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.

User task mail process

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.

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.

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.

Group task mail process cases

The ‘Notify by group mail’ button on the 'Tenant' page should be enabled.

1. If true, only one mail is sent to this group email address.

2. If false, all group members get an email.

Group task mail is successfully sent to all the group members 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 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-[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_PROPERLY_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

User 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”

EN version

DE version

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.

EN version

DE version

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

EN version

DE version

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”

If you have a variable, you can include it like this…

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

<html>
<head>
    <meta http-equiv="Content-Type" content="text/html; charset=UTF-8">
    <style>
        body { font-family: Arial, sans-serif; }
        .reminder-link { color: #4CAF50; }
        .reminder-link:hover { text-decoration: underline; }
    </style>
</head>
<body>
    <div style="font-size: 1.8em; color: #4CAF50;">You received a new task: ${SYS.TASK_NAME} </div><br/>
    in the process: ${SYS.PROCESSDEFINITION_NAME} <br/>
    Shall we remind you to complete this task?  <br/><br/>
    <a href="${SYS.BASELINK}EscalationManager/createTaskReminderWithOffsetFromNow.void?args[0]=${taskId}&args[1]=1d&i=1" class="reminder-link">Remind me tomorrow.</a><br/>
    <a href="${SYS.BASELINK}EscalationManager/createTaskReminderWithOffsetFromNow.void?args[0]=${taskId}&args[1]=3d&i=1" class="reminder-link">Remind me in three days.</a><br/>
    <a href="${SYS.BASELINK}EscalationManager/createTaskReminderWithOffsetFromNow.void?args[0]=${taskId}&args[1]=1w&i=1" class="reminder-link">Remind me in one week.</a><br/>
    <a href="${SYS.BASELINK}EscalationManager/createTaskReminderWithOffsetFromNow.void?args[0]=${taskId}&args[1]=1m&i=1" class="reminder-link">Remind me in one month.</a><br/><br/>
    Go to task: <a href="${taskLink}">${SYS.TASK_NAME}</a>
</body>
</html>