Configure email definitions - HxGN SDx - Update 63 - Administration & Configuration

Administration and Configuration of HxGN SDx

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English
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HxGN SDx
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Administration & Configuration
SmartPlant Foundation / SDx Version
10

Email definitions specify the type of email messages sent when certain events occur during a workflow, such as when a step is completed. Email definitions can be defined to apply to step definitions for a workflow step, or at a system-wide level for specific events. If an email definition is not specified for a workflow step or a relevant event, then no email is sent.

Once an email message object is created, it can be associated with a workflow step or set as a default for use with all workflows based on the event, such as if a step is reassigned or claimed. Any workflow definitions that call the related step will use this e-mail message template when notifying users of an action.

Several email definitions can be defined for each event allowing a more specialized email definition to be used whenever appropriate. To determine the email definition that is most appropriate, they are sorted by the interface specialization value that they correspond to.

When a step is started in a workflow, it determines if the current step has an associated email message. If so, it uses that email message to send out a workflow email notification.

If no email message is found related to the step, then the default email message is generated from the email definition related to the object.

How can I configure default email notifications?

The default email notifications sent to the recipients of a step can be configured in the workflow options. These emails are overridden by any email definitions defined for the step class to which the step definition belongs.

To configure the default emails:

  1. In the system options, scroll down to the Workflow options details section. For more information on the system options, see Configure the system options.

  2. Type in the Allowable number of days to wait between e-mails, Allowable number of days overdue before expiration, and Allowable number of days overdue before reassignment as required.

  3. If you want to stop all email notifications from going to the workflow recipients, then check the Suppress all e-mail check box.

  4. Select the email definitions from the drop-down lists, as required. See below for a description of each of the definitions.

    Email

    Description

    Reject email definition

    The email message sent to recipient from whom a step is rejected or is not completed successfully.

    Action email definition

    The email message sent to the recipients when the next step requires an action.

    Started email definition

    The default email message sent to the recipients of a step when that step is started. The delivery of this e-mail is optional.

    Reassign to email definition

    The email message sent to the recipient to whom a step has been reassigned.

    Reassign from email definition

    The email message sent to the recipient the step is reassigned from.

    First assignee email definition

    The email message sent to the first assignee.

    Completion email definition

    The email message sent to the workflow submitter when the workflow is completed. The delivery of this email is optional.

    Sign off email definition

    The email message sent to all relevant recipients when a step is signed off.

    Workflow off hold email definition

    The email message sent to all relevant recipients in whose To Do List has a step waiting to be done when the workflow is taken off hold.

    Overdue email definition

    The email message sent to recipients in whose To Do List has a step waiting to be done when a previous step is overdue.

    Workflow on hold email definition

    The email message sent to all relevant recipients in whose To Do List has a step waiting to be done when the workflow is put on hold.

    Information email definition

    The email message sent to all recipients when an information step is assigned to them.

    Step claimed email definition

    The email message sent to the all recipients assigned a step when the step is claimed by one recipient.

    Future actions email definition

    An email message that can be configured to be sent to all recipients of all future steps in a workflow when the first step has been completed. This provides the recipients with a notification of potential future work.