejection message
The Rejection message informs a user that the changes to an asset have been rejected in workflow. This message can be configured on the Custom messages screen of a workflow step.
To create the rejection message:
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Enter the subject of the email in the subject field.
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Enter the content of the message in the body field.
By default, the subject of the Rejection message will be Asset changes rejected.
A list of available keyword replacements is displayed below the message fields.
Additionally, all available asset keyword replacements are available for use, including all attribute and metadata keywords of the asset currently in workflow.
Workflow up for review cancellation message
The Up for review cancellation message informs a user that the workflow process for an asset up for review has been canceled. This message can be configured on the Custom messages screen of a workflow step.
To create the up for review cancellation message:
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Enter the subject of the email in the subject field.
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Enter the message’s content in the body field.
By default, the subject of the Invitation message will be Asset review canceled.
A list of available keyword replacements is displayed below the message fields. Additionally, all available asset keyword replacements are available for use, including all attribute and metadata keywords of the asset currently in workflow.
Workflow stale message
The Stale message informs a system administrator that workflow has been on a step for longer than expected. This message can be configured on the Custom messages screen of a workflow step.
To create the stale message:
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Enter the subject of the email in the subject field.
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Enter the content of the message in the body field.
By default, the subject of the Stale workflow message will be Stale workflow step.
A list of available keyword replacements is displayed below the message fields.
Additionally, all available asset keyword replacements are available for use, including all attribute and metadata keywords of the asset currently in workflow.
Workflow escalated message
The Escalated message informs a user that a workflow step has expired and been escalated to the next step or sub-step. This message can be configured on the Custom messages screen of a workflow step.
To create the escalated message:
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Enter the subject of the email in the subject field.
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Enter the content of the message in the body field.
By default, the subject of the Escalated message will be Workflow escalated.
A list of available keyword replacements is displayed below the message fields. Additionally, all available asset keyword replacements are available for use, including all attribute and metadata keywords of the asset currently in workflow.
Notification emails during workflow
When workflow is running, the following emails will be sent:
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The users and user groups in each step of the approval process will receive an email when it is their turn to approve the changes.
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When a step is approved or rejected, the users and user groups in that step will receive an email saying that it has been approved or rejected.
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When a step has expired, the users and user groups in the step will receive an email reminding them that they need to approve the changes to the asset.
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If a step is escalated, the users and user groups in the step will receive an email notifying them of the escalation.
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If a step is escalated, the users and user groups in the escalation step will receive an email asking them to approve the changes.
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If the changes are rejected during workflow, the user who applied for approval will receive an email notifying them that it was rejected.
The contents of these emails can be customized on the Custom messages screen of a Workflow schema.