This documentation supports the 22.1 version of BMC Helix Digital Workplace Basic and BMC Helix Digital Workplace Advanced. Icons distinguish capabilities available only for the Advanced and External license levels. For more information, see License-types-and-features.

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. 

Important

Do not copy and paste the text values for parameters that require a text string input as the results may vary. You must manually enter the text values for the parameters.


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

SendInAppNotif.png

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.

GetEntryByQuery2002.png

Sending emails

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

  • 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.

SendEmail.png

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.

Important

In email notifications, images that are added as rich text comments are visible only if they are in the .PNG format. Images in other formats (such as .jpg, .bmp, .gif) are not displayed in the email notifications and the comment field appears empty.


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

RTF email.png

 

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