Custom Messages

Last Updated: 13 Jan 2016

You can customise the email notifications associated with a Workflow Stream on the Custom Messages screens of the Workflow Schema and your individual Workflow Steps. You will be able to edit the messages in the sections outlined below.

Workflow Started Message

The Workflow Started Message notifies users that the workflow process has been initiated. This message can be configured on the Custom Messages screen of a Workflow Schema.

To create the Workflow Started Message, enter the subject of the email in the Subject field and the content of the message in the Body field. By default, the subject of the Workflow Started Message will be Workflow Started.

A list of available Keyword Replacements are displayed below the message fields. Additionally, all available asset Keyword Replacements are available for use, including all attribute and metadata keywords of the asset currently in workflow.

Notify on Live Message

The Notify on Live Message notifies users that an asset in workflow has been approved and made Live. This message can be configured on the Custom Messages screen of a Workflow Schema.

Tip: You can configure the users who will receive Notify on Live Messages by selecting the Notify on Live field on the corresponding Workflow Conditions of the Workflow Schema.

You can also set the Notify on Live Message to be sent to the user who initiated the workflow process by enabling the Notify Starter on Live? setting on the Details screen of the Workflow Schema.

For more information, refer to the Details Screen chapter in this manual.

To create the Notify on Live Message, enter the subject of the email in the Subject field and the content of the message in the Body field. By default, the subject of the Notify on Live Message will be Asset Made Live.

A list of available Keyword Replacements are displayed below the message fields. Additionally, all available asset Keyword Replacements are available for use, including all attribute and metadata keywords of the asset that has been made Live.

Workflow Invitation Message

The Invitation Message informs a user that workflow approval is required, inviting them to approve or reject the changes. This message can be configured on the Custom Messages screen of a Workflow Step.

To create the Invitation Message, enter the subject of the email in the Subject field and the content of the message in the Body field. By default, the subject of the Invitation Message will be Workflow Approval Required.

A list of available Keyword Replacements are displayed below the message fields. Additionally, all available asset Keyword Replacements are available for use, including all attribute and metadata keywords of the asset currently in workflow.

Workflow Up For Review Invitation Message

The Up For Review Invitation Message informs a user that workflow approval is required for an asset that is Up For Review. This message can be configured on the Custom Messages screen of a Workflow Step.

To create the Up For Review Invitation Message, enter the subject of the email in the Subject field and the content of the message in the Body field. By default, the subject of the Invitation Message will be Asset Up For Review.

A list of available Keyword Replacements are displayed below the message fields. Additionally, all available asset Keyword Replacements are available for use, including all attribute and metadata keywords of the asset currently in workflow.

Workflow Approval Message

The Approval Message informs a user that the changes to an asset have been approved in workflow. This message can be configured on the Custom Messages screen of a Workflow Step.

To create the Approval Message, enter the subject of the email in the Subject field and the content of the message in the Body field. By default, the subject of the Approval Message will be Asset Changes Approved.

A list of available Keyword Replacements are displayed below the message fields. Additionally, all available asset Keyword Replacements are available for use, including all attribute and metadata keywords of the asset currently in workflow.

Workflow Rejection Message

The Rejection Message informs a user that the changes to an asset have been rejected in workflow. This message can be configured on the Custom Messages screen of a Workflow Step.

To create the Rejection Message, enter the subject of the email in the Subject field and the content of the message in the Body field. By default, the subject of the Rejection Message will be Asset Changes Rejected.

A list of available Keyword Replacements are displayed below the message fields. Additionally, all available asset Keyword Replacements are available for use, including all attribute and metadata keywords of the asset currently in workflow.

Workflow Up For Review Cancellation Message

The Up For Review Cancellation Message informs a user that the workflow process for an asset that is Up For Review has been cancelled. This message can be configured on the Custom Messages screen of a Workflow Step.

To create the Up For Review Cancellation Message, enter the subject of the email in the Subject field and the content of the message in the Body field. By default, the subject of the Invitation Message will be Asset  Review Cancelled.

A list of available Keyword Replacements are displayed below the message fields. Additionally, all available asset Keyword Replacements are available for use, including all attribute and metadata keywords of the asset currently in workflow.

Workflow Stale Message

The Stale Message informs a System Administrator that workflow has been on a step for longer than expected. This message can be configured on the Custom Messages screen of a Workflow Step.

To create the Stale Message, enter the subject of the email in the Subject field and the content of the message in the Body field. By default, the subject of the Stale Workflow Message will be Stale Workflow Step.

A list of available Keyword Replacements are displayed below the message fields. Additionally, all available asset Keyword Replacements are available for use, including all attribute and metadata keywords of the asset currently in workflow.

Workflow Escalated Message

The Escalated Message informs a user that a workflow step has expired and that workflow has been escalated to the next step or sub-step. This message can be configured on the Custom Messages screen of a Workflow Step.

To create the Escalated Message, enter the subject of the email in the Subject field and the content of the message in the Body field. By default, the subject of the Escalated Message will be Workflow Escalated.

A list of available Keyword Replacements are displayed below the message fields. Additionally, all available asset Keyword Replacements are available for use, including all attribute and metadata keywords of the asset currently in workflow.


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