Notifications are an integral part of moving forms through the workflow stages. They serve the purpose of notifying approvers of their obligations to move a form through to the next stage.
The following guide provides details on automated notifications and additional notification options.
Automated Notifications
In a typical, 3-stage workflow with (1) no additional custom notifications, (2) the ‘public link’ notifications switched on, (3) automatic submission to the next stage, the following automated notifications will be sent out:
- Upon submission: the approvers listed in the first stage of the workflow will be notified and will be automatically set as the Person Responsible for that form (if submitted via a public link).
- Upon first approval: the approvers listed in the second stage of the workflow will be notified, and the Person Responsible will be notified that the form has reached the second stage.
- Upon second approval: the approvers listed in the third stage of the workflow will be notified, and the Person Responsible will be notified that the form has reached the third stage.
- Upon closure: the Person Responsible will be notified.
Additional Notification Options
Custom Notifications
Assurance enables Administrators to create custom notifications, which can be sent out based on workflow stages; answers to certain fields; the closure of forms etc. To learn more about creating custom notifications in Assurance Workflows, see this guide on How to Create Conditional Notifications for Registers and Forms.
Public Link Notifications
There is an option to turn off the notifications for approvers in the first stage of the workflow so that when the form is submitted, the approvers in the first stage of the workflow will not be notified. To turn off this notification simply:
1. Click on the Gearwheel at the top right of your Assurance Screen and select Registers & Forms Templates.
2. Click on the name of your Template,
3. Click on the Public Link tab.
4. Scroll down the Public Link Settings Page to find the "Send Email Notification to Approvers & Person Responsible" option.
5. Hover your mouse over the yes or no answer and this will reveal a pencil
6. Click the pencil button, then click the downward-facing arrow and select No
7. Click the tick to save these changes
Please note: This does not turn off notifications for other workflow stages, it only turns off notifications for first stage approvers.
Comments
0 comments
Please sign in to leave a comment.