What email notifications are sent from workflows?

Answer

The Workflows tool sends out various automatic email notifications to users when certain events take place on a workflow. Some emails notify users of a specific action to complete and others are a digest containing the information of multiple notifications into a single notification.

Notification Events

Assignment Required

  • Description: A current workflow step does not have an assigned responder.

  • Recipient(s): Workflow Manager

  • Delivery Time: Sent at the time of the notification event.

Due Tomorrow

  • Description: A workflow step is due in one (1) day.

  • Recipient(s): Workflow Manager

  • Delivery Time: Sent in a digest email at 7 AM in the local time zone of the project.

Error

  • Description: An error has occurred during the process of completing a workflow.

  • Recipient(s): Workflow Manager

  • Delivery Time: Sent at the time of the notification event.

  • Notes: An error may occur when a value is missing on a field specified in a condition step in a workflow template.

New Workflow Applied

  • Description: A new workflow is applied to an item with a workflow that is already in progress.

  • Recipient(s): Workflow Manager

  • Delivery Time: Sent at the time of the notification event.

  • Notes: If a different workflow manager is assigned to the new workflow, only the new workflow manager is notified.

Overdue Reminder

  • Description: A response has not been submitted by the specified due of the current step in a workflow.

  • Recipient(s): Assignee & Workflow Manager

  • Delivery Time: Sent in a digest email at 7 AM every day in local time zone of the project.

  • Notes: Overdue Reminder emails are sent to Workflow Managers in the local time zone of the company.

Step Assignment

  • Description: A response is needed from a workflow member assigned to the current step.

  • Recipient(s): Assignee

  • Delivery Time: Sent at the time of the notification event.

  • Notes: If a recipient is going to be sent many 'Step Assignment' notifications at one time, emails may be collected temporarily and delivered later in a digest email instead. Currently, these digests are only sent from Document Management workflows. 

Workflow Completed

  • Description: A workflow on an item has been completed.

  • Recipient(s): Workflow Distribution List

  • Delivery Time: Sent at the time of the notification event.

  • Notes: The 'Workflow Distribution List' is set when configuring a workflow template in a tool's settings.

Workflow Restarted

  • Description: Workflow managers are notified when a workflow has been restarted.

  • Recipient(s): Workflow Manager

  • Delivery Time: Sent at the time of the notification event.

Workflow Step Information

  • Description: A specific step in a workflow has become the current step.

  • Recipient(s): Notification Recipients

  • Delivery Time: Sent in a digest email at 7 AM in the local time zone of the company.

  • Notes: 'Notification Recipients' are added to a workflow step in the Company Workflows tool.

 

The table below contains the information detailed above.

Notification Event

Description

Recipient(s)

Email Delivery Time

Notes

Assignment Required

A current workflow step does not have an assigned responder.
Workflow Manager		 Sent at the time of the notification event.  

Due Tomorrow


A workflow step is due in one (1) day.
Workflow Manager		 Sent in a digest email at 7 AM in the local time zone of the project.   


Error



An error has occurred during the process of completing a workflow.

 

Workflow Manager

Sent at the time of the notification event.		 An error may occur when a value is missing on a field specified in a condition step in a workflow template. See What are the different types of steps in a workflow?


New Workflow Applied
A new workflow is applied to an item with a workflow that is already in progress.

Workflow Manager
Sent at the time of the notification event.		 If a different workflow manager is assigned to the new workflow, only the new workflow manager is notified. 


Overdue Reminder


A response has not been submitted by the specified due of the current step in a workflow.

 Assignee

&

Workflow Manager


Sent in a digest email at 7 AM every day in local time zone of the project.
Overdue Reminder emails are sent to Workflow Managers in the local time zone of the company. 


Step Assignment


A response is needed from a workflow member assigned to the current step.



Assignee

Sent at the time of the notification event.		 If a recipient is going to be sent many 'Step Assignment' notifications at one time, emails may be delivered later in a digest email instead.


Workflow Completed


A workflow on an item has been completed. 

Workflow Distribution List

Sent at the time of the notification event.		 The 'Workflow Distribution List' is set when configuring a workflow template in a tool's settings. See Configure a Workflow Template on a Project.

Workflow Restarted

Workflow managers are notified when a workflow has been restarted.
Workflow Manager		 Sent at the time of the notification event.  


Workflow Step Information


A specific step in a workflow has become the current step. 

Notification Recipients
Sent in a digest email at 7 AM in the local time zone of the company. 		 'Notification Recipients' are added to a workflow step in the Company Workflows tool. See Create a Workflow Template.

 

See Also