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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 deep links further improves the usability.
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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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Customizing task mail subject and text
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But when assigning the ‘Account Setup’ task to the group the email with the text “Hello User” is sent
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EN version
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DE version
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Including variables from forms
Use case: 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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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
Use case: Different text on two level using two We can define mail text via tim.properties or via workflow design properties for a specific node.
Let us define in tim.properties two properties. the property taskmail-text.
| Code Block |
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taskmail-text=<html><head> <style> body {font-family: Arial, sans-serif; color: #323232; background-color: f1f7f7; }table { width: 480px; margin: 16px auto; border-collapse: collapse; } th, td { padding:7px; border: 1px solid #ddd; text-align: left; vertical-align: top; } th { background-color: f1f7f7; font-weight: bold; font-size: 15px; line-height: 20px; } a { text-decoration: none; background-color: #04AA6D; color: white !important; padding:15px; display: inline-block; border-radius: 4px; } </style> </head><body> <table><thead><tr><th colspan="2">Company: ${SYS.CURRENT_USER_COMPANY} </th> </tr> </thead> <tbody> <tr> <th>ID</th> <td>${SYS.TASK_ID}</td> </tr> <tr> <th>TASK NAME</th> <td>${SYS.TASK_NAME}</td> </tr> <tr><th>Date of Assignment</th> <td>${SYS.NOW}</td> </tr> <tr> <th>Priority</th> <td>High</td> </tr> <tr> <th>Workflow</th <td>${SYS.PROCESSDEFINITION_NAME}</td> </tr> </tbody></table> <p style="text-align: center;"> <a href="${SYS.TASKLINK}" target="_blank">Go to Task</a> </p></body></html> |
In activity level it is configured to receive text the HTML content. as soon as the task is assigned.
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After successfully uploading tim.properties to the resources folder with the appropriate privileges, you can proceed to assign tasks to either groups or individual users.
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After uploading the tim.properties file into the resources folder with the necessary privileges, proceed to assign tasks to the appropriate users or groups.
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Code example: how the HTML mail is structured can be seen below.
| Code Block |
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<html>
<head>
<style>
body {
font-family: Arial, sans-serif;
color: #323232;
background-color: #f1f7f7;
}
table {
width: 480px;
margin: 16px auto;
border-collapse: collapse;
}
th, td {
padding: 7px;
border: 1px solid #ddd;
text-align: left;
vertical-align: top;
}
th {
background-color: #f1f7f7;
font-weight: bold;
font-size: 15px;
line-height: 20px;
}
a {
text-decoration: none;
background-color: #04AA6D;
color: white !important;
padding: 15px;
display: inline-block;
border-radius: 4px;
}
</style>
</head>
<body>
<table>
<thead>
<tr>
<th colspan="2">Company: ${SYS.CURRENT_USER_COMPANY}</th>
</tr>
</thead>
<tbody>
<tr>
<th>ID</th>
<td>${SYS.TASK_ID}</td>
</tr>
<tr>
<th>TASK NAME</th>
<td>${SYS.TASK_NAME}</td>
</tr>
<tr>
<th>Date of Assignment</th>
<td>${SYS.NOW}</td>
</tr>
<tr>
<th>Priority</th>
<td>High</td>
</tr>
<tr>
<th>Workflow</th>
<td>${SYS.PROCESSDEFINITION_NAME}</td>
</tr>
</tbody>
</table>
<p style="text-align: center;">
<a href="${SYS.TASKLINK}" target="_blank">Go to Task</a>
</p>
</body>
</html> |
The HTML can also be configured via properties on the workflow for a specific node, on the task mail text field.
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After uploading the file on Resources → admin or configuring the HTML via properties, the task can now be assigned.
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After the mail is send to user email, it receives a nice looking email as we have provided in the HTML template
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The HTML email received
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If you click on “Go to Task” button, the link will redirect to the task.
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