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 at the step class level, to apply to step definitions related to that step class, 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 class 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.
When defining the email message object, you can define URLs that can display a hyperlink in the message text, which can be used to invoke an action. You can specify a target path to open your To Do List by specifying the ShowInboxForObject method in the URL, which only displays the steps in the inbox relevant to a single item rather than displaying all the steps assigned to you. You can also display the steps in the inbox relevant to the single object from a context menu on the object.
The resulting URL hyperlink appears in the body text of the recipient's email. When the user clicks the hyperlink, the users To Do List opens, showing the workflow steps ready for action for the object in the email message.
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.
Only email definitions that correspond to instantiated interfaces on the current object will be considered. You can also place on a condition on the relationship between the email definition and the event. The most specialized email definition that satisfies all conditions will be used.
When a step is started in a workflow, it determines if the step class (relating to the current step definition) 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 class, then the default email message is generated from the email definition related to the object.
When defining the email message definition, you can specify URLs that appear as hyperlinks in the message text, to a document, server, or website. The message should give the email recipient detailed instructions about the next action that needs to be performed. For example, if a document revision has a workflow attached requiring approval, then an email is sent to the applicable users, notifying them of an action in their inboxes.
If you are using SmartPlant Foundation Web Client, to be able to open hyperlinks in email notifications, you must specify
the fully-qualified URL to the Web Client site in the SDAClientURL property on the
Site Settings node in Server Manager. For more information, see Site Settings node
properties and Create or update an email definition.
Conditions syntax can be used to implement text substitutions by properties on the object in the workflow. All email message objects start with the workflow object and can navigate relationships to the workflow set.
Example: <WORKFLOW>
If there is no relationship definition, then the syntax only requires a keyword.
Example: <STEPNAME>
&Obj.Name&
See Configure conditions for further guidance.
What do you want to do?
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Configure default email notifications