Workflow Notifications

While an asset is in a workflow, relevant Users should be notified about certain events, like when a review task is completed. Any workflow node with an <actions> element can have notifications.

<actions>
    <action>
        <notification>
            <name>Creator Modification Notification</name>
            <template>Your submission was rejected by ${userName}, please modify and resubmit.</template>
            <template-language>freemarker</template-language>
            <notification-type>email</notification-type>
            <notification-type>user-notification</notification-type>
            <execution-type>onAssignment</execution-type>
        </notification>
    </actions>
</actions>

The above Creator Modification Notification sends a notification message in two ways: via email and via user notification (this goes to the Notifications widget in the User’s Site). The message is defined in a FreeMarker template and sent once a task assignment is created. But who receives the notification? If no recipients are explicitly specified via a recipients tag, the asset’s creator receives the notification.

Notification Options

There are several elements that can be specified in a <notification>:

Name

Set the name of the notification in the <name> element. This information is used to display the notification in the My Workflow Tasks widget of a User’s personal Site.

Description

The <description> element contains the subject of the notification if the notification type is email. The syntax is determined by the template language you’re using.

Template

The <template> element contains the message of the notification. The syntax is determined by the template language you’re using.

Template Language

Choose from freemarker, velocity, or plain text in the <template-language> tag.

Notification Type

Choose whether to send an email, user-notification (via the Notification widget), im (instant message), or private-message in the <notification-type> tag.

<notification-type>email</notification-type>

Execution Type

Choose to link the sending of the notification to entry into the node (onEntry), when a task is assigned (onAssignment), or when the workflow processing is leaving a node (onExit). If you specify a notification to be sent on assignment, the assignee is notified automatically.

Recipients

Decide who should receive the notification in the <recipients> tag:

<recipients>
    [SEE BELOW FOR THE AVAILABLE RECIPIENT TAGS]
</recipients>

Available recipient tags are

• <user>: notify the User that sent the asset through the workflow. Specify the tag as <user />. To notify a specific user, enter the userId:

<recipients>
    <user />
</recipients>
<recipients>
    <user>
        <user-id>20139</user-id>
    </user>
</recipients>

• <roles>: notify specific Roles, either by ID or by their type and name.

<recipients>
    <roles>
        <role>
            <role-id>33621</role-id>
        </role>
    </roles>
</recipients>
<recipients>
    <roles>
        <role>
            <role-type>regular</role-type>
            <name>Power User</name>
            <auto-create>false</auto-create>
        </role>
    </roles>
</recipients>

• <assignees />: notify the task assignees.

• <scripted-recipient>: use a script to identify notification recipients.

<recipients>
    <scripted-recipient>
        <script>
            <![CDATA[Script logic goes here]]>
        </script>
        <script-language>groovy</script-language>
    </scripted-recipient>
</recipients>

If the notification type is email, you can specify the recipientType attribute of the <recipients> tag as To, CC, or BCC.

<recipients receptionType="cc">
    <roles>
        <role>
            <role-type>regular</role-type>
            <name>Manager</name>
        </role>
    </roles>
</recipients>

By default, recipientType is to.

As always, read the schema for all the details.