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 Open link

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.

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

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.

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.

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Comments

  1. Diego Felipe Rodriguez Gomez

    Hello BMC Team, "see Configuring SMTP for BMC Digital Workplace Catalog." URL is redirecting to Forbidden page. Regards

    May 23, 2023 10:42
    1. Meenal Kulkarni

      Hello Diego Felipe Rodriguez Gomez ,

      Thank you for bringing it to our notice.

      We will fix the link.

      Thanks,

      Meenal

      May 26, 2023 06:47
      1. Aaditi Lakade

        Hello, Diego Felipe Rodriguez Gomez ,

        The note is no longer applicable to SaaS customers. For on-premises deployment, the SMTP parameters must be configured at the time of deployment. We have updated this topic to reflect these changes. 

        Thanks, 

        Aaditi

        May 31, 2023 01:07
  2. Tassio Costa

    Hey guys

    Is there a way for these outgoing emails to not register an ID with the DWP? Is there also a way for this information not to appear in Service Requests within Reports? Because all information contained in this e-mail will be confidential and cannot be consulted by anyone, only those who will receive the e-mail. And most importantly, is there a way to attach a file to the email? I can attach files, but the file only appears in the DWP, it does not go to the email.

    Apr 19, 2024 11:28
    1. Mariia Matskiv

      Hello Tassio Costa ,

      Thank you for your comment! Please allow us to address your query on our end and get back to you. 

      Best regards,

      Mariia

      Apr 23, 2024 06:02
      1. Tassio Costa

        I sent you a private message ;)

        Apr 23, 2024 03:29
        1. Mariia Matskiv

          Hello Tassio Costa ,

          Thank you for reaching out! Given that your inquiry relates to a specific case, it would be best to address it with BMC Support. The support team can offer personalized assistance to address your query. Please feel free to contact them at Support Central

          If you have additional queries, please add a comment here and we shall get back to you.

          Best regards,

          Mariia

          Apr 24, 2024 04:43