Designing a workflow to send notification

As a catalog administrator, you can create workflows to send notifications to defined recipients. They can use any of the following actions to send notifications:   

• Send In App Notification—To display a notification on the dashboard of a BMC Helix Digital Workplace Catalog administrator.
• Send Email—To send an email to any email address.
• Send Rich Text Email—To send an email with rich text formatting in the email body to any email address.
• Send Email Message—To send an email to one or more users. For more information, see  Configuring processes to send notifications to users . 

Before you begin 

(On-premises only) To use the Send Email action in your workflows, make sure that you have configured the SMTP parameters at the time of deploying and setting up the BMC Helix Digital Workplace. For more information, see Setting up and going live. 

Open an existing workflow or create a new workflow, as described in Exploring the workflow designer.

Sending in app notifications

You can insert the Send In App Notification element anywhere in a workflow, and specify the following input parameters:

• Receiver—User who receives the notification.

• Title—Summary of the notification.
• Content—Content of the notification. 

The following workflow shows an example of how the Send In App Notification action can be used.

In this example, hannah_admin is the login ID of the user who receives a notification when an external BMC Helix ITSM system executes the Get Entry by Query action.

The notification sent to hannah_admin includes the following details specified in the Send In App Notification action:

• Get Entry By Query title—Specified in the Title field.
• The JSON output generated from the Get Entry by Query—Specified in the Content field.

Sending emails

• Receiver—Email address of a user who receives the email.

  Tip

  You can specify only one email address at a time. To send notifications to multiple users, use a multi-instance loop with a comma-separated list of email addresses. Alternatively, you can use your email client to create a distribution list. For more information, see Processing data sequentially and in parallel.

• Title—Subject of the email.
• Content—Body of the email.
  To create a new line in the email, use a New Line variable or a STRIPHTML ("TEXT FROM THE FIRST LINE<br>TEXT FROM THE SECOND LINE") function. For a Service Broker Context variable, use two STRIPHTML functions without <br>.

The following workflow shows an example of how a Send Email action can be used.

Sending rich text emails

You can insert the Send Rich Text Email element anywhere in a workflow, and specify the following input parameters:

• Receiver—User who receives the email with rich text formatting.

• Title—Summary of the email.
• Content—Email body with rich text formatting.

In the email body, you can customize the content with the options listed on the Enhanced catalog page.

The following workflow shows an example of how the Send Rich Text Email action can be used.