As a workflow owner, you can customize workflow notifications to provide context and actions to users who receive these emails. 

Create custom email notifications

You can create custom notifications for:

To edit notifications for a task:

  1. In the Task details section of the task configuration panel, select Edit notifications.
    For hierarchy tasks, the Edit notifications option is in the Assignment section of the task configuration panel.
  2. Select a notification type from the list. Enter a custom message in the Subject, Introduction, and Outro fields. Any field left blank will default to the system messaging. 
  3. You can select to copy your custom text in a field across to all other emails. 
  4. Select Reset to reset your changes in the selected email, or Reset all to reset all customized messages to the system default. 
  5. Select Save. 

Add module line items to a notification email

Adding line items to a workflow notification email can help add more context. 

Note: This feature exposes model data via email, so it must be switched on by a Tenant Administrator in Administration > Notifications before it can be used in your workflow.

To add line items to a notification:

  1. In the workflow builder, add a step to your new or existing workflow:
    • For Group tasks: in the Assignment section of the task configuration panel, select Assign to users from a line item in a module, then the Select button in the Select line item from a module field.
    • For Decision tasks: in the Approvers section of the task configuration panel, select Assign to users from a line item in a module, then the Select button in the Select line item from a module field.
    • For Hierarchy tasks: in the Assignment section of the task configuration panel, select the Select button in the Configure Level for each hierarchy level. 
    • For Notification tasks: select Assign to users from a line item in a module, then the Select button in the Select line item from a module field.
  2. Select a module from the dropdown.
  3. In the Notifications section, you can see a list of line items. Select the line items you want to include in the notification email.  

Enable actions from emails

Workflow owners can give ‌approvers the ability to perform task actions via their email notifications by embedding Approve, Reject, and View buttons. Approvers can then approve or reject workflow tasks by selecting the button in their email notifications. To do this:

  1. In the Workflow builder screen, select at the top right corner. 
  2. In the Template settings window, switch on the Allow approve or reject from email notifications toggle. 
  3. Select Save.