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This feature enables sending customizable email notifications for group and user tasks.
Emails are triggered based on user settings or tenant profile configurations.
This feature enhances the task notification system by providing flexible and customizable email notifications, ensuring that all stakeholders are informed and can access their tasks efficiently. The support for variables, HTML content, and direct task deep links further improves the usability.
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Activate task
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mails
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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The success pop-up message is displayed after the changes were saved successfully.
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User task mails
If a task gets assigned, a new mail is created for the assigned user if he/she has activated the checkbox “send e-mail if new task was assigned”.
User The user task mail is successfully then displayed on in the outbound email list section and is only sent to the assigned user.:
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Group task
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The ‘Notify by group mail’ button on the 'Tenant' page 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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mails
If a task is assigned to a group, all members of this group which have activated the checkbox “send e-mail if new task was assigned” will get an email. Those emails are displayed on the outbound email list section.too:
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To check if the mail was sent to all the roles that were assigned to members of the group, you can check the group information modal which you can access via the group list.
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Notify by group mail - for e-mail distribution lists
The ‘Notify by group mail’ button on the 'Tenant' page can be enabled so that only one e-mail is sent out to the defined group email-address.
If true and the specific group has set an e-mail address: only one mail is sent to this group email address.
If false or the specific group has set no e-mail address: all group members get an email.
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– PLEASE ADD SCREENSHOT of deplyoer group → tab properties with an email-address added..
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Customizing task mail subject and text
They The task mails can be customized for each task, process and language (also the hierachy) in the
The following are the tim.properties they show how this can be used to customize the text of the receiving mail once the task is assigned (Groupmail or Task mail)achieved for group or task mails.
If you want to define a general subject and text for all languages, please use:
group-taskmail-subject
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and
taskmail-subjectandgroup-taskmail-textandtaskmail-textIf you want to define a subject and text for a specific language (en) which overrides the general one (1.), please use:
group-taskmail-subject-en
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and
taskmail-subject-en
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and
group-taskmail-
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text-enandtaskmail-text-en
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If you want to define a subject and text for a specific language (en) and a specific process (Onboarding) which overrides the one from 2., please use:
group-taskmail-subject-en-Onboardingandtaskmail-subject-en-Onboardingandgroup-taskmail-text-en
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taskmail-subject-en-[process name here]-[node here]=USER_SUB_WITH_PD_AND_NODE_EN
taskmail-subject-en-[process name here]=USER_SUB_WITH_PD_EN
taskmail-subject-en=USER_SUB_IN_GENERAL_EN
taskmail-subject=USER_SUB_IF_USER_LANGUAGE_IS_NOT_PROPERTY_CONFIGURED
-Onboardingandtaskmail-text-en-OnboardingIf you want to define a subject and text for a specific language and a specific process and a specific node/task (Prepare file) which overrides the one from 3., please use:
group-taskmail-subject-en-prepare-fileandtaskmail-subject-en-prepare-fileandgroup-taskmail-text-en-
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prepare-fileandtaskmail-text-en-
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Hierarchy
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prepare-file
| Info |
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All spaces or special characters have to be replaced by “-”. All other characters have to be written in lower case. Example: Task name “Prepare file” becomes “prepare-file” |
Hierarchy
For custom group task mails
| Info |
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group-taskmail-subject
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User For custom user task mailmails
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taskmail-subject
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Use case: Different text on two level using two mail text properties We want to send out a different mail for a specific process “Onboarding” and another mail for a specific task “Account setup” within this process. Let us define in tim.properties two properties. In activity level “account setup“ it is configured to receive text ‘Hello User’ as soon as :
In the first two rows, we configure to send ‘Hello User’ as subject and ‘This is the body text…’ as text if the task is assigned to the a group. In
The third and fourth row define that in all other activities tasks, the mail text subject must be “Hello User 'Hello User - level Process Definition' and the text ‘This is the body text - level Process Definition”
EN version
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DE version
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| Info |
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For the German version please make sure to set the tenant language to DE before the assignment. |
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definition…’ for group task mails.
| Code Block |
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group-taskmail-subject-en-onboarding-account-setup=Hello User
group-taskmail-text-en-onboarding-account-setup=This is the body text...
group-taskmail-subject-en-onboarding=Hello User - level Process definition
group-taskmail-text-en-onboarding=This is the body text - level Process definition
#lets define german as well
group-taskmail-subject-de-onboarding-account-setup=Hallo Benutzer
group-taskmail-text-de-onboarding-account-setup=Dies ist der Fließtext...
group-taskmail-subject-de-onboarding=Hallo Benutzer - Prozessdefinition auf Ebene
group-taskmail-text-de-onboarding=Dies ist der Fließtext - Prozessdefinition der Ebene... |
The first 4 rows were for English (en) and rows 7-10 are for users which have selected German as their language (de).
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 for users who have selected German as their language
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But when assigning the ‘Account Setup’ task to the group the email with the text “Hello User” is displayedsent
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EN version
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DE version
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Including variables from
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forms
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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If you have a variable, you can include it like this…
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The email containing the text ‘Hello and the username(ex.Arlinda) We want to extend the use case from above so that the mail subject will contain variables from the form. In this case, we want to add the first name of the new employee to the task mail subject of “Account setup”. This can be achieved by changing the tim.properties in row 1:
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group-taskmail-subject-en-onboarding-account-setup=Hello ${first-name} |
Variables can be easily included it like this. You can find out the variable name e.g. in Form Designer.
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After uploading the new tim.properties and reassigning the task, the email with the subject 'Hello Arlinda' is sent successfully.
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HTML
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