Creating a mail activity template with the workflow designer

Using the workflow designer, you can create a mail activity template that is based on a default template.

Before you begin

Depending on how your system administrator customized your system, you might not have access to this task. To obtain access to this task or to have someone complete it for you, contact your system administrator.

About this task

You can use the Workflow Designer page to create a mail activity workflow template that specifies content to be used by mail activities across different workflows.

Procedure

  1. From the navigation tree, select Design Workflows. Then, click either Manage Account Request Workflows or click Manage Access Request Workflows.
  2. In the page that is displayed, in the table that lists the workflows, click Create.
  3. In the General tab, complete the name and description of the workflow, and select a business unit and service type. Click other tabs to specify additional information. Then, either click OK to save the changes or Apply to save your changes and continue.
  4. In the Activities tab, click either Simple or click Advanced.
    Option Description
    Simple
    1. In the Simple Activities Definition table, select an activity for approval, mail, or request for information. Then, click Go.
    2. Depending on the activity, complete the fields and click OK.
    Advanced
    1. After the workflow designer opens, select the Mail node. Then, copy (click and drag) an instance of the Mail node to the Workflow Diagram workspace. Double-click the Mail node instance to open the Properties: Mail Node page.
      1. In the General tab, make these entries:
        • In the Activity ID field, type a value that identifies the activity, such as mytesttemplate.
        • In the Recipient field, select a recipient from the list.
        • Optionally, type a value for the activity name, and change the default value of the Join Type and Split Type conditions.
      2. In the Notification tab, either type the tags and other information that you want to be displayed in a customized message notification, by completing the Subject, Text, and XHTML fields as needed. Alternatively, click Load From Template.

        If you load a template, complete these tasks:

        • In the templates table, select a template. Then, click a button such as Create Like.
        • On the Mail Activity Template page, accept or modify the entries that populate the Template Name, Subject, Text, and XHTML fields.
        • Change the Text and Dynamic entries as needed. Then, click OK.
      3. In the Postscript tab, type any postscript information.
      4. Click OK to complete the task.

        Depending on the customized steps that you took or the template that you selected, you might need to change the notification recipient.
  5. Click other tabs to specify additional information. Then, either click OK to save the changes or Apply to save your changes and continue.
  6. On the Success page, click Close.