Workflow email notifications

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After a record that matches one or more Workflow rules has been submitted for approval, the approver is notified that the items require their approval.

If default recipients are not stated, IBM® Maximo Inventory Optimization requests that you specify this information.

IBM Maximo Inventory Optimization requires the names and email addresses for the approver, and any other roles as stated in the workflow rule that the item was flagged under.

The email addresses that you provide are saved against their respective items. IBM Maximo Inventory Optimization notifies a recipient by using the provided email addresses.

The notification email

The notification email contains a message informing the approver that items require their approval and a link to a the Outstanding Items page in the IBM Maximo Inventory Optimization interface, which shows all changes awaiting their review and approval.

IBM Maximo Inventory Optimization sends daily emails updating relevant individuals on outstanding requests awaiting their approval.

Users may also manually trigger follow-up notification emails to approvers, alerting them to urgent outstanding requests for approval.

Note: Individuals who are responsible for providing approval do not need an IBM Maximo Inventory Optimization user login ID. Guest users are granted guest logins, allowing them temporary access through the link provided. However, guest logins are valid for only 24 hours.

Workflow summary emails

A workflow summary email is sent to the originator of the workflow based on the configured timing. This summary email includes details of all items in the workflow that have been cancelled, denied, or completed since the last notification.

Content of the workflow summary email.
Location
The location of the item.
Stock code
The stock code for the item.
Description
A description of the item.

Each item is listed under the appropriate header corresponding to its status: Cancelled, Denied, or Completed. This allows users to quickly review the status of items in the workflow.

The system sends the workflow summary email daily by default. However, you can configure it to be sent weekly or never.
Note: To change the frequency of this email, permissions are required to make the configuration adjustments.

For more information, see Workflow configuration