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Form to create and modify notifications sent by approval processes

Process administrators use the AP:Notification form to create and modify notifications sent by approval processes. This form opens from when you click View or Create from the Notification tab of the AP:Administration form.

Basic tab

AP:Notification form—Basic tab

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Fields on the AP:Notification form—Basic tab 

Field

Description

Notification name

Type a name for the notification.

Process name

Select the process name from the list. The process must already exist.

Status

Use the drop-down list to select the status of the notification.

  • Active—Notification will be sent when the process triggers it.
  • Inactive—The notification will not be sent.

Process Instance ID

The  populates this field with the GUID of the selected process.

Notify On

Use the drop-down list to select the type of event that will trigger this notification.

If you choose Error, the notification is sent only if the status of the request is set to Error in the AP:Signature and AP:Detail forms. 

Assignee Group Permission

The  populates this field with the Assignee Group for the request. This field supports the multi-tenancy feature.

Qualification

If necessary, enter additional conditions to control when the notification is sent. The  uses condition in this field in addition to the Notify On event.

Search

In Search mode, searches the AP:Notification form.

Save

In New mode, saves the notification.

Close

Close the window without saving changes.

Details tab

AP:Notification form—Details tab

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Fields on the AP:Notification form—Details tab

Field

Description

Method

Use the drop-down list to define the method of notification.

  • None—No notification is sent.
  • Email—Notification is sent by email.
  • User Default—Notification is sent using the default notification method defined in the User form for each of the recipients.
  • Workflow—For information about this notification method, see Creating-workflow-based-notifications.

The Email tab is activated when you select Email or User Default.

For Email and User Default methods, if you add custom notification, workflow customization is required for any out-of-the-box Service Request Management (SRM) approval process. For more information about Email notification, see Defining-an-email-notification.

Send to

  • Notify List—The  sends notifications to the default recipients for the event type. See the following table. When a request is approved or rejected, the notification is sent based on the If Multiple Approvers setting on the AP:Process Definition form:
    • One Must Sign—The notification is sent only to that approver and not the other approvers in the signature line.
    • All Must Sign—The notification is sent to that approver and all the other approvers for whom signature lines have been created. See Form-to-create-and-modify-approval-processes.
  • Other—If you select Other, enter the notification recipients in the field to the right. To use a field reference (for example, $fieldName$ ) click the field menu icon.

Subject

Type a subject line for the notification message. You can select  variables from the list.

Additional Fields

To attach additional field information to the notification, use the drop-down list to select the field names.

If the notification method is Email, you must add Detail-Sig-Id to the Additional Fields.

Message

Type the message text for the notification. Use the drop-down list to include  variables in the message text.

Priority

Select a priority from 0 to 10 to allow users to sort their notifications by order of importance. Entries created with an earlier version of the  will default to a Priority of 1.

Email tab

AP:Notification form—Email tab

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Fields on the AP:Notification form—Email tab  

Field

Description

Fields

Each field on this form includes the Fields button. Use this menu to select fields from the  forms when completing each field, if appropriate.

Keywords

Each field on this form includes the Keywords button. Use this menu to select  key words when completing each field, if appropriate.

Mailbox name

Enter the name of the  outgoing mailbox that you want to handle the notifications.

From

Enter a name for the sender of the notification, or select variables from the Fields and Keywords menus.

Reply To

Enter a name for the Reply-To field of the notification email, or select variables from the Fields and Keywords menus.

CC

Enter the recipients of the notification email, or select variables from the Fields and Keywords menus.

BCC

Enter the recipients of the notification email who should receive blind copies, or select variables from the Fields and Keywords menus. Recipients entered in this field do not appear in the recipient list for other users.

Use Email based Approval template

Select Yes to use the email based approval template. The appropriate template name will be automatically displayed in the Content field. Default value is No.

Organization

Enter a company name, an organization, a keyword, or a field reference to a name for the notification email.

Header

Enter the names of templates to use for the header of the email notification. You can enter the name of the template directly, or enter a field reference or keyword to retrieve a template name.

Content

Enter the names of templates to use for the content of the email notification. You can enter the name of the template directly, or enter a field reference or keyword to retrieve a template name.

If you select Yes for the Use Email based Approval template field, the template name will be automatically displayed for this field. 

Footer

Enter the names of templates to use for the footer of the email notification. You can enter the name of the template directly, or enter a field reference or keyword to retrieve a template name.

For information about the Administrative Information tab, see the "Administrative Information tab" section in Form-to-create-delete-maintain-and-search-alternative-approvers.

 

Tip: For faster searching, add an asterisk to the end of your partial query. Example: cert*

AR System 22.1