AX1647

Defining notifications at the step level for a plan file process

For each step in a plan file process definition, you can configure notifications as follows:

  • You can manage inherited notifications for the step. These are notifications that the step inherits from the default process-level notifications. Inherited notifications can be enabled or disabled, and you can optionally add recipients for the current step.

  • You can define custom notifications for the step. These notifications only apply to the current step.

NOTE: If multiple instances of the same notification type apply to a step, then each instance will be sent when the notification is triggered. For example, if a step has an inherited Step Activated notification as well as a custom Step Activated notification, then both notifications will be sent (unless one of the notifications is disabled).

Manage inherited notifications for a step

You can manage inherited notifications for the individual steps in a process. All steps inherit the default notifications defined at the process level. You can enable or disable inherited notifications at the step level, and you can add recipients at the step level.

To manage inherited notifications for a step, go to the Process Steps tab in the Edit Process dialog. Select the step, then go to the Step Notifications sub-tab. Any existing inherited notifications for the step display in the Inherited Notifications grid.

  • Use the Enabled check box to enable or disable an inherited notification. If enabled, the notification will be sent for this step; if disabled, the notification will not be sent.

    Whether an inherited notification is enabled by default for a step depends on the choices made when the notification was created at the process level.

  • To add recipients to an inherited notification, select the notification in the grid and then click Edit Recipients. For more information, see Adding step-specific recipients to inherited notifications.

The only inherited notification property that can be customized at the step level is the recipients. If you want to customize the text of an inherited notification for use with a specific step only, then you should do one of the following (depending on what you want to accomplish):

  • Disable the inherited notification and instead create a custom notification of the same type for the step.

    OR

  • Leave the inherited notification enabled and create a custom notification of the same type for the step, but send each notification to different recipients.

Inherited notifications for multiple approvals steps

Multiple approvals steps can only inherit certain types of notifications from the process. This only applies to the parent subprocess step itself. The child steps of the subprocess can inherit all notification types as normal.

The only notification types that a multiple approvals step can inherit are:

  • Step Completed: When all sub-steps in the multiple approvals step have been completed, the Step Completed notification will be sent.

  • Step Rejected: If any of the approval sub-steps are rejected, the Step Rejected notification will be sent for the parent multiple approvals step. Note that this type of notification should be defined at either the parent level or the child level, but not both (unless you want to send each notification to different recipients).

Define custom notifications for a step

You can define custom notifications for each step in a process. The custom notifications defined at the step level only apply to that step. If the process is already active, any changes will apply to new notifications delivered after that point.

To define custom notifications for a step, go to the Process Steps tab in the Edit Process dialog. Select the step, then go to the Step Notifications sub-tab. Any existing custom notifications defined for the step display in the Custom Notifications grid.

To add a custom notification:

  1. Click Add Notification, then select the notification type that you want to add. For more information on the available notification types, see Notification types for plan file processes.

  2. In the Edit Process Notification dialog, define the properties for the new notification. For more information, see Notification properties for plan file processes. Note the following:

    • Most newly added notifications do not have any default recipients. You must add the desired recipients before the notification is valid for use. The exception is reminder notification types—these notifications go to task owners by default.

    • Newly added notifications do not have any defined message content. You must define this content before you can save the notification.

  3. Click OK to save the notification.

The notification is added to the grid, and by default it is enabled for the step. You can disable it if desired, if you want to temporarily turn off the notification for the step.

To delete a custom notification:

  • Select the notification in the grid, and then click Delete.

The deleted notification is removed from the step.

To edit a custom notification:

  • Double-click the notification in the grid. You can also select the notification in the grid and then click Edit Notification.

Within the Edit Process Notification dialog, you can edit notification properties such as:

  • The delivery method for the notification (email, Notifications task pane, or both)
  • The urgency of the notification
  • The recipients of the notification
  • The notification message contents
  • The notification reminder schedule (for reminder notification types only)

Custom notifications for multiple approvals steps

You can define custom notifications for multiple approvals steps. The process is the same as for normal steps. However, only Step Completed and Step Rejected notifications can be defined for the parent step. The child steps of the subprocess can use all notification types as normal.