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.