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User task mail process |
The user should first enable the ‘Send e-mail if new task was assigned’ button can be enabled on the ‘Tenant’ page (only by admin user).
The option to "Send email if a new task is assigned" should be activated by default on the 'Tenant' page for all users. If a user chooses to override this setting in their profile by unchecking the checkbox, they will not receive any task-related emails.
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Make sure to ‘save’ the changes by scrolling down and clicking the ‘save’ button at the bottom of the page.
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The success pop-up message is displayed after the changes were saved successfully.
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The task assignment to the user // process
Select the desired process task to assign to the user by navigating the tasks list and clicking on the task to open the task details modal.
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If a task gets assigned, a new mail is created.
User task mail is successfully displayed on the outbound email list section and is only sent to the assigned user.
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The email sample is ready and you can delete, send, block and save by clicking on the buttons listed at the bottom of the page.
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Group task mail process cases |
The user should enable the ‘Notify by group mail’ button on the 'Tenant' page .
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Make sure to ‘save’ the changes by scrolling down and clicking on the ‘save’ button.
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Success pop-up message is displayed after the changes were saved successfully.
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The task assignment to the group // process
Select the desired process task to assign to the group, by navigating to the tasks list and clicking on the task to open the task details modal.
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Navigate to the ‘properties’ tab and on the ‘assignment’ section, and you can see the ‘group’ and ‘actor’ dropdown options for assignment.
Choose the desired group for assignment on the ‘group’ dropdown' field and click the ‘assign’ button to save changes.
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should be enabled.
If true, only one mail is sent to this group email address.
If false, all group members get an email.
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Group task mail is successfully sent to all the group -assigned members roles that the group contains, the emails are displayed on the outbound email list section.
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They can be customized for each task, process and language (also the hierachy) and also for a single language node in workflow design. The following are the tim.properties they can be used to customize the text of the receiving mail once the task is assigned (Groupmail or Task mail):
group-taskmail-subject-en[language]-[process name here]-[node here]=GRP_SUB_WITH_PD_AND_NODE_EN
group-taskmail-subject-en-[process name here]=GRP_SUB_WITH_PD_EN
group-taskmail-subject-en=GRP_SUB_IN_GENERAL_EN
group-taskmail-subject=GRP_SUB_IF_TENANT_LANGUAGE_IS_NOT_PROPERTYPROPERLY_CONFIGURED
group-taskmail-text-en-[process name here]-[node here]=GRP_TEXT_WITH_PD_AND_NODE_EN
group-taskmail-text-en-[process name here]=GRP_TEXT_WITH_PD_EN
group-taskmail-text-en=GRP_TEXT_IN_GENERAL_EN
group-taskmail-text=GRP_TEXT_IF_USER_LANGUAGE_IS_NOT_PROPERTY_CONFIGURED
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group-taskmail-subject
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Use User task mail
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taskmail-subject
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Use case: Different text on two level using two mail text properties. Let us define in tim.properties two properties. In activity level “account setup“ it is configured to receive text ‘Hello User’ as soon as the task is assigned to the group. In all other activities the mail text must be “Hello User - level Process Definition”
EN version
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DE version
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For the German version please make sure to set the tenant language to DE. |
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After uploading tim.properties inside the resources folder using the adequate privileges. Then when you assign task “Fill Employee Information“ to the group
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The email containing the text ‘Hello User- level Process definition’ are sent successfully.
EN version
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DE version
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But when assigning the ‘Account Setup’ task to the group the email with the text “Hello User” is displayed
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EN version
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DE version
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Replacing variables from form
Use case: Different text on two level using two mail text properties. Let us define in tim.properties two properties. In activity level “account setup“ it is configured to receive text ‘Hello ${user}’ as soon as the task is assigned. In all other activities the mail text must be “Hello User - level Process Definition”
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To display the name, you first need to create a variable on the ‘first name’ field on the form modal and label it as variable name.
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After updating the form inside the workflow. Then when you can assign task “Account Setup“to the actor.
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If you have an variable, you can include it like this…
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The email containing the text ‘Hello and the username(ex.Arlinda)' is sent successfully.
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