What email notifications are sent from workflows?

Last updated
Save as PDF

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 digestemail 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 digestemail 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.