Task mails

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 links further improves the usability.

The user should first enable the ‘Send e-mail if new task was assigned’ button on the ‘Tenant’ page.

Make sure to ‘save’ the changes by scrolling down and clicking the ‘save’ button at the bottom of the page.

The success pop-up message is displayed after the changes were saved successfully.

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.

Navigate to the ‘properties’ tab and go to the ‘assignment’ section, where you can see the ‘group’ and ‘actor’ dropdown options for assignment.
Choose the desired user for assignment on the ‘actor’ dropdown' field and click on the ‘assign’ button to save changes.

User task mail is successfully displayed on the outbound email list section and is only sent to the assigned user.

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.

The user should enable the ‘Notify by group mail’ button on the 'Tenant' page.

Make sure to ‘save’ the changes by scrolling down and clicking on the ‘save’ button.

Success pop-up message is displayed after the changes were saved successfully.

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.

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.

Group task mail is successfully sent to all the group-assigned roles that the group contains, the emails are displayed on the outbound email list section.

To check if the mail was sent to all the roles that were assigned to the group, you can check the group information modal which you can access via group list.

Customizing task mail text

They can be customized for each task, process and language (also the hierachy) and also for a single language 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-[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_PROPERTY_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

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

taskmail-text-en-[process name here]-[node here]=USER_TEXT_WITH_PD_AND_NODE_EN
taskmail-text-en-[process name here]=USER_TEXT_WITH_PD_EN
taskmail-text-en=USER_TEXT_IN_GENERAL_EN
taskmail-text=USER_TEXT_IF_USER_LANGUAGE_IS_NOT_PROPERTY_CONFIGURED

Hierarchy

Group task mail

Use task mail

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”

After uploading tim.properties inside the resources folder using the adequate privileges. Then when you assign task “Fill Employee Information“ to the group

The email containing the text ‘Hello User- level Process definition’ are sent successfully.

But when assigning the ‘Account Setup’ task to the group the email with the text “Hello User” is displayed

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”

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.

After updating the form inside the workflow. Then when you can assign task “Account Setup“to the actor.

The email containing the text ‘Hello and the username(ex.Arlinda)' is sent successfully.

HTML

Use case: Different text on two level using two mail text properties. Let us define in tim.properties two properties. In activity level it is configured to receive text the HTML content. as soon as the task is assigned.

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.

After uploading the tim.properties file into the resources folder with the necessary privileges, proceed to assign tasks to the appropriate users or groups.

After the mail is send to user email, it receives a nice looking email as we have  provided in the HTML template