This tab allows users to create and manage notes that can be viewed by all participants involved in the process. It facilitates communication and records important information or updates relevant to the project or task.
Element | Description |
|---|---|
1 | A description of the note's content is displayed here. |
2 | The date and time that the note was attached are displayed here. |
3 | The user who attached the note is identified here. |
4 | The process activity to which the note is attached is displayed here. |
5 | This button is used to attach notes. Please refer to the section new note below. |
6 | This button opens the detailed view of the note |
Adding a new note
New notes can be attached by clicking on the button “Add note”.
The desired textual content of the note may then be entered into the content field.
The “Save” button is used to save the note.
If the checkbox “Send notifications on save” is activated, a notification mail will be sent to all participants who are currently active participants in the process. The mail will be written in the language set by the user receiving the mail.
The delivery system is only available in English and German. Other languages must be set manually using the tim.properties.
Send notification
If the checkbox is activated, a dropdown button displays the users who will be notified via email that a new note has been attached to the process/task. Additionally, notes may be (re-)sent to participants at a later time.
Exclude process participants from the notification
The tim.properties file may be used to exclude swimlanes from being notified when new notes are created. For this, the following line is entered:
business-obj-message-excludes-onboarding=hr
All characters in this line must be lowercase
Parameter | Description |
|---|---|
| Denotes that a swimlane is to be excluded. |
| represent the name of the process. This entry is optional; if nothing is entered, the denoted swimlane will be excluded from all processes. |
| represent the name of the excluded swimlanes. |
If a process participant is a member of both; the included and excluded swimlane, the user will be informed upon the creation of a note.
Configuring the message content
The notification body and subject can be freely configured in any language. The appropriate text is also defined in the tim.properties using the following line:
business-obj-message-subject-en=A new note is added to Process ${SYS.PROCESSINSTANCE_NAME} by ${SYS.BLOG_CREATION_USER} at ${SYS.BLOG_CREATION_TIME}
business-obj-message-de=Dear Sir or Madam,\n\nA new note has been attached to the process ${SYS.PROCESSINSTANCE_NAME}.\n\nNote content [${SYS.BLOG_CREATION_USER} - ${SYS.BLOG_CREATION_TIME}]:\n\n${SYS.BLOG_CONTENT}
To set a different language, the de suffix is replaced by the appropriate country abbreviation, and the text is adjusted accordingly i.e. business-obj-message-subject-en
Once you upload the file to the resources page, you can start an instance. After starting the instance, you can add a note and select the “Send notifications on save” option.
After enabling the “Send notifications on save” option and assigning recipients, you can check the outbound email page where you will find an email created that displays the content you added to the file.
Notes in main and sub-processes
A note that has been added to the main process is also visible in the respective sub-processes. Notes attached to a subprocess are visible from within the main process, but the note icon will not be highlighted.
In the “Note” tab the origin of the note is set to the main process. Notes that are attached to the main process are read-only from within subprocesses. Editing and deleting respectively are only possible from within the main process.