Add Email Notifications in a Workflow
Adding a send & save email task to your workflow allows you to send email notifications to participants or invite others to participate in a workflow. It also allows a workflow participant to access tasks awaiting their attention. Adding an action button to an email message creates a unique link for the email recipient to complete an assigned task.
Note that an email recipient doesn’t need to be an organization or group member to participate in a workflow.
Before You Begin
Before you can create a send and save task, you need to create a workflow template.
Create a Send & Save Task
- In the workflow template designer, click “Insert First Task” or click the + above or below an existing workflow step.
- Choose “Send & Save”, then “Email”.
- In the right panel, you can modify the default task name, and then click “Send Email”. It’s a good idea to ensure your task name is descriptive and meaningful. This will make it easier to distinguish the current workflow step from others later on.
- Click the “Edit” button in the designer, or select “Edit” from the task actions dropdown.
- In the email’s “o” field, you can either type an email address, or select one from the dropdown menu. The dropdown menu contains current participants and properties that refer to web form fields formatted as email addresses. The workflow originator is selected by default, but you can click the x next to originator to remove it from the recipient list.
- You’ll generally want to add at least one action button to allow the email recipient to do one or both of the following:
- Download Document – This allows the recipient to download a copy of the specified document using the property associated with a file uploaded in a previous web form task with a file upload field.
- View Task – This allows the recipient to progress to the next workflow step assigned to them. When using this type of button, you may only have one email recipient.
- Next, you can customize the email subject line and content if you wish, using standard formatting in the body text.
- In the subject line and body content areas, you can insert properties that have been used in previous workflow steps to dynamically fill in information, like participant names, dates, and more. From the “Insert Property” dropdown, select the property you wish to include.
- Once you’re finished configuring the email text and options, click “Return to Workflow Builder” to continue customizing the rest of your workflow.